The Search and Name Record action allows you to search for a Record and give it a name

This is used to quickly find a Record and add it to the Named Records list for later reference.


Options


Search


    • Search In - This field allows you to select the Record Type to search in. This is handy to limit your search to only that Record Type. If you want to make your configuration more portable consider selecting "Skip Record Type Check" here and specify the RecordType variable directly in the "Search For" fields.


    • By Values - You can specify all the fields necessary to perform your search. This can include ranges on dates and numbers as well. It is common to use this to search for the proper person(s) to approve a given item (i.e. an Invoice or New Hire). Search the approval matrix (Record Type that holds your approver data). Alternatively you can just specify a Record ID if you already know it. 


    • Security - If you turn this ON then the search will not be limited by the current User's security to find Records.


Advanced Search


    • By Record ID - If you want to find a specific Record by ID, enter it here.


    • By Record IDs - You can search for multiple Records by their ID by specifying a list of IDs separated by ; (semi-colon).


    • Has Documents - You can further refine your search by specifying the Record(s) to find must have Documents, No Documents or Either.


Record Name


    • Record Name - Set the Name by which you wish to refer to the Record. You can use variables such as [HASNAMEDREC(name|yes|no)] or [NAMEDRECID(name)] in workflow rules to detect if a record was found and placed into the named record list.


Options


    • Remove Existing - When this is ON then any Record that was previously in the list with the given name will be removed from the Named Record list. You should only turn this OFF if you still want the old Named Record available if this search does not find one.



The Search For fields can all contain static values or variables.