Additional search criteria to view the document

Additional Search Criteria to view the document

Enter the following fields in the “Additional Search Criteria” group box to search for a document. Data entry in the following fields is optional:

Ref. Doc Details	Any details pertaining to the reference document (Alphanumeric, 40). You can enter the reference document in full or specify it partially using the “*” character. The system retrieves the documents associated to the reference document specified here.
Employee Code	The code of the employee (Alphanumeric, 20). You can enter the employee number in full or specify it partially using the “*” character. The system retrieves the documents associated to the employee number specified here.
Publisher	The name of the publisher who published the document (Alphanumeric, 45). You can enter the publisher name in full or specify it partially using the “*” character. The system retrieves the documents associated to the publisher specified here.
Acknowledgement Status	Use the drop-down list box to specify the acknowledgement status of the document. The system lists the following options: “Not Required” – Select this option if acknowledgement is not required for the document. “Pending” – Select this option if acknowledgement is pending for the document. “Acknowledged” – Select this option if the receipt of the document is acknowledged. Leave this field blank if you wish to retrieve the documents irrespective of the acknowledgement status. The system leaves this field blank by default.
User Info	Use the drop-down list box to specify the information regarding the user of the document. The system lists the following options: “Library” – Select this option if the document is used by the members of the library. ”Work Center” – Select this option if the document is used by members of the work center. “Supplier” – Select this option if the document is used by the suppliers. “Customer” – Select this option if the document is used by the customers. “Employees” – Select this option if the document is used by the employees. “Others” – Select this option if the document is used any other member. Leave this field blank if you wish to retrieve the documents irrespective of the user information. The system leaves this field blank by default.
	In the box provided alongside, you can enter the user information based on the option selected in the “User Info” drop-down list box.
Distribution Type	Use the drop-down list box to specify the distribution type of the document. The system lists the following options: “Permanent” – Select this option if the document is distributed to the users on permanent basis. “Returnable” – Select this option if the document is distributed to the users on returnable basis. “Returned” – Select this option if the document distributed to the user has been returned back to the library. Leave this field blank if you wish to retrieve the documents irrespective of the distribution type. The system leaves this field blank by default.
Search by: Status	Use the drop-down list box to specify the status based on which the document is searched. The system lists the following options: “Revision Action Status” – Select this option if the document is searched based on the revision action status. “Acknowledgement Action Status” – Select this option if the document is searched based on the acknowledgement action status. “Correspondence Status” – Select this option if the document is searched based on the correspondence status. Leave this field blank if you wish to retrieve the documents irrespective of the search by status. The system leaves this field blank by default.
	In the box provided alongside, the system lists all the quick codes defined in the “Maintain Quick Codes” activity of the “Library” business component, based on the quick code type selected in the “Search by: Status” drop-down list box. By default, the system displays the default value set for the selected quick code type in the “Maintain Quick Codes” activity of the “Library” business component.
Search by: KeyWords	Use the drop-down list box to specify the keyword based on which the document is searched. The system lists the following options: “Key Word 1” – Select this option if you wish to search the document based on the first key word. “Key Word 2” – Select this option if you wish to search the document based on the second key word. “Key Word 3” – Select this option if you wish to search the document based on the third key word. Leave this field blank if you wish to retrieve the documents based on the keyword. The system leaves this field blank by default.
	In the box provided alongside, you must enter the keyword based on the option selected in the “Search by: KeyWords” drop-down list box. The Key Words for a particular document are saved under the ‘Other Details’ tab page of the “Maintain Document Information” page.

Click the “Search” pushbutton to display the search results.

The system displays the following in the “Search Results” multiline:

Library #	The number identifying the library.
Document #	The number identifying the document.
Revision #	The revision number of the document.
Document Title	The name of the document.
Document Subject	A brief description about the document.
Document Type	The type of the document.
Document Category	The category to which the document belongs.
Document Nature	The nature of the document.
Publisher	The name of the publisher of the document.
Published Date	The date on which the document is published.

Check the box in the “Select” column of the multiline to select the document.