--- title: "Create a Saved Search" slug: "create-and-share-a-saved-search" updated: 2025-07-25T19:23:48Z published: 2025-07-25T19:23:48Z canonical: "docs.processmaker.com/create-and-share-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. # Create a Saved Search Easily create and share Saved Searches to view frequently accessed Tasks, Requests, and Collection Records using predefined search criteria. This helps you quickly access important information without repeatedly entering the same search filters **Permissions** If you are saving record searches from a Collection, your user account or group membership must have the "Collections: View Collections" permission to view the list of Collections unless your user account has the **Make this user a Super Admin** setting selected. See the [Collections](/v1/docs/permission-descriptions-for-users-and-groups#collections) permissions or ask your Administrator for assistance. Furthermore, your user account or group membership must have the **View** [record permission](/v1/docs/configure-a-collection#configure-record-permissions-for-processmaker-users) from a Collection's configuration to view that Collection's records. See [Configure a Collection](/v1/docs/configure-a-collection#configure-a-processmaker-collection) or ask the manager of that Collection for assistance. A Saved Search can be created from the Task list, Request list, or Collection Records. Follow these steps to create and share a Saved Search: 1. Access one of the following lists: **Tasks** 1. Ensure that you are [logged on](/v1/docs/participant-basics#log-on-to-processmaker-platform) to ProcessMaker Platform. 2. Click the **Tasks** option from the top menu. The **To Do Tasks** page displays by default. ![](https://cdn.document360.io/2d311614-fcb7-4424-8b4c-d4d3091eebeb/Images/Documentation/image(101).png) 3. Click one of the following tabs: 1. [Inbox](/v1/docs/tasks#view-assigned-tasks) (Default) 2. [Priority](/v1/docs/tasks#view-high-priority-tasks) 3. [Drafts](/v1/docs/tasks#view-drafts) **Requests** 1. Ensure that you are [logged on](/v1/docs/participant-basics#log-on-to-processmaker-platform) to ProcessMaker Platform. 2. Click the **Cases** option from the top menu. 3. From the [Cases](/v1/docs/view-cases) panel, click the **My Requests** card. The **My Request** page displays by default. ![](https://cdn.document360.io/2d311614-fcb7-4424-8b4c-d4d3091eebeb/Images/Documentation/My Requests.png) 4. Click one of the following tiles: 1. [My Requests](/v1/docs/view-requests#view-my-requests) (Default) 2. [In-Progress](/v1/docs/view-requests#view-in-progress-requests) 3. [Completed](/v1/docs/view-requests#view-completed-requests) 4. [All Requests](/v1/docs/view-requests#view-all-requests-in-your-organization) **Records in a Collection** 1. Ensure that you are [logged on](/v1/docs/participant-basics#log-on-to-processmaker-platform) to ProcessMaker Platform. 2. Click the **Designer** option from the top menu to view the [Designer Welcome Screen](/v1/docs/designer-welcome-screen). 3. From the **Assets** pane, hover over the **Collections** icon.![](https://cdn.document360.io/2d311614-fcb7-4424-8b4c-d4d3091eebeb/Images/Documentation/View Collections (Fall 2024).png) 4. Click **View All Collections**. The **Collections** page displays the Collections that you are allowed to view. ![](https://cdn.document360.io/2d311614-fcb7-4424-8b4c-d4d3091eebeb/Images/Documentation/d2dfc0f2-90c5-4780-8db3-e6eb6d05a9a7.png) 5. Click the **Records** icon ![](https://cdn.document360.io/2d311614-fcb7-4424-8b4c-d4d3091eebeb/Images/Documentation/57748619-4885-4ab7-a4d0-a9391513c8e2.png) for the selected Collection. The [list of records](/v1/docs/records-in-a-collection) displays. ![](https://cdn.document360.io/2d311614-fcb7-4424-8b4c-d4d3091eebeb/Images/Documentation/Records in a Collection.png) 2. Once you have accessed your desired list, enter advanced search criteria using [ProcessMaker Query Language (PMQL)](/v1/docs/search-using-processmaker-query-language-pmql) [parameters](/v1/docs/search-using-processmaker-query-language-pmql) and/or use [column filters](/v1/docs/organize-your-inbox#filter-information-in-tasks-requests-and-saved-searches) to filter the list. Alternatively, you can use [Global AI Search](/v1/docs/global-ai-search) for broader search capabilities. TaskRequest ![](https://cdn.document360.io/2d311614-fcb7-4424-8b4c-d4d3091eebeb/Images/Documentation/Filtered Requests.png) ![](https://cdn.document360.io/2d311614-fcb7-4424-8b4c-d4d3091eebeb/Images/Documentation/Filtered Tasks.png) 3. Click the **Save Search** button ![](https://cdn.document360.io/2d311614-fcb7-4424-8b4c-d4d3091eebeb/Images/Documentation/e782572b-2b62-4784-aad1-66de4b33d72e.png) located to the left of the search field. This opens the **Save Search** screen, where you can define and save your search criteria for quick and convenient access later. ![](https://cdn.document360.io/2d311614-fcb7-4424-8b4c-d4d3091eebeb/Images/Documentation/1329f451-82f1-458d-a7a3-0a9242574e07.png) 4. In the **Name** field, enter a clear, descriptive name for your Saved Search. This name appears in the left sidebar and should clearly identify the Saved Search. 5. From the **Icon** setting, select an image to represent the Saved Search. 6. Use the **Upload** button ![](https://cdn.document360.io/2d311614-fcb7-4424-8b4c-d4d3091eebeb/Images/Documentation/6ddc0b9a-6b6c-4e03-8168-ba6b2f032a9c.png) to upload a custom icon of size 2KB or less. 7. From the **Share With Users** drop-down menu, select the user(s) to share your Saved Search with by choosing their full name. Multiple users may be added, one at a time, to this setting, and you may click the remove icon ![](https://cdn.document360.io/2d311614-fcb7-4424-8b4c-d4d3091eebeb/Images/Documentation/74458dae-9f76-4613-90b3-82baa7548155.png) to remove a user from the list. These selected users will see your Saved Search with the image you selected from the left sidebar. ![](https://cdn.document360.io/2d311614-fcb7-4424-8b4c-d4d3091eebeb/Images/Documentation/1577f611-f08b-4035-ac82-0023d95bde5f.png) 8. From the **Share With Groups** drop-down menu, select the group(s) to share your Saved Search with by choosing the group name. Multiple groups may be added, one at a time, to this setting, and you may click the Remove icon ![](https://cdn.document360.io/2d311614-fcb7-4424-8b4c-d4d3091eebeb/Images/Documentation/74458dae-9f76-4613-90b3-82baa7548155.png) to remove a group. Members of the selected group(s) will see your Saved Search from the left sidebar. ![](https://cdn.document360.io/2d311614-fcb7-4424-8b4c-d4d3091eebeb/Images/Documentation/006f3ba1-4a18-477b-9e7d-0f0d90d5036b.png) 9. Click the **Save** button to save the configuration. 10. If you create a Saved Search for Tasks, it will appear in the left sidebar when viewing Tasks. The same applies to Requests and Collection Records, where the Saved Search will be visible in their respective sidebars. TaskRequest ![](https://cdn.document360.io/2d311614-fcb7-4424-8b4c-d4d3091eebeb/Images/Documentation/Request Saved Search.png) ![](https://cdn.document360.io/2d311614-fcb7-4424-8b4c-d4d3091eebeb/Images/Documentation/Task Saved Search.png) > [!NOTE] > ProcessMaker University Course > > For step-by-step guidance on building **Saved Searches**, enroll in our [**Saved Searches and Charts**](https://university.processmaker.com/course/index.php?categoryid=84) course @ **ProcessMaker University**.