Search the entire document archive

Portfolio Service Document Archive" module

Open the document archive via the "Search document archive" icon on the "Data maintenance" tab. In this case, you can search for and manage documents for any securities account object.

To search for archived documents, proceed as follows:

Select the "Search document archive" icon on the "Data maintenance" tab.
Enter your search criteria in the "Document archive" worksheet.
Start the search for documents with the "Search" button.
The documents found are listed.

You have the following options in the "Document archive" worksheet:

Element	Description
Search documents for	Here you enter the securities account objects for which you want to search for stored documents. You can drag these from the Explorer into the input field or search for and select them using the object search via the "Search" icon.
Search for documents even for subordinate custody account objects	Activate this checkbox to also search for documents of "subordinate" securities account objects. Beispiel You select a holder as an input object, then all documents for this holder and all documents for their portfolios, custody accounts and accounts are searched for.
Number of deposited items	The total number of depot objects is displayed here as information.
Restrict to document types	If you would like to restrict the search to certain document types, activate the corresponding checkboxes here. All document types of templates are available for selection here. You can edit the document types of (your own) templates of type "Report" or "Report folder" in the "Edit template" dialog box. You open the dialog box via the command FILE, TEMPLATE, EDIT PROPERTIES... The search may return document types that are not listed here. For example, any character string can be entered as the document type when storing a document. To include such types in this "Restrict to document types" list, create corresponding dummy templates.
Name	Enter the name or part of the name of the document you are looking for here. Here you can search with the wildcard *, which stands for 0 to any number of characters.
Remark	Enter the comment or part of the comment entered when filing the document here. Here you can search with the wildcard *, which stands for 0 to any number of characters.
Creation date	In this area, you can restrict the search with regard to the date of filing. To do this, activate the corresponding option: No restriction Period (from/to) Enter the desired start date and/or end date for the search in the input fields. The documents are searched for including the specified days. Last n days The documents are searched for including today. A value of 0 therefore means "today only", while a value of 1 means "yesterday and today".
Search" button	Select this button to search for suitable documents after entering your search criteria.
Icon "Upload selection to postbox"	Postbox" module Select this icon to upload selected documents to the respective person's mailbox. Alternatively, you can also use the SELECTION IN POSTBOX command in the context menu of the documents. If necessary, please also read the chapter Postbox.
Icon "Upload documents from job run to postbox"	Postbox" module This icon is only visible if the "Document archive" worksheet was opened directly from the job history. Select this icon to upload the documents generated from the current job run to the respective person's mailbox. If necessary, please also read the chapter Postbox.

You can hide and show the search parameters at the top of the open document archive. To do this, select the "Hide search area" icon or press the <CTRL>+<A> key combination. Proceed in the same way to show the search area again.

The documents found are displayed in a table. This table allows the documents to be grouped according to individual criteria so that they can be displayed clearly. In addition to the search criteria that can be used for the search, the table contains further information and functions:

Column	Description
Reference type	Type of Explorer object (owner, portfolio...) to which the document is linked.
Reference name	ID of the Explorer object to which the document is linked. The unique ID of the custody account object appears here, e.g. the holder number for a holder.
Created on	Date and time of archiving.
Document type	The document type of the document. Please also note the information above.
Name	The document name selected when archiving the document.
Postbox status	Postbox" module If you have uploaded documents to the postbox of the relevant person, you will see the time and date when the document was first opened in the postbox in this column. If necessary, please also read the chapter Postbox.
Source	The source indicates how the document was created - e.g. batch export, scheduled reporting, manual filing...
Template name	If it is an archived report or an archived report folder, you will see the name of the template here.
File extension	The file format of the archived document, for reports and report folders always "PDF".
Remark	The comment entered when archiving the document.
Commands in the context menu
Command	Description
SELECTION, SELECT ALL	Select this command to mark all listed documents. Read the section Select multiple documents.
SELECTION, REVERSE SELECTION	Select this command to reverse the selection.
DISPLAY	Select this command to open selected documents. Reports and report folders as well as all other PDF documents are opened in the PDF viewer of the Infront Portfolio Manager. Other files must first be saved before they can be displayed. This opens the "Search folder" dialog box in which you can select a storage location for the external document. Click the "OK" button to save the file in the selected folder, which is then opened immediately. Double-click on a document in the list to display it. Please read the section Show documents.
OPEN SELECTION VIA TRAY	Select this command to move selected documents to a folder and open them directly. Read the section Opening documents in the clipboard.
COPY SELECTION TO NEW CLIPBOARD	Select this command to copy selected documents to a new folder without directly opening their workspace. Read the section Opening documents in the clipboard.
EDIT DOCUMENT PROPERTIES	Select this command to edit the properties of the selected documents. Please read the section Edit properties of archived documents.
DELETE PERMANENTLY	Select this command to permanently delete the currently selected documents from the document archive. Read the section Deleting documents.
UPLOAD SELECTION TO POSTBOX	Postbox" module Select this command to upload selected documents to the respective person's mailbox. Alternatively, you can use the "Upload selection to Postbox" icon in the document archive toolbar. If necessary, please also read the chapter Postbox.
SHOW POSTBOX STATUS	Postbox" module Select this command to display for the archived document which linked persons have read it (and when). If necessary, also read the section Display postbox status of a document for all persons.

The table can be grouped or sorted according to the values in the columns.