Advanced Document Search

When the ELMA ECM+ application is activated, the advanced search form (fig. 1) in the Documents section features additional search parameters. This form is similar to the advanced document search form featured when ELMA ECM+ is not activated.

Fig. 1. Advanced document search form. Record Card Attributes and Record Classification Scheme panels.

This search form features additional Record Card Attributes and Record Classification Scheme panels, available for all document types. If Contract Management is activated, then the Contract stages panel also becomes available for the Contract, Incoming contract, and Outgoing contract document types.

Record Card Attributes

Here you can select certain Record Card attributes and use them in document search. By default, the following fields are featured:

Record Card Type – select a Record Card type. Depending on the type, additional fields might be added to the form. These additional record card attributes participating in advanced search are specified when the record card type is created or edited in ELMA Designer.

Registration number – the registration number of the document you are searching for.

Status – select the record card status: Draft or Registered.

Document Flow – select a document flow from the dropdown list.

Date created – specify the date the Record Card was created.

Author – specify the user who created the Record Card.

Date Modified – specify the date when the Record Card was last modified.

Registration Date – the date when the document was registered.

Contract Stages

These fields appear only if Contract Management is activated is activated and the Object Type field features one of the following document types: Contract, Incoming contract and Outgoing contract.

Name – name of the contract stage.

Contract – the contract, to which the stage belongs.

Start Date – stage start date

Due Date – stage due date

Acceptance Certificate – stage acceptance certificate

Records Classification Scheme

Here you can search for a document by the category where it is registered.

Global search through all the years:

· Yes – the search will be performed across all the documents registered in the Records Classification Scheme throughout all the years;

· No – the search will be performed across the documents registered in a calendar year. When you select this option, additional fields appear: Year and Registration Office.

This field is only available if continuous Records Classification Scheme is disabled.

Year – select a Records Classification Scheme of a certain year. This field is not available if the Global search through all the years option is switched to Yes.

Registration Office – select a registration office from the dropdown list. This field is active only when the Year is specified.

Category – select a category. This field becomes active only after the Registration Office is specified.