Searching for information and bulk-tagging

Premise:Over the years Isabelle has entered in the system many documents, pictures, and other information, some of them tagged with single or multiple tags. She now wishes to find all records related to her business client “ACME Inc.” and tag them for quick access in the future.

How-To: Isabelle uses the Advanced Search Feature “Bulk Operations” to quickly complete this task. From any screen that carries the Main Menu, for example “Records” (Suppl#12), she clicks on “Search” and is presented with Suppl#37. She starts by searching for all Records with “ACME” in the title. (Criterion: “Title” contains ACME). All Records with “ACME” in their Title are subsequently listed on Suppl#39. She clicks on “ADD Tags” under “Bulk Operations” and sees Suppl#40. From there, she simply Adds Tag “ACME Inc.”. A good start!

Next, she repeats the search as in Suppl#37. She is trying to think how else she may have stored ACME-related records. She remembers that her main contact at ACME was Jonathan, and she believes she had stored some Records with “Jonathan” somewhere in the Records’ Title. Therefore, this time she searches for records with “Jonathan” anywhere in the Title. She notices that the results on Suppl#39 include Records involving her friend Jonathan (not the ACME contact) who are not related to ACME. She quickly removes those entries from the results list by clicking on those Records’ trash bin icon. She is left with only ACME-Jonathan related records. Once again, she clicks on Bulk Operation “ADD Tags”, and in Suppl#40 she chooses Tag “ACME Inc.” again.

Isabelle is well on her way to achieving her task but she is sure there are more records related to ACME, with neither “ACME” nor “Jonathan” in their Title fields. She is particularly looking for related Excel spreadsheets. ACME was a client since May 1, 2020, and she is sure there was no movement with this client since September 15, 2021. Back in the Search Criteria (Suppl#37) she fills-in as follows:

Creation date: Between May 1, 2020, and September 15, 2021.
RecordTypes: Checks only the Excel icon.
Under Tags: Must include NONE of “ACME Inc.” (to exclude any Records she has already located and Tagged.)

The search indeed pulls-up all relevant Excel files! Isabelle clicks on “ADD Tags” under “Bulk Operations” once again and adds Tag “ACME Inc.” to the related Excel files too.

From this point on, Isabelle can simply visit “Records”, as in Suppl#12, and use Tag Filter “ACME Inc.” at the top to quickly view all ACME-related records.