View the Data Details of a Saved Search's Result

View the data details of a Saved Search's result in tabular format based on the type of Saved Search.

Overview

Package Required

To view the data details for a Saved Search, the Saved Searches package must be installed.

Optional Package

You may also view the data details for a Saved Search associated with a Collection. Use Saved Searches in Collections to search for records in a Collection. To use Collections, the Collections package must be installed.

Types of Saved Searches

Regardless of whether you created a Saved Search or if it has been shared with you, you may view the data details of that search result that is based on the ProcessMaker Query Language (PMQL) parameters configured in that Saved Search.

An image represents each Saved Search from the left sidebar, but only display on pages associated with its type. Saved Searches are organized by type:

• Request-related Saved Searches are accessed from Requests pages.

• Task-related Saved Searches are accessed from Tasks pages.

• Saved Searches for Collection records are accessed from the Collections sidebar iconin the Admin top menu option. (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 permissions or ask your Administrator for assistance. Lastly, your user account or group membership must have the View record permission from a Collection's configuration to view that Collection's records. See Configure a Collection or ask the manager of that Collection for assistance.)

Columns that display in the tabular-formatted results for a Saved Search can be customized by the user that created the Saved Search. See the following topics:

• Create and Share a Saved Search

• Configure a Saved Search

If a Saved Search has been shared with you, you may not change the type of information that displays in its results.

To quickly view how many search results pertain to each Saved Search that either you have created or have been shared with you, click the logo that displays from the left sidebar to expand that sidebar. View at a glance how many items pertain to each Saved Search as well as Saved Searches for that type.

Locate Data in a Saved Search

While viewing a Saved Search, use the Search function to locate data in that Saved Search. Locate data using the following methods:

• Perform a PMQL query based on a Request-, Task- or Collection-type Saved Search.

• Perform a plain-text search for data in that Saved Search.

View Request-Type Saved Search Results

Package Required

To view results for a Saved Search, the Saved Searches package must be installed.

Saved Searches that pertain to Requests display on the following Requests pages:

• My Requests page. See View Your Requests That You Started.

• In Progress page. See View Requests That Are In Progress.

• Completed page. See View Completed Requests.

• All Requests page. See View All Requests. (Note that your user account must have the Requests: View All Requests permission to view the All Requests page.)

An image represents each Saved Search from the left sidebar. Saved Search icons display below the icons to access the default Requests pages.

Follow these steps to view results from a Saved Search pertaining to Requests:

1. Go to a Request-related page.

2. Click the image that represents the Saved Search. The results for that Saved Search display.

Visualize Request-Related Information Based on Saved Search Results

Create charts of Saved Search results to visually analyze results.

View a Request Summary from Search Results

To view a Request summary from search results, do one of the following:

• From the # column, click the Request number associated with the Process displaying in the Name column to view its summary. This number represents the sequential occurrence of that Process.

• Click the Open Request iconfor the Request to view its summary.

Below are results for a Request-related Saved Search.

Results for a Request-related Saved Search

View Task-Type Saved Search Results

Package Required

To view results for a Saved Search, the Saved Searches package must be installed.

Saved Searches that pertain to Tasks display on the following Tasks pages:

• To Do page. See View Tasks You Need to Do.

• Completed page. See View Completed Tasks.

• Self Service page.

An image represents each Saved Search from the left sidebar. Saved Search icons display below the icons to access the default Tasks pages.

Follow these steps to view results from a Saved Search pertaining to Tasks:

1. Go to a Task-related page.

2. Click the image that represents the Saved Search. The results for that Saved Search display.

Visualize Task-Related Information Based on Saved Search Results

Create charts of Saved Search results to visually analyze results.

View a Task Summary from Search Results

To view a Task and its summary from search results, do one of the following:

• From the Task column, click the Task name that you want to view.

• Click the Open Task iconfor the Task name that you want to view.

Below are results for a Task-related Saved Search.

Search results for a Task-related Saved Search

View Collection Record Saved Search Results

Packages Required

To view search results for a Saved Search, the Saved Searches package must be installed. Likewise, to create, share, or view Saved Searches for records in a Collection, the Collections package must also be installed.

Permissions Required

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 permissions or ask your Administrator for assistance.

Furthermore, your user account or group membership must have the View record permission from a Collection's configuration to view that Collection's records. See Configure a Collection or ask the manager of that Collection for assistance.

Saved Searches that pertain to records in a Collection display from the Collections iconin the left sidebar after selecting the Admin top menu option. An image represents each Saved Search from the left sidebar. Saved Search icons display above the icons to access Collections.

Follow these steps to view results from a Saved Search pertaining to records in a Collection:

1. Ensure that you are logged on to ProcessMaker Platform.

2. Click the Admin option from the top menu. The Users page displays.

3. Click the Collections iconfrom the left sidebar. The Collections page displays the Collections that you are allowed to view.
4. Click the image that represents the Saved Search. The results for that Saved Search display.

Visualize Collection-Related Saved Search Results

Create charts of Saved Search results to visually analyze results.

View a Collection Record from Search Results

To view a Collection record from search results, click the Edit iconfor the record you want to edit.

Below are results for a Saved Search related to records in a Collection.

Search results related to Collection records

View a Request Summary from Search Results

To view a Request summary from search results, do one of the following:

• From the # column, click the Request number associated with the Process displaying in the Name column to view its summary. This number represents the sequential occurrence of that Process.

• Click the Open Request iconfor the Request to view its summary.

View a Task Summary from Search Results

To view a Task and its summary from search results, do one of the following:

• From the Task column, click the Task name that you want to view.

• Click the Open Task iconfor the Task name that you want to view.

View a Collection Record from Search Results

To view a Collection record from search results, click the Edit iconfor the record you want to edit.

Search for a Saved Search's Search Result

Use the Search setting to filter the Saved Search's search results that display.

No Search Results from the Saved Search?

If there are no search results from the Saved Search, the following message displays: No Data Available.

Display Information the Way You Want It

Control how tabular information displays, including how to sort columns or how many items display per page.

Related Topics

pageSaved Searches PackagepageWhat is a Saved Search?pageWhat is a Package?pageCreate and Share a Saved SearchpageManage Your Own Saved SearchespageHide or Show a Saved SearchpageConfigure a Saved SearchpageSearch for a Saved Search's Data DetailspageEmail a Report of a Saved Search's Data DetailspageGet Notified of Save Search Result ChangespageDelete a Saved SearchpageSchedule Email Reports of a Saved Search's ResultspageCreate Charts to Visualize Saved Search ResultspageManage Saved SearchespageWhat is PMQL?