Saving 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 , 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.
Enable a Schedule
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. Then Edit Details.
4. Tick Enable Schedule.
5. 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.
6. Select who you want to send the report to
Distribute To - who do you want to send the report to.
7. 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.
8. Choose how how you want the report to be sent out.
- As a PDF
- Or an Excel attachment
9. Configure how you want to notify users when the Report is sent out
10. Click Update.
Changing Columns for Saved Search Results
Another great tool in the Publication Space is that you can customise the layout of the information in your search results.
1. To do this, run your saved search.
2. Then click on the columns Button.
3. This will give you a list of all the columns that can be displayed in the grid layout.
4. Turn on / off the columns as required.
5. In this example only a few columns have been turned on.
Column to display comments from a form
Column picker allows you to select from several columns. To understand more about column picker and column statuses, click here.
In particular, Comments column enables you to add Comments to a Register or a Saved Search.
This column will display comments on a form as different rows. You can also apply column filtering to this column to find specific comments within a form (by clicking the filter icon)
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This column will not display attachments as part of a comment. Eg if you uploaded an attachment via quick reply or when responding to the form, the comments column will not display the attachment name. However, attachments added inline via a response by copy pasting will be shown (for Modern forms) |
Save New Column Layout
1. After completing the steps above, click on the more search options.
2. Click Save Criteria. This will save the columns preferences chosen above.
3. Click Save As if you want to create a new Saved Search with these changes.
4. Click Edit Details if you would like to edit the name, applicability, editability or folder location of your saved search.
Running a Saved Search
1. To run a saved search simply click on it from the menu.
2. You can even turn on or off any new columns to see more information in the grid layout after running the search.
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.
