Use the search results for a Saved Search, send or schedule reports of those search results, or enable notifications of changes to search results.
Loading...
Loading...
Loading...
Loading...
Loading...
Loading...
Loading...
Loading...
Loading...
Loading...
View Saved Searches that have been shared with you for a specific type of Saved Search.
To view Saved Searches shared with you, the Saved Searches package must be installed.
Follow these steps to view Saved Searches shared with you for a specific type of Saved Search:
Click the Shared with Me tab. Saved Searches shared with you display.
The Shared With Me tab displays the following information in tabular format about Saved Searches that have been shared with you for that Saved Search type:
Name: The Name column displays the name of the Saved Search. The icon beside the Saved Search's name displays from the left sidebar for that Saved Search's type. For example, the icons that display in the image above display in Request-related pages.
Created By: The Created By column displays the user's avatar who created the Saved Search. Hover your cursor over the user's avatar to view that person's full name.
Modified: The Modified column displays the date and time the Saved Search was last modified by the user that created the Saved Search. A Saved Search can only be modified by the user that created it. The time zone setting to display the time is according to the ProcessMaker Platform Platform instance unless your user profile's Time zone setting is specified.
Created: The Created column displays the date and time the Saved Search was created. The time zone setting to display the time is according to the ProcessMaker instance unless your user profile's Time zone setting is specified.
Use the Search field to filter Saved Searches that display.
If there are no Saved Searches, the following message displays: No Data Available.
Control how tabular information displays, including how to sort columns or how many items display per page.
Click the Edit Saved Searches iconfrom the left sidebar of pages associated with that Saved Search type. The My Saved Searches tab of the Edit Saved Searches page displays your Saved Searches associated by its specific type.
Manage your own Saved Searches for each specific type of Saved Search.
Saved Searches are organized by their type:
Request-related Saved Searches are accessed from Requests pages. These Saved Searches are available to all users when the Saved Searches package is installed. See View Request-Type Saved Search Results.
Task-related Saved Searches are accessed from Tasks pages. These Saved Searches are available to all users when the Saved Searches package is installed. See View Task-Type Saved Search Results.
Saved Searches for Collection records are accessed from the Collections page. (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.) See View Collection Record Saved Search Results.
To manage your own Saved Searches, the Saved Searches package must be installed.
You can view and manage your own Saved Searches that you have created. A Saved Search can only be managed by the user that creates it unless that user has the Make this user a Super Admin setting enabled for that user account; see Manage Saved Searches. This setting is generally reserved for Administrators and is not available to most users.
To quickly configure a specific Saved Search that you have created, follow these steps:
Click the image from the left sidebar that represents your own Saved Search. Though Saved Searches shared with you also display from the left sidebar, you cannot configure these Saved Searches. The search results for that Saved Search displays.
The Edit Saved Searches page displays the following information in tabular format about your Saved Searches and those which have been shared with you for that Saved Search type:
Name: The Name column displays the name of the Saved Search. The icon beside the Saved Search's name displays from the left sidebar for that Saved Search's type. For example, the icons that display in the image above display in Request-related pages.
Created By: The Created By column displays the user's avatar who created the Saved Search. Hover your cursor over the user's avatar to view that person's full name.
Modified: The Modified column displays the date and time the Saved Search was last modified by the user that created the Saved Search. A Saved Search can only be modified by the user that created it. The time zone setting to display the time is according to the ProcessMaker Platform instance unless your user profile's Time zone setting is specified.
Created: The Created column displays the date and time the Saved Search was created. The time zone setting to display the time is according to the ProcessMaker Platform instance unless your user profile's Time zone setting is specified.
Use the Search field to filter Saved Searches that display.
If there are no Saved Searches, the following message displays: No Data Available.
Control how tabular information displays, including how to sort columns or how many items display per page.
View the data details of a Saved Search's result in tabular format based on the type of Saved Search.
To view the data details for a Saved Search, the Saved Searches package must be installed.
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.
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.
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:
If a Saved Search has been shared with you, you may not change the type of information that displays in its results.
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.
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:
Go to a Request-related page.
Click the image that represents the Saved Search. The results for that Saved Search display.
Create charts of Saved Search results to visually analyze 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.
Below are results for a Request-related Saved Search.
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:
Go to a Task-related page.
Click the image that represents the Saved Search. The results for that Saved Search display.
Create charts of Saved Search results to visually analyze 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.
Below are results for a Task-related Saved Search.
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.
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.
Follow these steps to view results from a Saved Search pertaining to records in a Collection:
Ensure that you are logged on to ProcessMaker Platform.
Click the Admin option from the top menu. The Users page displays.
Click the image that represents the Saved Search. The results for that Saved Search display.
Create charts of Saved Search results to visually analyze results.
Below are results for a Saved Search related to records in a Collection.
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.
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.
Use the Search setting to filter the Saved Search's search results that display.
If there are no search results from the Saved Search, the following message displays: No Data Available.
Control how tabular information displays, including how to sort columns or how many items display per page.
Hide or show your own Saved Searches from displaying in the left sidebar of Request- and Task-related pages.
Hiding a Saved Search only hides it from the left sidebar for its specific Saved Search type. For example, toggling visibility of a Request-related Saved Search only affects the left sidebar on Request-related pages. Shared recipients of a Saved Search may still use that Saved Search to view search results.
You may hide only one of your own Saved Searches. Hiding a Saved Search only hides it from the left sidebar for its specific Saved Search type. For example, toggling visibility of a Request-related Saved Search only affects the left sidebar on Request-related pages. Shared recipients of a Saved Search may still use that Saved Search to view search results.
Follow these steps to hide one of your own Saved Searches:
Showing a Saved Search only hides it from the left sidebar for its specific Saved Search type. For example, toggling visibility of a Request-related Saved Search only affects the left sidebar on Request-related pages. Shared recipients of a Saved Search may still use that Saved Search to view search results.
Follow these steps to show one of your hidden Saved Searches:
Email stakeholders in your Saved Search's data details as a report.
Email a report of the currently displayed search results for a Saved Search to one or more email recipients. In doing so, those search results are emailed as a comma-separated values (.CSV
) file that can be opened in a spreadsheet editor. Email recipients receive the Saved Search results as an attachment to the email. Separate multiple email recipients using commas.
Follow these steps to email a report of search results for a Saved Search:
In the Send to setting, enter the email address(es) for the email recipients to receive the report. Separate multiple email recipients using commas.
In the Email Subject setting, enter the email subject of your report to which the report will be attached.
In the Email Body setting, enter the email body content for your report.
From the File Format setting, select which file format to email the report:
CSV: Email the report as a comma-separated value (CSV) file.
XLSX: Email the report as a Microsoft Excel open XML format spreadsheet.
Click Send. Email recipients receive the Saved Search results as an attachment to the email.
Filter all the Saved Search's results to find its data details.
Follow these steps to search for a Saved Search's result:
Enter in the Search setting the text to filter Saved Searches using the Saved Search's name that displays in the Name column.
As you enter text into the Search field, search results display that match your entered text.
If there are no search results, the following message displays: No Data Available.
Receive notifications when a Saved Search's results change.
Below are other examples to receive a notification when the Saved Search results change:
Saved Search notifications can be enabled only for your own Saved Searches. Saved Searches by default send notifications when a Saved Search's results change.
Follow these steps to enable notifications when the results for your Saved Search changes:
Saved Search notifications can be disabled only for your own Saved Searches.
Follow these steps to disable notifications when the results for your Saved Search changes:
Configure one of your own Saved Searches.
Follow these steps to select the Saved Search to configure:
Refer to the following sections to configure your Saved Search. These configuration sections may be configured independently of one another:
Follow these steps to configure basic settings for your Saved Search:
Edit the following information in the Configuration tab about your Saved Search as necessary:
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:
Click the Icon drop-down menu.
Select any of the images that ProcessMaker Platform provides.
Select a custom image to represent the Saved Search:
Click the Upload Custom Icon button to the right of the Icon drop-down menu. The file browser window displays.
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:
Click Save.
Follow these steps to configure how information displays for your Saved Search:
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.
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 and configure a column that displays information in the Saved Search results:
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.
Informational components that are not defaults can be configured to display a label and what the informational component represents.
Configure how a column displays information in the Saved Search results:
In the Label setting, edit the column label that displays in search results (if necessary).
Use the Sortable toggle key to adjust whether the column can be sorted in search results.
Click Save.
Add a custom column to include additional information in the Save Search results:
In the Label setting, enter the column label that displays in search results.
Use the Sortable toggle key to adjust whether the column can be sorted in search results.
Click Save.
Sort the order that columns display in Save Search results:
Reset the columns in the Saved Search to the default layout:
Click Confirm.
Click Save after you configure all your Saved Search settings.
Follow these steps to configure with which users to share your Saved Search:
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.
Click Save.
Follow these steps to configure with which groups to share your Saved Search:
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.
Click Save.
Click the Edit Saved Searches iconfrom the left sidebar of pages associated with that type.
Click the Edit Saved Searches iconfrom the left sidebar of pages associated with that Saved Search type. The My Saved Searches tab of the Edit Saved Searches page displays your Saved Searches associated by its specific type. Below are Saved Searches for the Request type.
Click the Configure Saved Search button. The configuration settings for your Saved Search displays. See Configure a Saved Search.
Toggle to hide or show your own Saved Searches by using the Hide Saved Searchand Show Saved Searchicons. Hidden Saved Searches do not display in the left sidebar specific to the context from which the Edit Saved Searches icon was selected. See Hide or Show Your Own Saved Searches.
Click the Configure icon. See Configure a Saved Search.
Click the Delete icon. See Delete a Saved Search.
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.)
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.
Click the Open Request iconfor the Request to view its summary.
Click the Open Task iconfor the Task name that you want to view.
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.
Click the Collections iconfrom the left sidebar. The Collections page displays the Collections that you are allowed to view.
To view a Collection record from search results, click the Edit iconfor the record you want to edit.
Click the Open Request iconfor the Request to view its summary.
Click the Open Task iconfor the Task name that you want to view.
To view a Collection record from search results, click the Edit iconfor the record you want to edit.
To hide or show , the must be installed.
You may hide or show your own Saved Searches. However, you cannot hide or show Saved Searches which have been shared with you. You can only control visibility of Saved Searches that you have .
Visible Saved Searches display above the Edit Saved Searches icon.
. The Edit Saved Searches page displays.
Click the Hide Saved Search icon for one of your Saved Searches. The Saved Search is hidden, indicated by diminished visibility of that Saved Search in the Edit Saved Searches page.
. The Edit Saved Searches page displays.
Click the Show Saved Search icon for the hidden Saved Search. The Saved Search is visible from the left sidebar for that type of Saved Search, indicated by full visibility of that Saved Search in the Edit Saved Searches page.
To email a report of a data details, the must be installed.
in which to email its search results.
Click the Send Report button. The Email Report screen displays.
Use the Search function to filter all the results for a .
Use for the most accurate means by which to locate specific Requests.
To search for a , the must be installed.
.
Receive a each time search results change based on your parameters. For example, suppose that you have a Saved Search for all in-progress for a particular , such as for a Purchase Request Process. Each time a Request starts for that Process, your Saved Search results change. If your Saved Search is configured to send notifications each time your Saved Search results change, you receive a notification.
If your Saved Search parameters include when a new is available, receive a notification.
If a record ID in a Collection changes, receive a notification. Note that the must be installed to use Collections.
Saved Search notifications can be or only for your own Saved Searches. Saved Searches by default send notifications when a Saved Search's results change.
To enable for a , the must be installed.
See the permission or ask your Administrator for assistance.
in which to enable notifications for its changed results.
Click the Enable Notifications buttonto enable notifications for this Saved Search.
To disable for a , the must be installed.
in which to disable notifications for its changed results.
Click the Disable Notifications buttonto disable notifications for this Saved Search.
To configure a , the must be installed.
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 or .
. The Edit Saved Searches page displays.
Click the Configure iconfor your Saved Search. The Configuration tab displays.
. The Configuration tab displays. Use the Configuration tab to configure basic settings for your Saved Search.
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 () 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.
. The Configuration tab displays.
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.
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 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 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 : these columns are options when configuring the chart , , and 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.
From the Active Columns column, click the Remove iconfor 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.
Click the Configuration iconfor the informational component placed from the Available 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.
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 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 permission. Ask your Administrator if you do not see the Data tab in completed Requests.
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. Click the Add Custom Column button at the bottom of the Available Columns column. The Create Custom Column screen displays.
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 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 permission. Ask your Administrator if you do not see the Data tab in completed Requests.
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 theicon 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.
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.
. The Configuration tab displays.
Click the Shared with Users tab.
. The Configuration tab displays.
Click the Shared with Groups tab.
Delete a Saved Search that you no longer use or want to share with others.
To delete a Saved Search, the Saved Searches package must be installed.
When deleting a Shared Search, it is no longer shared with those users and/or groups with which you have shared them. The recipients of your shared Saved Search will no longer be able to use it to quickly view search results using your Shared Search's parameters. Your Saved Search will be removed from the left sidebar of the Requests/Tasks pages.
Furthermore, scheduled email reports for that Saved Search will no longer occur.
Deleting a Saved Search from the Edit Saved Searches page cannot be undone.
You may delete a Saved Search that you created. Delete a Saved Search regardless of whether it is visible or hidden.
Follow these steps to delete one of your own Saved Searches:
View the Shared Searches for a specific Saved Search type. The Edit Saved Searches page displays.
Click Confirm.
Create and share a Saved Search with users and/or groups so that they can take advantage of your search parameters.
To create and share Saved Searches, the Saved Searches package must be installed.
You may also create and share Saved Searches when using Collections. Use Saved Searches in Collections to search for records in a Collection. To use Collections, the Collections package must be installed.
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 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.
Follow these steps to create and share a Saved Search:
Enter the advanced search criteria using ProcessMaker Query Language (PMQL) parameters for your Request, Task, or Collection record search. It is this criteria from which the Saved Search settings are based. See the following topics for how to compose PMQL search parameters in an advanced search:
In the Name setting, enter the name of your Saved Search. Since this name displays from the left sidebar of the Requests/Tasks/Collections pages, ensure that this is a descriptive name based on the 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. The Saved Search name does not need to be unique. Therefore, multiple Saved Searches may have the same name when your own Saved Search and one shared with you have the same name. This is a required setting.
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. Saved Searches associated with Tasks display from the left sidebar of Tasks pages. Saved Searches associated with Collection records display from the left sidebar of Collections pages.
Follow these steps to select an image that ProcessMaker Platform provides to represent the Saved Search:
Click the Search drop-down menu.
Select the image to represent your Saved Search.
Follow these steps to select a custom image to represent the Saved Search:
Locate the icon to represent your Saved Search. The icon must not be larger than two (2) kilobytes or the following message displays below the Search setting: The custom icon file is too large. File size must be less than 2KB..
Click the Save button.
Click the Delete icon for one of your Saved Searches. The Caution screen displays to confirm the deletion of the Saved Search.
Click the Save Search button. The Save Search screen displays.
Click the Upload Custom Icon icon.
From the Share With Users drop-down menu, select with which user(s) to share your Saved Search by selecting the person's full name. Multiple users may be added, one at a time, to this setting. You may click the Remove iconfor a user to remove that user from the Share With Users drop-down menu. These selected users will see your Saved Search with the image you selected from the left sidebar for pages associated with its search type.
From the Share With Groups drop-down menu, select with which group(s) to share your Saved Search by selecting the group. Multiple groups may be added, one at a time, to this setting. You may click the Remove iconfor a group to remove that group from the Share With Groups drop-down menu. Members of a group added to the Share With Groups drop-down menu will see your Saved Search from the left sidebar for pages associated with its search type with the image you selected.