Saved Searches

Plan Availability:

Use the Saved Searches to save and share search criteria associated with Cases and Tasks and Collection Records. By saving a search, you can easily manage the search parameters associated with it. You can also share your Saved Searches with other users, allowing them to view the results without making changes. Note that Saved Search names do not need to be unique, so you may encounter multiple Saved Searches with the same name—especially if you have your own version and one shared with you.

Note:
You can filter the data for a Saved Search using ProcessMaker Query Language (PMQL) and/or using filter criteria.
If you use filter criteria, those filters are passed to the Saved Search but not reflected in the PMQL statement.
You can schedule regular intervals to email reports for both your own Saved Searches and those shared with you.

Saved Searches are available to all users in the organization from the following pages:

Case-related pages

Task-related pages

Click the Edit Saved Searches icon from the left sidebar in any of the Cases, Tasks, or Collections pages to view the Edit Saved Searches page. The Edit Saved Searches page displays both your own Saved Searches as well as those that others have shared with you for that search type. For example, clicking the Edit Saved Searches icon from the left sidebar of any of the Requests pages only displays Request-type Saved Searches. See Manage Your Own Saved Searches.

Edit Saved Searches page displays both your Saved Searches and those shared with you

An icon represents each Saved Search that the user selects when creating the Saved Search. Saved Searches display in the My Saved Searches tab. Click the Expand sidebar icon at the bottom of the left sidebar on any of the Cases, Tasks, or Collections pages to view the names for each Saved Search. Click the Collapse sidebar icon to hide the Saved Search names.

By default, Saved Searches do not display the number of items that correspond to each Saved Search when viewing the names of Saved Searches from the left sidebar. If your ProcessMaker Platform instance requires the number of Saved Search items display, submit a Support ticket.

Configure and Share Your Saved Searches

Saved Searches have the following attributes regarding configuring and sharing Saved Searches:

Configure your Saved Searches: You create and configure your own Saved Searches. Those that you share with others can only view its search results using the parameters configured in your Saved Searches.
Schedule to email reports of your Saved Search results: You may create one or more schedules to email reports for the search results for one of your own Saved Searches. Each schedule can email the report in .CSV or .XLSX format.
Hide Saved Searches: You may hide your own Saved Searches. Hiding a Saved Search only hides that Saved Search from the left sidebar of your Request- and Task-related pages. Shared recipients of that Saved Search may still use it to view search results using your Saved Search's parameters.
Delete Saved Searches: You may delete your Saved Searches. However, in doing so, they are 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.
Request-related Saved Searches: Saved Searches associated with Requests display only in the left sidebar of Request-related pages.
Task-related Saved Searches: Saved Searches associated with Tasks display only in the left sidebar of Task-related pages.
Collection-related Saved Searches: Saved Searches associated with Collections display on the left sidebar of Collection pages.

Create Charts to Visualize Your Saved Search Results

Charts help visualize your Saved Search results. Though you can customize in tabular format the data details for your Saved Searches, nothing distills that data like a customized chart. Create and configure two-dimensional charts to visualize Saved Search results after selecting a Saved Search. You may create customized charts regardless of whether you created the Saved Search or if it was shared with you.

Charts use the data results from the Saved Search to visualize those results in a variety of chart types and styles. Chart data may be filtered by using an optional PMQL query that further filters the data from that Saved Search to visualize minute data.

The Charts tab displays charts created for a Saved Search.

Saved Search results for Requests of the "All Loans" Process showing charts

Screen designers may also embed Saved Search charts into Form- and Display-type Screens using the Saved Search Chart control.

Configure the following types of Saved Search charts:

Bar (horizontal or vertical): Visualize Saved Search results in horizontal or vertical bars.
Line: Visualize Saved Search results as data points on a line to show how those results trend.
Pie: Visualize Saved Search results as relational proportions between data.
Doughnut: Visualize Saved Search results similar to the pie chart style but with the inner portion removed.
Count: Display a single data metric on a canvas.

See Create Charts to Visualize Saved Search Results.