Search Management

Searches are used to grant access to documents in Archives. Documents must be in the results of a Search before they can be viewed and acted upon by users or GlobalAction Workflows, so Searches are one of the main ways to secure documents for individuals or groups. Only members of the SSAdmin group or database administrators for the selected database may configure Searches. Please refer to the User Management page for details on setting Search security.

When an Archive is created, you can choose to create a Browse Search which contains every Index Field assigned to the Archive at creation (the setting is on by default). Users or groups of users who run a Browse Search can get every document in the Archive returned in the results. Even if user access to documents will be limited, it can be useful to leave this default on, as this will only be created automatically when the Archive is created. Access to the Browse Search can be limited by user or group, or it can be deleted at a later date.

The most common Search which a user runs for an Archive can be designated as the Default Search and can be set to run automatically when the Archive is selected. The fastest access to all documents in an Archive would be to configure the Browse Search as the user’s Default Search (creating the equivalent of opening a file folder in Windows).