HOW TO SEARCH
FOR RECORDS USING MULTIPLE CRITERIA
Sometimes you will need to search
for records using more than one criteria.
These “advanced” searches can be a very powerful tool;
knowing how to utilize the commands and options within the Search Window can
make your work much easier and more efficient.
To
begin a record search that uses more than one search criteria, use the Records
Search icon on the MatSu Records Ribbon.
This brings you to the Search for Records
window.
NOTE: You can
also access the “Search for Records” window by initiating a Simple Search, and
then refining it by pressing
F7, or clicking the Refine
Searches icon located under
the Matsu Records or Search tab on the toolbar ribbon.
If you are refining a search,
the “Search for Records” window will populate with your current search entries,
so you can skip down to Step 3 and begin there.
1. In the “Search for Records” window,
enter the desired
search method in the “Search
by” field. Do you want to search by Classification,
Title Word, or Date Registered, etc.?
a.
If you know the name of the search method, you can simply type it
into the field and wait for it to turn bold, indicating that CM recognizes that method. For example, type in the word
Classification, and wait for Classification to turn bold.
b. If
you don’t know what your search method is called, click on the dropdown arrow
next to the Search By field. This displays listing
of all the methods that can be used when conducting
a Search.
2. A new field appears for you to enter the
search criterion, (i.e.,
what Classification or Title Word are
you looking for?). You may type in the information, use the dropdown menu to
select from recent entries, or use the magnifying glass icon next to the field,
to select from a listing in CM.
3.
Before adding your next Search method, make the appropriate selection for AND, or OR in the lower
portion of the Search window.
4.
Now click “New” to enter the next
Search method. When you do this, you will see that
your original search method is duplicated in the lower portion
of the window where
your criteria are listed. (This is the “Current Selection Box”.)
a.
Note that when a search method is selected in the Current
Selection Box, that method is made active in the upper portion of the Search
window, so that changes can be made to this criterion line. You will now alter this duplicated line to
add your new search criterion.
5. With the duplicate line highlighted in the lower portion of the search
window, make your changes in the upper portion of the window to add
another search method. Note that your entries are reflected in the search
summary box at the bottom of the window.
Enter the new search
criteria in the search fields
in the upper portion of the window:
See how your entries
are reflected in the search
summary box in the lower portion of the window:
6. Add any additional criteria
in this same manner, repeating
steps 4-6 above as needed.
7. Review the “Filters” tab and the “Record Types”
tab to apply any filters
to your search.
a.
“Filter” tab – Many people
prefer to have Destroyed records
untagged, in order to see only
the records that currently exist.
b.
“Record Types” tab – By default, all record types are selected.
However, you may find that it
is more efficient for a search to display (or not display) certain record
types. For example, you could select only the yellow folder, in order to get
only yellow folders in your search.
8.
Return to the “Search” tab, review the search summary,
and if everything looks good, click OK. This
will run the search, and display the search results.
9.
If you need to modify
or further refine the search, you can return to the
Search window by hitting
F7 on the keyboard or by using the Refine Search icon on the MatSu
Records or Search ribbons.
10. To Save this Search
for future use, click on the Save Search as icon (on either the MatSu
Records ribbon or the Search ribbon) and follow the prompts.
a.
If you want this Saved Search to be available in your Favorites, check the designated
box before saving your search.
For further information
or assistance, email the Records Division at Borough.Records.Division@matsugov.us
or submit a Help Desk Ticket using the CM Assistance selection.