Save a Search
1. Any search run can easily be saved and run later. Saved searches are Live and Current as at the time of running.
2. To save a search you have run click on the Save button.
3. This will load the Save search details window.
4. Provide a name and a description for your search.
5. Applicability = Who can see this search.
6. Editable = Who is able to edit this search in the future.
7. Set these values as desired.
8. Choose which folder you would like to save your search in.
9. Click Create.
In this example we have saved the search to our Publication Space Folder.
Bulk Update Status via a Saved Search
The status of forms can be updated via the saved search bulk status update utility.
To do so, create a saved search and edit favourites to include the check box (click here for how to enable check box)
Then pick the documents you wish to update and click on Tools and pick the status you wish to change it to.
Bulk Update Status (Cross-Project) via a Saved Search
The status of forms can be updated across projects via the saved search bulk status update utility.
To do so, create a saved search with results from multiple projects.
Then pick the documents you wish to update and pick the status you wish to change it to.
Schedule a Search to be Distributed
Saved searches can be distributed in real-time on a schedule.
1. Follow the steps above, then go to step 3 below.
2. If you have a saved search and want to add a schedule, expand your search and click on Edit Favourites.
3. Click on the Schedule tab.
4. Set up the schedule as required.
Frequency - Once, Daily, Weekly or Monthly.
Start Date - Set date when to begin sending the report out.
End Date - Select the desired run time.
5. Select who you want to send the report to
Distribute To - who do you want to send the report to.
6. Choose document type to send report on.
Distribute Via - To send the report to users on RIB CX it must be distributed via a document type that exists on the project.
7. Configure how you want to notify users when the Report is sent out
8. Click Save.
Report on Documents Created the Scheduled Search
You are able to see the execution history of saved searches that run on a schedule.
Navigate to the Schedule tab of a saved search.
Click on Schedule History.
This report will display a list of all the times this schedule ran and record all forms that were created as part of running the schedule.
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