Searching for "Records" with MacroView DMF

SharePoint has built in records management capabilities through record centre site collections, and also the ability to implement in-place records management. MacroView DMF Case and Matter leverages the in-place functionality allowing the contents of a matter to be declared as in-place records.

Searching for documents "declared as records" on both SharePoint Online and On-Premise (2013/2016) can easily be done with MacroView DMF. The following is an example you can use in your own environment.

Search panel for record searching

RecordSearch.png

Example results of a record search showing the declared date

Results.png

Configuration

You need to set up a managed property mapped to the crawled property ows_q_DATE__vti_ItemDeclaredRecord. The procedure is slightly different for SharePoint Online as you need to use one of the pre-existing Refinable Date managed properties

For SharePoint Online

  • Use one of the Refinable Date managed properties, for example: edit managed property: RefinableDate10
  • Set as Date and Time, Multi, Query, Retrieve, Refine, Sort, Safe
  • Map to crawled property:  ows_q_DATE__vti_ItemDeclaredRecord 
  • Set an Alias: mvowsqDATEvtiItemDeclaredRecord
  • Request SharePoint Online to reindex the site collections that contain records so that the new managed property is populated with data. Go to Site Settings : Search and Offline Availability and click on the Reindex site button

For on-premise SharePoint 2013/2016 

  • create a date/time manged property called mvowsqDATEvtiItemDeclaredRecord and set as above
  • map to crawled property ows_q_DATE__vti_ItemDeclaredRecord
  • Do a full crawl, or reindex the site collections containing records as above

The search mask XML

Notes:

  • Insert this into a search mask and load in the usual way
  • The Where clause is need to ensure only records are returned - items with an actual date for when they were declared a record

<Mask Name="Records Search" TrimDuplicates="False" EnableStemming="True" Scope="All Sites"  
      Where="(mvowsqDATEvtiItemDeclaredRecord>2007-01-01)">

 <Controls>
    <Control Name="AllText" Type="Text" DisplayName="All of these words" SearchPredicate="FreeText" MatchType="AllText" />
    <Control Name="Exact" Type="Text" DisplayName="The exact phrase" SearchPredicate="FreeText" MatchType="Exact"/>
    <Control Name="AnyText" Type="Text" DisplayName="Any of these words" SearchPredicate="FreeText" MatchType="AnyText"/>
    <Control Name="None" Type="Text" DisplayName="None of these words" SearchPredicate="FreeText" MatchType="None"/>
      
    <Control Name="FileExtension" Type="Dropdown" DisplayName="Result type" >
       <Item DisplayName="Word Documents" Value="doc;dot;docx;docm;dotx;dotm"/>
       <Item DisplayName="Emails" Value="msg;eml"/>
       <Item DisplayName="Excel Documents" Value="xls;xlt;xlsx;xlsm;xltx;xltm"/>
       <Item DisplayName="PowerPoint Documents" Value="pot;potm;potx;pps;ppsm;ppsx;ppt;pptm;pptx;"/>
      <Item DisplayName="PDF Documents" Value="pdf"/>
       <Item DisplayName="All Files" Value=""/>
    </Control>
    
    <Control Name="mvowsqDATEvtiItemDeclaredRecord" Type="DateRange" DisplayName="Declared Record On" />   

    <Control Name="mvMyDocument" Type="Checkbox" DisplayName="My Document" Value="[Me]" SearchPredicate="Contains"/>
 
 </Controls>
 <SelectFields>
   <Field Name="FileName" DisplayName="Name" />
   <Field Name="mvowsqDATEvtiItemDeclaredRecord" DisplayName="Declared Record On" />  
   <Field Name="Author" DisplayName="Author" />
   <Field Name="Path" DisplayName="Url"/>
    <Field Name="Write" DisplayName="Modified" />
    <Field Name="SiteName" />
   </SelectFields>
</Mask>

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