Create a Record Set from All the Find Tool Results

Note:
For general information on using the Find Tool, see Doing a Basic Search.

To send all the records in the search results to a record set:

  1. Open the Find Tool.
  2. Enter the search criteria on the General tab of the Find Tool, but do not click Search yet.

Tip:
If you do not need to see the Find Tool results list before creating the record set, select Count only on the General tab to make sure all the records that meet the criteria you set are included in the record set. If you do not select Count only, the number of records in the record set will be limited to the number in the Retrieval Limit box.

  1. Select the Settings tab. The Settings tabbed page appears.
  2. Select Send Results to a New Record Set.
  1. Type the name you want to give the record set in the Name box.
  2. Select the record set’s owner in the Owner box.

Important:
Only the owner can modify the record set. If the owner is an organization, all the organization’s staff members can modify the record set (if they have the appropriate permissions). If you have the permission Use ‘own’ cataloging record sets: Allow, you can create cataloging record sets that no other users can access, including your system administrator. When you create a cataloging record set, your user name will be in the Owner box by default if you have this permission. To allow other users to access the record set, first select a different owner before saving the record set.

  1. Click Search.

If the number of records in the record set will exceed the limit set in Polaris Administration, a warning message appears. Click Yes to continue creating the record set or No to cancel creation of the record set.

If the record set does not exceed the record limit, a message informs you that the record set was created and asks if you want to open it.

  1. Click Yes to open the record set. The record set workform appears with the name you gave the record set and the date and time it was created.