Creating Global Finds

Virtual Ticket Developer includes extensive searching features to help you and your users find and retrieve information stored in the system. These search routines are called "Finds" and may include virtually any field defined in the database. Administrators define Global Finds in the File Cabinet window of the Virtual Ticket Developer desktop app and are made available to users based on permissions.

Global Finds are both conceptually and practically related to other components of the Virtual Ticket Developer system in several important ways that you should be familiar with:

Global Finds can be created at the Folder Type and Document Type levels of the File Cabinet
Each Global Find is based on a Form that exists at the same Folder Type or Document Type level as the Global Find
Only database fields used in the Form on which the Global Find is based can be used in the Global Find for searching

This chapter describes the process of creating and managing Global Finds within the Virtual Ticket Developer system. While Global Finds can be distributed to non-administrative users, be aware that non-administrative users also have the ability to create and save their own finds in the system. These finds are called "Local Finds", "User Finds", or just "Finds". For information on user finds, please refer to the user guide section of the online help.

Note: If a Virtual Ticket Developer system is upgraded to include Digital Storage Manager (via Workgroups), DSM Finds will be relocated to a Storage Management Find category.

Procedures

Creating Global Finds

Global Finds are created in the File Cabinet window of Virtual Ticket. In Virtual Ticket, Global Finds can be created for any Folder or Document Type defined in the system.

Only after a find has been created in the File Cabinet window, can you define the search condition for it.

Creating a Global Find for a folder/document type

1. Select File Cabinet from the Administration menu. This will open the File Cabinet window if it is not open, or bring it to the front if it is already open.
2. Select the folder/document type for which you would like to create a Global Find in the navigation tree of the File Cabinet window.
3. Click New ( ) and select Find. The new find properties will be displayed in the right-side display area of the File Cabinet window.

4. Type a Name for the Global Find in the Name field.
5. Type or select a Category name in the Category field. When the Global Find is saved, the Category name will appear as a sub-menu under the Finds menu in the desktop client. The saved global find will appear in this sub-menu.
6. Optional: Type a shortcut key combination in the Shortcut field. Shortcut key combinations provide users with a fast way to open the Global Find.
7. Optional: Check the Always reset find appearance on load checkbox force the find to use the appearance profile stored in the database every time it is opened by a user.
8. Optional: Check the Show in context find menu to allow the global find to appear to users in Context Menus in the desktop client.

Note: Only Finds based on Digital Resources can be shown in the Context Find menu.

9. Assign access privileges to the Global Find by clicking the Allowed To Use checkbox for each user or group you want to allow to access the Global Find. Users without access privileges will not see the Global Find.

Tip: Make sure that users who you provide access to the find also have access to the form on which it is based.

10. Click Save ( ). This will save the new Global Find to theVirtual Ticket database and display the Global Find within the structure grid of the File Cabinet window.

At this point, a new Global Find has been created and saved to the Virtual Ticket database. For information on defining the Global Find search logic, see "Defining Global Find Search Conditions" below.

Creating Global Finds

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