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Show or hide your own Saved Searches from displaying in the left sidebar of Request- and Task-related pages.
You may show or hide your own Saved Searches. However, you cannot show or hide Saved Searches which have been shared with you. You can only control visibility of Saved Searches that you have created.
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.
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:
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:
Manage your own Saved Searches for each specific type of Saved Search.
Saved Searches are organized by their type:
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.
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.
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 plain-text search for data in that Saved Search.
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.
Below are results for a Request-related Saved Search.
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.
Below are results for a Task-related Saved Search.
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.
Below are results for a Saved Search related to records in a Collection.
From the Case # or Case Title column, click the link for the assigned Task.
If there are no search results from the Saved Search, the following message displays: No Data Available.
Control how tabular information displays in collection Record Saved Searches, including how to sort columns or how many items display per page.
Filter your information with different criteria in Saved Searches.
Follow the next steps to filter information:
View one of the following:
In a list column header, click the three dots. A window displays filter criteria.
Apply one or more filter criteria as follows:
Click sort ascending to sort data in alphanumeric order or sort in chronological order if the data is dates/times.
Click sort descending to sort data in alphanumeric descending order or sort in inverse chronological order if the data is dates/times.
The Filter the column section displays by default. Click + to add a filter column. Configure the column filter as follows:
From the Operator setting, select one of the following according to the data type:
If the column data type is a number or a date, it displays the following operators: =, <, <=, >, >=, between, in, contains, regex.
If the column data type is a string, it displays the following operators: =, in, contains, regex.
If the column is a task status, it displays the following operators: =, in.
In the Type value setting, enter the information accordingly.
If there is more than one filter row, from the Select an operator setting, select And or Or to filter a subsequent filter.
Click Apply to apply filter criteria. The list filters data as configured.
Otherwise, click Cancel to cancel the filter criteria and close the window.
If want to clean previous filters, click Clear to remove all previous filters.
Filter information does not support the Task columns.
Regular expressions, or regex, are patterns composed of characters and symbols used to find specific sequences in text. For an introduction to regex syntax, check out this primer. To practice and refine your regex skills, RegExr is an excellent tool, offering interactive examples and a platform for testing your patterns.
Receive notifications when a Saved Search's results change.
Receive a notification each time search results change based on your Saved Search parameters. For example, suppose that you have a Saved Search for all in-progress Requests for a particular Process, 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.
Below are other examples to receive a notification when the Saved Search results change:
If your Saved Search parameters include when a new self-service Task is available, receive a notification.
If a record ID in a Collection changes, receive a notification.
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:
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:
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.
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 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 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: these columns are options when configuring the chart series, category, and 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.
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).
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 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 permission. Ask your Administrator if you do not see the Data tab in completed Requests.
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.
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 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 permission. Ask your Administrator if you do not see the Data tab in completed Requests.
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.
Delete a Saved Search that you no longer use or want to share with others.
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.
Deleting a Saved Search from the Edit Saved Searches page cannot be undone.
Follow these steps to delete one of your own Saved Searches:
Click Confirm.
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.
Visible Saved Searches display above the Edit Saved Searches icon.
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.
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.
Click the Edit Saved Searches iconfrom the left sidebar of pages associated with that type.
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.
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.
Hover over the row, click the menu, and then select the Open Task option for the Task you want to open.
Hover the row, then click the menu, and then select the Open Request option for the Request associated with the Task.
To view a Collection record from search results, click the Edit iconfor the record you want to edit.
Click the Enable Notifications buttonto enable notifications for this Saved Search.
Click the Disable Notifications buttonto disable notifications for this Saved Search.
Click the Configure iconfor your Saved Search. 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.
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.
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.
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.
Click the Shared with Users tab.
Click the Shared with Groups tab.
Furthermore, for that Saved Search will no longer occur.
You may delete a Saved Search that you . Delete a Saved Search regardless of whether it is or .
. The Edit Saved Searches page displays.
Click the Delete icon for one of your Saved Searches. The Caution screen displays to confirm the deletion of the Saved Search.
Use the Search function to filter all the results for a .
Use for the most accurate means by which to locate specific Requests.
.