--- title: "Configure a Saved Search" slug: "configure-a-saved-search" updated: 2025-01-30T18:37:34Z published: 2025-01-30T18:37:34Z canonical: "docs.processmaker.com/configure-a-saved-search" --- > ## Documentation Index > Fetch the complete documentation index at: https://docs.processmaker.com/llms.txt > Use this file to discover all available pages before exploring further. # Configure a Saved Search ## Configure a Saved Search **Permissions** - [Screens: Edit Screens](/v1/docs/permission-descriptions-for-users-and-groups#screens) - [Groups: View Groups](/v1/docs/permission-descriptions-for-users-and-groups#groups) - [Users: View Users](/v1/docs/permission-descriptions-for-users-and-groups#users) These permissions are enabled by default for all new user accounts. A user account with Super Admin permissions also has these permissions. Your user account or group membership must have the following permissions to display the **Configure** icon ![](https://cdn.document360.io/2d311614-fcb7-4424-8b4c-d4d3091eebeb/Images/Documentation/9cbc734a-c626-4124-9dc4-e1e6b98093a5.png): [Screens: Edit Screens](/v1/docs/permission-descriptions-for-users-and-groups#screens) [Groups: View Groups](/v1/docs/permission-descriptions-for-users-and-groups#groups) [Users: View Users](/v1/docs/permission-descriptions-for-users-and-groups#users) These permissions are enabled by default for all new user accounts. A user account with Super Admin permissions also has these permissions. ### Select the Saved Search to Configure You may configure only one of your own Saved Searches, not one which has been shared with you. Configure a Saved Search regardless of whether it is [visible](/v1/docs/show-or-hide-a-saved-search#show-your-hidden-saved-search) or [hidden](/v1/docs/show-or-hide-a-saved-search#hide-your-own-saved-search). Follow these steps to select the Saved Search to configure: 1. [View the Shared Searches for a specific Saved Search type](/v1/docs/view-the-data-details-of-a-saved-search). The **Edit Saved Searches** page displays. 2. Click the **Configure** icon ![](https://cdn.document360.io/2d311614-fcb7-4424-8b4c-d4d3091eebeb/Images/Documentation/9cbc734a-c626-4124-9dc4-e1e6b98093a5.png) for your Saved Search. The **Configuration** tab displays. ![](https://cdn.document360.io/2d311614-fcb7-4424-8b4c-d4d3091eebeb/Images/Documentation/4c99046e-c587-446f-89b3-bd253227fb34.png) 3. Refer to the following sections to configure your Saved Search. These configuration sections may be configured independently of one another: - [Configure basic settings](/v1/docs/configure-a-saved-search#configure-basic-settings) - [Configure how Saved Search information displays](/v1/docs/configure-a-saved-search#configure-how-saved-search-results-display-in-tabular-format) - [Select with which Users to share the Saved Search](/v1/docs/configure-a-saved-search#select-with-which-processmaker-users-to-share-the-saved-search) - [Select with which Groups to share the Saved Search](/v1/docs/configure-a-saved-search#select-with-which-processmaker-groups-to-share-the-saved-search) --- ### Configure Basic Settings Follow these steps to configure basic settings for your Saved Search: 1. [Select the Saved Search to configure](/v1/docs/configure-a-saved-search#select-the-saved-search-to-configure). The **Configuration** tab displays. Use the **Configuration** tab to configure basic settings for your Saved Search. ![](https://cdn.document360.io/2d311614-fcb7-4424-8b4c-d4d3091eebeb/Images/Documentation/4c99046e-c587-446f-89b3-bd253227fb34.png) 2. Edit the following information in the **Configuration** tab about your Saved Search as necessary: - **Name:** In the **Name** setting, edit the name of your Saved Search. Since this name displays from the left sidebar of **Requests**/**Tasks** pages, ensure that this is a descriptive name based on the ProcessMaker Query Language (PMQL) parameters that compose the search. This name is helpful for yourself and those with whom you share this Saved Search to know for what this Saved Search's results are. This is a required setting. - **Image:** Follow these guidelines to select an image that represents the Saved Search results. Saved Searches associated with Requests display from the left sidebar of **Requests** pages, while those associated with Tasks display from the left sidebar of **Tasks** pages. **Select an image from ProcessMaker Platform to represent the Saved Search:** **Select a custom image to represent the Saved Search:** 1. Click the **Icon** drop-down menu. 2. Select any of the images that ProcessMaker Platform provides. 1. Click the **Upload Custom Icon** button to the right of the **Icon** drop-down menu. The file browser window displays. 2. Locate the icon on your local computer or network to represent the Saved Search. The icon must not be larger than 2 kilobytes large or the following message displays below the **Choose File** button: **The file is too large. File size must be less than 2KB when base64 encoded.**. - **PMQL:** In the **PMQL** setting, edit the ProcessMaker Query Language (PMQL) parameters if necessary. See the following topics for information how to use PMQL for Requests, Tasks, and Collections: - `Request` Data Type PMQL Properties - `Task` Data Type PMQL Properties - `Collection` Data Type PMQL Properties 3. Click **Save**. --- ### Configure How Results Display in Tabular Format Follow these steps to configure how information displays for your Saved Search: 1. [Select the Saved Search to configure](/v1/docs/configure-a-saved-search#select-the-saved-search-to-configure). The **Configuration** tab displays. 2. Click the **Columns** tab. Use the **Columns** tab to customize how the Saved Search results display in tabular format from the **Data** tab. The **Active Columns** column displays the currently selected or default columns to present the Saved Search's search results in tabular format. The **Available Columns** column displays optional informational components to display the Saved Search's search results. These available options are based on ProcessMaker Platform's analysis of the Saved Search results. ![](https://cdn.document360.io/2d311614-fcb7-4424-8b4c-d4d3091eebeb/Images/Documentation/931e1b59-dc9c-4956-8bef-47b8263c9743.png) Note the following when configuring how Saved Search results display in tabular format: - The informational components in the **Active Columns** column display in the order that these informational components display in tabular format. Informational components at the top of the **Active Columns** column display left-most in the column order; components at the bottom of the **Active Columns** column display right-most in the column order. - It may be helpful to understand how ProcessMaker Platform analyzes completed Request data for Request-type Saved Searches. To derive that Request information, view the [**Data** tab in the summary for a completed Request](/v1/docs/completed-tasks) to view the data from a completed Request. The key names (represented in red-colored text) represent Request data. Note that your user account or group membership must have the [Requests: Edit Request Data](/v1/docs/permission-descriptions-for-users-and-groups#requests) permission. Ask your Administrator if you do not see the **Data** tab in completed Request summaries. - The columns as configured in the **Active Columns** column determine how Saved Search results can be [visualized in charts](/v1/docs/overview-of-saved-search-charts): these columns are options when configuring the chart [series](/v1/docs/overview-of-saved-search-charts#series), [category](/v1/docs/overview-of-saved-search-charts#category), and [metric](/v1/docs/overview-of-saved-search-charts#metric) settings for a chart. Active columns in a Saved Search's results that represent dates, numbers, and/or unique text results are recommended as settings when configuring a Saved Search chart. 3. Follow these guidelines to select which column(s) display information in the Saved Search results: **Remove a column that displays information in the Saved Search results:** **Add a column that displays information in the Saved Search results:** **Configure how a column displays information in the Saved Search results:** Informational components that are not defaults can be configured to display a label and what the informational component represents. **Add a custom column to include additional information in the Save Search results:** Use the **Add Custom Column** screen to add a custom column to include an informational component that ProcessMaker Platform's analysis of completed Requests for the Saved Search's selected Process did not provide. **Sort the order that columns display in Save Search results:** **Reset the columns in the Saved Search to the default layout:** 1. From the **Active Columns** column, click the **Remove** icon![](https://cdn.document360.io/2d311614-fcb7-4424-8b4c-d4d3091eebeb/Images/Documentation/d7239660-3530-45a7-8a47-8d927bcc2018.png)for the informational component not to display in the Saved Search's search results. The removed informational component moves to the bottom of the **Available Columns** column. 1. Drag the informational component from the **Available Columns** column to the **Active Columns** column, and then place the informational component in the order from top-to-bottom that you want that informational component to display in search results. Informational components at the top of the **Active Columns** column display left-most in the column order; components at the bottom of the **Active Columns** column display right-most in the column order. 1. Click the **Configuration** icon ![](https://cdn.document360.io/2d311614-fcb7-4424-8b4c-d4d3091eebeb/Images/Documentation/9cbc734a-c626-4124-9dc4-e1e6b98093a5.png) for the informational component placed in the **Active Columns** column. Note that columns that do not have the **Configuration** icon are default columns that cannot be configured, but only removed from the tabular data in search results. The **Configure** screen for that informational component displays. ![](https://cdn.document360.io/2d311614-fcb7-4424-8b4c-d4d3091eebeb/Images/Documentation/c4850187-76f3-4906-9c3d-73d68ffb1438.png) 2. In the **Label** setting, edit the column label that displays in search results (if necessary). 3. In the **Field** setting, edit the key name that represents the Request data (if necessary). `data.` represents that what follows derives from Request information. To derive that Request information if it is necessary to change the **Field** setting value, view the [**Data** tab in the summary for a completed Request](/v1/docs/completed-tasks) to view the data from a completed Request, and then use the specific key name (represented in red-colored text) in the following syntax, where `RequestData` represents the key name: `data.RequestData`. Note that your user account or group membership must have the [Requests: Edit Request Data](/v1/docs/permission-descriptions-for-users-and-groups#requests) permission. Ask your Administrator if you do not see the **Data** tab in completed Requests. 4. Use the **Sortable** toggle key to adjust whether the column can be sorted in search results. 5. Click **Save**. 1. Click the **Add Custom Column** button at the bottom of the **Available Columns** column. The **Create Custom Column** screen displays. ![](https://cdn.document360.io/2d311614-fcb7-4424-8b4c-d4d3091eebeb/Images/Documentation/834ec0e8-17a1-413c-a0b6-a2d2710f9de6.png) 2. In the **Label** setting, enter the column label that displays in search results. 3. In the **Field** setting, enter the key name that represents the Request data. `data.` represents that what follows derives from Request information. To derive that Request information, view the [**Data** tab in the summary for a completed Request](/v1/docs/completed-tasks) to view the data from a completed Request, and then use the specific key name (represented in red-colored text) in the following syntax, where `RequestData` represents the key name: `data.RequestData`. Note that your user account or group membership must have the [Requests: Edit Request Data](/v1/docs/permission-descriptions-for-users-and-groups#requests) permission. Ask your Administrator if you do not see the **Data** tab in completed Requests. 4. Use the **Sortable** toggle key to adjust whether the column can be sorted in search results. 5. Click **Save**. 1. Sort the informational components in the **Active Columns** column in the order that they are to display in the Saved Search's search results. To do so, click the![](https://cdn.document360.io/2d311614-fcb7-4424-8b4c-d4d3091eebeb/Images/Documentation/4a339c70-ca64-41c6-a820-28034b06a02d.png)icon for an informational component, drag it, and then place it into the order the column is to display in search results. Do not drag the information component to the **Available Columns** column, or it will no longer be included as a column that displays information in search results. 1. If it is necessary to reset the columns in your Saved Search to the default layout, click the **Reset to Default** button. Doing so displays the **Reset to Default** screen. ![](https://cdn.document360.io/2d311614-fcb7-4424-8b4c-d4d3091eebeb/Images/Documentation/6ff6fa39-5ad2-4d69-a02b-1a85a451e0df.png) 2. Click **Confirm**. 4. Click **Save** after you configure all your Saved Search settings. --- ### Select with Which Users to Share the Saved Search Follow these steps to configure with which users to share your Saved Search: 1. [Select the Saved Search to configure](/v1/docs/configure-a-saved-search#select-the-saved-search-to-configure). The **Configuration** tab displays. 2. Click the **Shared with Users** tab. ![](https://cdn.document360.io/2d311614-fcb7-4424-8b4c-d4d3091eebeb/Images/Documentation/7680e58a-8181-4a57-acb1-8b90b3ce95d0.png) 3. Follow these guidelines to select with which users to share your Saved Search: - Adjust the toggle key for each user that you want to share your Saved Search. When the toggle key is enabled, that user can use your Saved Search, but cannot configure, hide, or delete it. - Enter in the **Search** setting the text to filter users by their full name. 4. Click **Save**. ### Select with Which Groups to Share the Saved Search Follow these steps to configure with which groups to share your Saved Search: 1. [Select the Saved Search to configure](/v1/docs/configure-a-saved-search#select-the-saved-search-to-configure). The **Configuration** tab displays. 2. Click the **Shared with Groups** tab. ![](https://cdn.document360.io/2d311614-fcb7-4424-8b4c-d4d3091eebeb/Images/Documentation/577e5658-bb51-40a4-9130-3c128a6cf908.png) 3. Follow these guidelines to select with which groups to share your Saved Search: - Adjust the toggle key for each user that you want to share your Saved Search. When the toggle key is enabled, all members of that group can use your Saved Search, but none can configure, hide, or delete it. - Enter in the **Search** setting the text to filter groups. 4. Click **Save**.