Favorites

Check the option “Only favorites” so that only documents marked as favorites will be displayed.

Attributes

Click Add attribute and select the attribute associated with the document category, the operator, and a value. To use multiple attributes, click OK and repeat the procedure. After adding all desired attributes, click Apply.

Document

Use the fields in this filter to locate the desired document by its identifier and/or title/summary.

Document – Advanced

• Document status: expand the list and check the possible status of the document you want to inquire. Depending on configuration, some options may already be checked, but you can change them.
• Author: enter the author of the document.
• File name: enter the name of the electronic file of the document.
• Registration user: select the user responsible for the document.
• Post: select the post responsible for the copies of the document.
• Access control: use the information from the document security list to locate the document. Select the desired permissions and the user, role, department, and team associated with the security list. 
• Document period: in the field Last __ days, enter the number of days prior to the last revision date of the document; or use the Start and End fields to define a date range.
• Registration period: in the field Last __ days, enter the number of days prior to the current date that covers the document registration date; or use Start and End to define a range.
• Validity: in the field Next __ days, enter the number of days from the current date that covers the document validity date; or use Start and End to define a date range.

Keyword

Click the button beside the field and select the keyword(s) linked to the document. Add as many as needed. At the bottom, choose AND to require all keywords or OR to require at least one.

Project

Use these fields to locate the document by the project (SoftExpert Project) associated with it. Select the project or enter its identifier and/or name.

Activity

Use these fields to locate the document by the project activity (SoftExpert Project) associated with it. Enter the identifier and/or name.

Standalone Activity

Use these fields to locate the document by the standalone activity (SoftExpert Activity Control) associated with it. Enter the activity identifier and/or name.

Workflow

Use these fields to locate the document by the workflow (SoftExpert Workflow) associated with it. Enter the workflow identifier and/or title.

Kanban

Use these fields to locate the document by the kanban activity (SoftExpert Kanban) associated with it. Enter the identifier and/or title.

Archive

• Filing status: indicate whether the document has been filed or not.
• Filing stage: this filter is enabled only if “Filed” is selected in Filing status. Select the stage: Current, Intermediate, Media Recording or Final Disposition.
• Final disposition: enabled only if “Final disposition” is selected in Filing stage. Select whether the final disposition defined in the retention schedule is permanent retention or disposal.
• Status: expand the list and check the options corresponding to the document’s current service request status: Loaned, In Progress, Available, or Disposed.
• Physical path: enabled only if “Filed” is selected in Filing status. Select the repository where the document is filed. Only document repositories will appear. If the general parameter “Restrict archive department” is enabled, only repositories belonging to the same department as the logged-in user will be shown.
• Filed by: enabled only if “Filed” is selected. Select the user who filed the document.
• Filing period: enabled only if “Filed” is selected. In the field Last __ days, enter the number of days prior to the current date that covers the filing date; or use Start and End to define the range.
• Retention period: enabled only if “Final disposition” is not selected. In the field Last __ days, enter the number of days prior to the current date that covers the retention period; or use Start and End to define the range.

Repository

• Request type: select the request type (Inquiry, Loan, or Copy).
• Identifier: enter a range of sequential numbers covering the identifier of the service record.
• Reason: select the reason associated with the service record.
• Status: click the button next to the field and select the possible status (issued, approval, approved, rejected). Save the selection.
• Department: select the requester’s department.
• Description: enter the requester’s description or question.
• Justification: enter the approver’s justification.
• Requester: select the user who issued the request.
• Approver: select the user who approved the request.
• Executor: select the user who executed the request.
• Date: in Last __ days, enter the number of days covering the service record date; or use Start and End to define a range.

Document

Use these fields to locate the service record based on the document to which it refers. Select the category or enter the identifier and/or title/summary. Check “Display sublevel records” to include subcategories.