The Quick Search function searches by words from the titles of all the records in the TRIM database. To search the TRIM database using quick search:
A Simple Search can be done by using a single search method in Advanced Search section of the search screen.
To search the TRIM database using a simple search:
A list of records matching your search terms is displayed.
Advanced searches combine multiple search methods. This is achieved by using the AND and OR options in the Advanced Search section of the search screen.
The search for list contains the following search methods:
||Searches for records by the specified title word.
||Searches for records by the specified notes word.
||Finds records that have a word in either the title or the notes attached to a record.
||Searches for records by words in associated documents
|TRIM E-Mail Message Contents
||Searches for records by the word contained in the content of an e-mail message.
||Searches for records by the specified thesaurus term.
||Search for records by a word that appears anywhere within the classification title.
||Searches for records by a word in the schedule title.
||Lists all records that have been related to the specified record number.
||Lists the latest part of the specified record number.
||Lists all parts of the specified record number.
||Lists the latest version of the specified record number.
||Lists all versions of the specified record number.
||Lists the container of the specified record number.
||Searches for records within the specified container number.
|Records Having Same Contact
||Lists all records that have the same contact as the specified record number.
|Records Having Same Client
||Lists all records that have the same client in the title as the specified record number.
||If the specified record number is part of a series, then this option will list the series record.
||List all records that are within the specified series record number.
||Lists the linked records of the specified record number.
|Records Using Link
||Search by an embedded compound document by record number to display the parent record (the document is displayed but any linked documents are not).
||Lists all records marked to the assignee location of the login name or the login's position.
|Records Due For Action
||Lists all records with actions due, assigned to the current login name or the login's position.
||Searches for records by the specified record number.
|Record Number Range (Expanded)
||Searches for records by the specified record number range. Record number range searches are done on expanded record numbers only.
|Record Number Range (Compressed)
||Searches for records by the specified record number range.
||Searches for records by the specified classification number.
||Lists the record that has the specified foreign barcode number.
||Lists the record that has the specified TRIM barcode number.
||Lists the records that have the specified accession number, usually allocated by an archival authority when batches of records are transferred.
||Searches for records by the specified date registered.
||Searches for records by the specified date created.
||Lists records by the specified date closed.
||Lists records by the specified date published.
||Searches for records by the specified date modified.
||Lists records by the specified date finalized.
|Date For Return On
||Lists records by the specified date for return on.
|Record Requests By Date
||Lists records requested within a date range.
||Lists records by a specified date due.
|Last Action Date
||Lists records by last action date.
||Lists records attached to a specified schedule number.
|Retention Review Date
||Lists records by retention review date.
||Lists records by consignment number.
||Lists records allocated to a hold.
||Searches for records by the specified current location.
||Searches for records by the specified home location.
||Searches for records by the specified owner.
||Lists records by the User name of the person who created the record.
|Not At Home Location
||Lists records not currently assigned to their home location.
|Record Requests By Location
||The person, organization or position that has made a request for a record.
|Checked Out To Location
||Search for electronic records (documents) that have been checked out by a designated location.
|Date Assigned To
||Records that were assigned to a location within a date range e.g. abbott, 10/22/03, 10/23/03.
|Last Movement Date
||Lists records that were last moved on a specified date.
||Searches for records by the specified contact.
|Attached Contacts Like
||Search for contacts similar to the typed in text.
||Lists records that are attached to a specified representative.
||Lists records that are attached to a specified addressee.
||Lists records that are attached to a specified Other contact.
||Lists records that are attached to a specified author.
||Lists records that are attached to a specified client.
||Lists records that have a specified security level.
||Lists records that have a specified security caveat.
|Not In Container
||List all records referenced to a container but not currently in their containers.
||List records that are flagged as missing.
||Searches for records by the specified external reference.
|Electronic Document Types
||Search for records by their attached electronic document type. Type in a file extension into the text box (for example: doc, bmp, jpg, etc).
Some types of search allow you to search by ranges. Use a comma (,) to designate a range of values:
When you search the TRIM database for dates or date ranges the WebDrawer server only recognizes dates which match its own date format.
For instance if the date format used by the WebDrawer server is mm-dd-yy, a search using mm/dd/yy will return the correct values, however a search for dd/mm/yy will not. If you have
doubts about the date format of your WebDrawer server, ask your WebDrawer administrator.
After performing a successful search it is possible to save the search as a bookmark. When you reload this bookmark in your Web browser the WebDrawer server will perform the search and
return the search results as if you had entered the search from the search page.
When the results of a search are displayed, use the links embedded in the page to browse for more information.
For example, a successful search may return multiple pages of records.
Once you have found the record you were searching for, use WebDrawer to view, request or complete actions associated with it.
A viewed document can only be displayed, WebDrawer does not update the TRIM database, or change the location of the file when you view it via WebDrawer. You cannot return edited documents
to the TRIM database through the WebDrawer interface.
A record request is a request to change the physical location of a record. The relocation of a record is usually made to the person making the request, e.g. you might request a folder
box in storage to be transferred to you.
Record requests can be made through WebDrawer. Your organization's own internal procedures will determine how a record request is processed.
Note: Document requests made though the WebDrawer server use the current date and time on the server when making the document request.
If a TRIM workflow action has been assigned to you, it is possible to register the completion of that action through the WebDrawer interface.