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How to Search for Categorized Content

Search for categorized content using the File Plan

If there are content items which have been categorized to a specific Record Category, a Records Administrator who belongs to a Security Group with the Search for categorized content permission assigned can perform a search query for all content categorized under the Record Category right from the File Plan. Right-click on the Record Category in question and select Show Categorized Content option in the context menu. 

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A new browser tab will open with basic search results showing all content with the selected Record Category applied.  

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Search for categorized content using Advanced Search 

Collabspace has powerful query builder features for finding categorized content items using the Record Category property.  

Navigate to the query builder page by clicking the Advanced Search link in the application’s top bar. To familiarize yourself with the general functionality, see How to Do an Advanced Search for more details. 

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Click on the Select property button or the + Condition button to see a list of all available properties in a panel. Then, select the Collabspace Record Category property, and click Next (you can also double-click the property row to select it).   

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There are several options, called Operators, available to configure your search query. The “is equal to” operator is selected by default. Depending on which operator is chosen, you may need to specify a Record Category.

Not that the Record Categories available for selection are trimmed to ones where you are a member of a Security Group with the Search for categorized content permission.

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Content under one specific Record Category 

Select the “is equal to” operator from the drop-down list. Then, start typing in a Record Category code or title into the Value field. A list of suggestions matching your keyword will be displayed to help you find the exact Record Category, grouped by their respective File Plans. Click Save to finish setting up the condition.  

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Content under a specific Record Category or all of its sub-categories 

Select the “is equal to or sub-category of” operator from the drop-down list. Then, select a Record Category from the suggestions list in the Value field. This operator allows you to find content categorized to some parent Record Category as well as any of its sub-categories, as set up in the File Plan hierarchy. Click Save to finish setting up the condition.  

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Content not categorized under a specific Record Category 

Select the “is not equal to” operator from the drop-down list. Then, select a Record Category from the suggestions list in the Value field. This operator allows you to find content items categorized to a Record Category other than the one specified in the Value field (within any File Plan) in addition to uncategorized items. Click Save to finish setting up the condition. 

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Content not categorized under a specific Record Category or its sub-categories 

Select the “is not equal to or sub-category of” operator from the drop-down list. Then, select a Record Category from the suggestions list in the Value field. This operator allows you to find content items categorized to a Record Category other than the one specified in the Value field (within any File Plan) or any of its sub-categories. Uncategorized items will also be returned in search results if you use this operator. Click Save to finish setting up the condition. 

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Content categorized under any Record Category 

Select the “is categorized” operator from the drop-down list. The Value field is not available when using this operator. This operator allows you to find content items categorized to any Record Category contained within any File Plan. Click Save to finish setting up the condition. 

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Content not categorized to any Record Category 

Select the “is not categorized” operator from the drop-down list. The Value field is not available when using this operator. This operator allows you to find uncategorized content items. Click Save to finish setting up the condition. 

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