Searching for Items to Work With

Searching for Items

This section contains general instructions for using the search option to search for any type of item. The types of items you can search for depends on the roles you are assigned and whether you are a Company Representative. For instructions on filling in search criteria for each type of item, see the specific instructions referenced below.

The search for unmanaged files, those that are in the database but not in a folder, is the same as the search for folder documents, except there are no options for specifying a folder.

For instructions on searching for companies, business units, and employees, see the Common Components User Guide. Only Company Representatives can use these administrative search tools.

To search for an item

To search for a business-related item, such as a document or quotation, click Search > Search Types > Team from the main toolbar.

The Search page opens.

From the drop-down list, click the type of search you want to perform.

For example, to search for documents in folders, click Files. The search criteria for the type of search you selected appears. The types of items you can search for depends on the roles you are assigned to. Everyone can search for files, only buyers can search for packages and RFQs, and only suppliers can search for quotations. If Engineering Central is installed, the list also contains an option to search for parts. All users can search for parts that they own.


When searching for:	Use Advanced search to search using these attributes:
Files	Name, Description, Revision (this is the same as the version of the document), Owner, Current (state), Title, Originator, Checkin Reason Note that the application does not use following fields and therefore you should not enter criteria for them. If you do, the search will yield no results. These fields may be removed from your system: Designated User Version Date Version File Version Language
Packages	Name, Description, Revision, Owner, Current (state), Originator, Co-Owners, Comments, Allow User Edits
Quotations	Name, Description, Revision, Owner, Current (state), Originator, Comments, Co-Owners, Allow User Edits
RFQs	Name, Description, Revision, Owner, Current (state), Originator, Comments, Co-Owners, Currency, Default Responsibility, Default Responses, Annual Part Quantity, Production Purpose, Purchase Decision, Quote Requested by Date, Quotation Response Review, Sourcing Product, Sourcing Spares, Allow User Edit, Last Legacy Update

Enter basic search criteria.

For help entering criteria for a particular type of item, go to the topic for searching for that type of item. These topics are listed at the top of this topic.

Here are some general guidelines for entering search criteria:

The system looks for items that meet all the basic criteria that you enter (an AND search).
When entering text to search on, use a wildcard character (*) to substitute for any characters you are unsure of or don't want to enter. Text fields are case sensitive, so make sure you type upper-case and lower-case letters exactly as entered in the database or use a wildcard for characters whose case you are unsure of. When searching for files, you can turn off the case sensitivity for the file name by unchecking Match case. If you don't want to search using a criteria that requires text input, leave the * in the box.
To search for all items created after a specific date, enter the date by clicking for Created After and choosing the date. The search includes items created on that date and after it. Note that for files, the creation date is when the file was added to the system, not when the file itself was actually created.
To search for all items created before a specific date, enter the date by clicking for Created Before and choosing the date. The search includes items created before that date but not on it.

To specify more search criteria, click More. See Using Advanced Search.

When you have entered your search criteria, click Search to display the search results.

The Search Results page appears, listing summary information for all items that match your search criteria.

To access information about an item, click its Name.