You can search for desired records using the quick search function or, for more complex searches, RM Workspace advanced search enables you to search for records using multiple criteria values. You can also save your searches for later use.
The quicksearch bar and the advanced search link are available on all RM Workspace screens.
Results of your quick or advanced searches are displayed in the search results screen. Everything you can do in portlets, you can do in the search results screen - and more.
Search criteria
The criteria used for your search is displayed here. If you perform a saved search, then the name of the saved search is displayed here and you can see the search criteria by mouse-hovering over the name.
The quicksearch bar is available from all RM Workspace screens.
Your RM Workspace administrator will determine which information will be searched when quicksearch is used, but usually, this includes the record's number, title and notes. They will also determine if the Quicksearch selector and Record type filter fields should be displayed in the quicksearch bar.
Depending on which layout options your RM Workspace administrator has configured to be available, you may be able to choose to see your search results in list, grid, thumbnail or tree view.
In grid view of search results, you can customise your layout (adding/removing and moving columns, sorting data etc) in the same way as you can in grid view of portlets.
Tree and thumbnail layouts primarily offer record selection/actions menu functions with the different search results layout.
Note: Thumbnails cannot be generated for all file types. If a thumbnail cannot be displayed, a placeholder will be shown.
When a container displayed in your search results has contents, the container record will show a small arrow to the far left of the record line. Clicking on this arrow will open the container to show it's contents below the container record. Clicking the arrow a 2nd time will close the contents list. The columns displayed are those configured to display in your search results and they cannot be separately customised.
This feature is only available in search results view and when viewing a portlet's contents in full screen.
You can give your search a name before saving it. If you don't name the search before saving it - the search will be named for you automatically, using your search criteria values.
When ready, click this button to save your search so that you can perform it again later, use it to create a saved search portlet or so that you can share it with other users or RM Workspace groups.
Your saved searches are available from the 'Saved searches' link in the History section in the left side navigation bar.
If you can't find the record(s) you need or if your search has returned too many records to easily work with, use this button to refine your search.
When you click on the 'Refine' button, RM Workspace's advanced search screen will be displayed, with the criteria used for your search already populating the identified fields.
If your search was a quicksearch, any value entered into the quicksearch bar will be used to populate the advanced search title field.
If your search was an advanced search, then all advanced search field values will be displayed in the appropriate fields when the search is refined.
Displays the number of records found which you have permission to see and which match the search criteria you used.
There may be additional records which match the criteria but which cannot be displayed because you don't have adequate permissions. (eg: If you don't have 'View metadata' permission for any record, then that record cannot be displayed even though it otherwise matches the search criteria).
Tip: If RM Workspace's extensive search capabilities are insufficient for your needs and if your RM Workspace administrator has enabled it, use the Query builder option in the right side actions menu to access HP TRIM/HPE RM's advanced search form.
Results record list
The search results record list offers the same functionality as is available when viewing records in portlets, including record selection, file/record type information, favourite status, edit status, workflow indication etc. There is however the addition of the 'Show contents inline' dropdown arrow in the far left column, displayed against any containers listed which have contents.. See item 5 above.
