6 Searching and Screening Content

There are a variety of ways to search for content. The Search option on the Main menu can be used to search or to screen for information. If a user has administrative privileges, the user can set up screenings to be scheduled and recurring.

If certain searches are performed on a regular basis, the search can be saved as a query for use later. Anyone, regardless of their administrative role, can create and save queries.

When using Oracle Text Search the system does not index external items, including physical items. Therefore those items and other items stored externally (for example, on an adapter system) are not available for searching.

See the Oracle WebCenter Content User's Guide for Content Server for information about using the Search menu, the Quick Search field, library query folders, case-sensitivity, using wild cards, and using search operators.

For details about using Federated Search for legal discovery purposes, see the Oracle WebCenter Content Administrator's Guide for Records.

In addition to search-like functionality, screening can isolate retention categories, record folders, and content by their attributes. Screening enables a user to see what has happened or what could happen within a retention schedule.

If more results are returned than are configured in the User Profile page, the page navigation menu will change, indicating other pages of information available for viewing. The list of page numbers is updated as the user navigates through the pages. If there are fewer search results than are configured in the User Profile, no page navigation is displayed.

This chapter covers the following topics:

Section 6.1, "Searching From Oracle WebCenter Content's Main Menu"
Section 6.2, "Screening for Content"

6.1 Searching From Oracle WebCenter Content's Main Menu

Important:

Depending on a user's role, rights associated with that role, and profile, different menu options may appear on a search or screening page. In general, system administrative users will see menus similar to those used to configure the system while end users will see menus containing typical functionality for users.

After installation, the Search and Check In menus are changed to include default profile pages. These menu options help quickly narrow searches and choose the type of search to perform.

Although the Search menu and Quick Search at the top of the page offer convenient search options, the main search page provides the most comprehensive way to search for content.

The following topics are discussed in this section:

Section 6.1.1, "Searching for Content"
Section 6.1.2, "Search Result Options"
Section 6.1.3, "Searching for Physical Content"
Section 6.1.4, "Searching Using Desktop Integration Suite"
Section 6.1.5, "Global Searches"

6.1.1 Searching for Content

To search for content, follow these steps:

Choose Search then the repository for searching from the Top menu.

The Standard Search Page opens.
Enter the criteria to use for the search. When searching folders, it is best to use Substring as an operand instead of Matches. Using the Matches operand narrows the search results considerably. Using Substring returns all internal content items as expected.
To create a query for later use, select the search criteria and click Save. A prompt appears for a query name. Enter a name and click OK. The query is saved in the user's My Saved Query list in the My Content Server menu.
To run the search immediately, specify the search criteria and click Search when done.

The Search Results Page opens, which lists all items meeting the search criteria.

6.1.1.1 Using the Search Forms Option

An expanded version of the search form can also be used or a custom search query can be constructed. To access these options, choose Search Forms from the Page menu of the Standard Search Page.

Expanded form: By default, several sections of each search form are displayed using the collapsed format (for example, Correspondence Fields). When the expanded version of a search form is selected, all of the sections on the form are displayed.
Query builder: The Query Builder form is available from the Search Forms menu at the top of the page on any of the search pages. It enables a user to easily build and save complex queries by selecting options from a series of lists and operator fields. After a query is built using the Query Builder from, the user can edit the query directly, perform the search, or save the query for easy access from the saved queries list or through a targeted quick search.

The Query Builder form displays the Include Child Records Folders box. If selected, the search function returns any matching results within child record folders. For comprehensive information about the Query Builder form, see the Oracle WebCenter Content User's Guide for Content Server.

6.1.1.2 Using Auxiliary Metadata Sets

If an auxiliary metadata set has been created, the Auxiliary Metadata Set option appears next to the Search Forms option on the Page menu.

To search using metadata from that auxiliary set, click Auxiliary Metadata Set then click the name of the set before performing a search. Click OK. The search page is populated with the additional metadata fields, which can then be used for searching.

6.1.2 Search Result Options

When viewing search results, the search can be saved under a file name for later use. See the Oracle WebCenter Content User's Guide for Content Server for more details about searching and saving query results.

The following options appear on the Table menu above the search result listing. To perform actions for multiple items, select the checkbox for the items then choose an option from one of the following menus:

Actions: Used to move the item to a content basket or folio.
Edit: Used to perform freezes or to unfreeze an item.
Set Dates: Used to mark items as reviewed, expired, and so on.
Create Reports: Used to create reports for items or for search results.
Delete: Used to remove items.
Metadata History: Used to view the metadata history of an item.
Change view: Used to change how the search results are displayed.
Query Actions: Used to save the search for later use.

6.1.3 Searching for Physical Content

Physical content metadata (including storage information and retention schedules, if any) are stored in the repository. Information about physical items managed by PCM can be found using the basic search page or the advanced search page.

To search for physical items, complete the following steps:

Choose Search then Physical from the Main menu.

The Search Physical Items Pageopens.

To use the advanced search page, choose Search and then Advanced Search on the Page menu.
To create a query for later use, select the search criteria and click Save. A prompt appears for a query name. Enter a name and click OK. The query is saved in the user's My Saved Query list in the My Content Server menu.
To run the search immediately, specify the search criteria and click Search when done.

The Physical Search Results Pageopens, which lists all items meeting the search criteria.

6.1.4 Searching Using Desktop Integration Suite

If DIS is installed, the standard search page can be accessed by clicking the Search icon in the Windows Explorer panel.

Different servers can be searched by choosing a server from the search list at the top of the search pane.

6.1.5 Global Searches

If you have administrative privileges and the NoSecurity right is enabled, an additional Global menu option appears on the Search menu. This option can be used to search external repositories used with adapters as well as to search for any changes made to classified metadata.

See the Oracle WebCenter Content Administrator's Guide for Records for information about searching other repositories. To search for changes to classified metadata, click the option and select a classified field to use in the search.

6.2 Screening for Content

Important:

Depending on a user's role, the rights associated with that role, and the user profile, different menu options may appear on search or screening pages. In general, administrative users will see menus similar to those used to configure the system while end users will see menus containing typical functionality for users.

After installation, an additional Screening menu is available on the Search menu. In addition to search-like functionality, screening enables a user to isolate retention categories, folders, and content by their attributes. Screening enables the user to see what has happened or what could happen within a retention schedule.

Screening reports can be created immediately or they can be scheduled to be generated at a later time. This is especially useful for screening reports affecting large sets of content. Creating the screening report immediately might put a heavy load on the system, which could diminish its responsiveness and/or result in browser time-outs. To avoid the load on the system, schedule screening reports to be performed at midnight, an off-peak time in most environments.

Note:

Scheduling reports is usually limited to those users with administrative privileges.

The screening interface may use user-friendly captions or may use standard retention terminology. The interface depictions in this documentation show user-friendly captions.

The following screening topics are discussed in this section:

Section 6.2.1, "Performing Screenings"
Section 6.2.2, "Scheduling a Screening Report"
Section 6.2.3, "Setting Default Metadata For Reports"

6.2.1 Performing Screenings

This section describes a general procedure to perform screenings. A search can be done by retention categories, record folders, and content by disposition, disposition event criteria, record folder and/or retention category criteria. Click Search without entering any criteria, and all items are returned in the results. Different repositories can also be searched (physical and electronic).

Permissions:

The Admin.Screening right is required to perform screening actions. This right is assigned by default to the Records Administrator role.

To screen data, complete the following steps:

Choose Search then Screening from the Top menu. Select the screening type (Categories, Folders, or Content).

The Screen for topic Page opens.
When screening content and records, you can select the sources to use for the screening. If additional repositories are available (for example, physical content or an adapter repository), you can select the source from the list. If an additional repository is chosen, you should verify that the screening criteria used is also available in that repository. If a field is used for screening and it is not used in the external repository, an error is displayed.
Depending on the type of screening chosen, different screening options are available. Select the criteria for the search from the provided menus.

When screening content and records, the Update Sort Fields button is displayed. Click this button to open a dialog where the user can select multiple fields to use for sorting. For each field selected and moved to the Search Fields pane, a checkbox appears below the fields section. Select the box to further refine if the sorting for that field should be in ascending order. If not checked, sort order is descending.
(Optional) if screening for a review or due date, specify the date in the Review Due By box or Due for Action box.
Select a Freeze Status to filter by items that are frozen or not frozen.
Select sorting preferences in the Results Options area.
1. Sort by the default or select another option from the Sort By list.
2. Sort in the default descending order or select the ascending order.
Click Search. Any results matching the screening criteria appear in the Screening Results.

6.2.2 Scheduling a Screening Report

Permissions:

You must have Records Administrator or PCM Administrator rights to schedule screening reports.

You may be able to only schedule screening reports and not execute them immediately, depending on the setting of the Only allow scheduled screening option on the Configure Retention Administration page. See the Oracle WebCenter Content Setup Guide for Records for details about configuring the system.

Use this procedure to schedule a screening report:

Choose Search then Screening then the screening type from the Top menu.

The Screen for topic Page opens.
Select the criteria for the screening and click Schedule.

The Schedule Screening Report Page opens.
Provide a name for the screening report.
Provide the start date of the screening report. This is the date the scheduled screening report will be generated. If the screening report is recurring, the first screening report will be generated for the first time on this date, and all subsequent reports at the end of each recurring period after this date.
To create the report periodically rather than just once, select Is Recurring. Specify the interval at which the recurring screening report will be created (for example, every 2 weeks).
Click OK when done.

The Scheduled Screening Reports Page opens, which now includes the newly created scheduled screening report.

6.2.3 Setting Default Metadata For Reports

Permissions:

You must have Records Administrator or PCM Administrator rights to schedule screening reports.

Recurring screening reports are automatically checked into the repository. Use this procedure to set the default metadata for these checked-in reports:

Choose Records then Configure from the Top menu. Choose Metadata then Screening Metadata Defaults.

The Default Metadata for Checked-In Screening Reports Page opens.
Specify the default metadata for checked-in screening reports.
Click Submit Update when done.