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 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.

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:

Access one of the following lists:
Tasks
1. Ensure that you are logged on to ProcessMaker Platform.
2. Click the Tasks option from the top menu. The To Do Tasks page displays by default.
3. Click one of the following tabs:
  Inbox (Default)
  Priority
  Drafts
Requests
1. Ensure that you are logged on to ProcessMaker Platform.
2. Click the Cases option from the top menu.
3. From the Cases panel, click the My Requests card. The My Request page displays by default.
4. Click one of the following tiles:
  My Requests (Default)
  In-Progress
  Completed
  All Requests
Records in a Collection
1. Ensure that you are logged on to ProcessMaker Platform.
2. Click the Designer option from the top menu to view the Designer Welcome Screen.
3. From the Assetspane, hover over the Collections icon.
4. Click View All Collections. The Collections page displays the Collections that you are allowed to view.
5. Click the Records icon for the selected Collection. The list of records displays.
Once you have accessed your desired list, enter advanced search criteria using ProcessMaker Query Language (PMQL) parameters and/or use column filters to filter the list. Alternatively, you can use Global AI Search for broader search capabilities.
Task
Request
Click the Save Search button 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.
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.
From the Icon setting, select an image to represent the Saved Search.
Use the Upload button to upload a custom icon of size 2KB or less.
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 to remove a user from the list. These selected users will see your Saved Search with the image you selected from the left sidebar.
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 to remove a group. Members of the selected group(s) will see your Saved Search from the left sidebar.
Click the Save button to save the configuration.
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.
Task
Request

Saved Search Results Depend on Visible Columns
Saved Searches search only the columns currently displayed in the list view. Columns that are hidden are not included in search results.
Previously, Saved Searches searched across all available columns, including hidden columns. To search a specific field, add its column to the list view configuration before creating or running the Saved Search.
Example PMQL
data.name="Paula"
In this example, the Name column must be displayed in the list view for the search to return matching results.

Full-Text Search Limitation with Data Tables
Full-text search is not supported when creating or running Saved Searches against Data Tables. Queries that use the fulltext field do not return results from Data Table records.
For example, the following query is not supported with Data Tables:
(fulltext LIKE "%paula%")
To search Data Table records, use supported column-based filters or PMQL expressions that target specific fields.

Advanced Filters Are Not Included in Table Analysis
Advanced filters continue to work when applied to a Saved Search. However, advanced_filters are used only to filter the data displayed in the table and are not included in the analysis used to create the underlying table definition.
As a result, advanced filters affect the records returned by the Saved Search but are not considered when generating the table configuration.