E-files Help

Contents

• Quick Searches
• Simple Searches
• Advanced Searches
• Search Methods
• Searching by Range
• Searching by Date
• Saving Search Criteria
• Browsing Results
• Working with Records
  • Viewing Electronic Documents
  • Making Record Requests
  • Completing Current Actions

  Quick Searches

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:

• Type the title word or words to search for in the quick search text box
• Click Quick Search

A list of records matching your search terms is displayed.

 Simple searches

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:

• In the search for list, click on the drop-down button and select a search method
• Type the text you wish to search for in the equal to text box
• Click Search

A list of records matching your search terms is displayed.

 Advanced searches

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.

To search the TRIM database using an advanced search

• In the Search For list, click on the drop-down button to select a search method. You may select up to three types of search methods in the standard search page supplied with WebDrawer.
• For each search method you select, type the text you wish to search for in the equal to text box.
• Click AND if the results of the search must contain all of the search terms you choose.
• Click OR if you would like to display records which contain at least one of the search terms you choose.
• In the Sort By list, optionally click on the drop-down button to select a field to sort by. Click the Descending check box next to the sort criteria if you wish to sort by that criteria in descending order. You can choose up to three sort criteria to sort results by.
• Click the Count Results check box if you would like to display the total records found. This may slow down some searches.
• In the Records per page list, click on the drop-down button to select how many records to display per page. 25 Records will be displayed by default.
• Click Search

A list of records matching your search terms is displayed. Go to the Search Page.

 Description of available search methods

The search for list contains the following search methods:

 Searching by range

Some types of search allow you to search by ranges. Use a comma (,) to designate a range of values:

For example searching by Date Registered 7/22/03 , 8/22/03. This search returns all the records in the range including the dates specified.

 Searching by date

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.

 Saving Search Criteria

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.

 Browsing Results

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.

To check the next page of records:

• Click the Next link at the top of the page, or to view more information on a particular record
• Click the More Info link

 Working with Records

Once you have found the record you were searching for, use WebDrawer to view, request or complete actions associated with it.

 Viewing electronic documents

To view an electronic document or file:

• Click on the record title to download the document

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.

 Making record requests

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.

To make a record request:

• Display the record details of the record you wish to request
• Click the Place a new request link found in the All Record Requests section of the record details

Note: Document requests made though the WebDrawer server use the current date and time on the server when making the document request.

 Completing Current Actions

If a TRIM workflow action has been assigned to you, it is possible to register the completion of that action through the WebDrawer interface.

To complete an action:

• Display the record details of the record containing the action assigned to you
• Click the Complete action link found in the Action Tracking section of the record details