Modify a Saved Search

When you save a search you unlock the potential to also modify the way the search results are displayed.

To Modify a Saved Search

1. Expand the Saved search.

2. Click Edit Favourites.

Details Tab

3. First tab opened is Details of the Search. This is where you can update:

name.
description.
what folder the saved search lives in.
applicability - who can access this saved search.
editable - who is able to edit the saved search.

If you make any changes remember to click on Save or you can Save As (i.e. create a new search).

Criteria Tab

4. Click on the Criteria tab to change the criteria of your search. If you make any changes remember to click on Save.

Layout Tab

5. Select the Layout tab. If you make any changes remember to click on Save.

Add a Column

1. From the Add Column List, select a column.

2. Click Add to Row button.

3. Repeat until you have all the required columns.

4. Click save.

Examples of columns that can be added:

Info - ID Only - when this is added to the layout it will display all the users in the INFO field by their ID
Info - All users - Full names - when this is added to the layout it will display all the users in the INFO field by their full names
Under Action - All users ID only - when this is added to the layout it will display all the users in the action field by their ID
Under Action - All users - Full Names - when this is added to the layout it will display all the users in the action field by their full names

Available Extra Columns

There is a multitude of column options for your saved search. In addition to the standard columns listed below, the form types picked in the search criteria will also have their user fields available for selection.

Extra Layout Columns	Description
REFERENCE	Form reference Number
Reference Number Sequence	Reference Number without Form Type Info eg RFI#0101 becomes 0101
TITLE	Form's Title
CREATED	Created date of form
Date Due	Due date of Form
Date Modified	Date from was last changed
Date First Opened	Date form was first went to an Open status
Date First Closed	Date form went first went to a closed status
AUTHOR	Shows who created the form
Author First Name	Author's First Name
Author Last Name	Author's Last Name
Author Company ID	Id of the Author's company eg Bright Sparks would show as BS
Author Company Name	Author's Company Name
ACTION	Who is currently the Action Person for the Form
Action First Name	Action First Name
Action Last Name	Action Last Name
Action Display Name	Action Display Name
Action Company ID	Action Company ID
Action Company Name	Action Company Name
Action Days	How many days has this form been for Action for the current Action person
Status	Shows the form current Status
STATUS/LATE	Show the current status, or if late how many days late
Days Remaining/Overdue	Days until/after due date
Last Response Date	Date of last Comment
Last Response User ID	Author of the last comment's user id eg ABC-EF
Last Response First Name	Author of the last comment's first name
Last Response Last Name	Author of the last comment's last name
Last Response Display Name	Author of the last comment's Display name
Last Response Company ID	Author of the last comment's company id eg ABC
Last Response Company Name	Author of the last comment's user id eg Arc Brother's Construction
Related Documents List	All linked forms to this form
Related Documents Status List	The status of all linked forms
Attached File Thumbnail (1st)	Shows a thumbnail preview of attachments on the form
Row Number	Adds a row number
ICON	Add an icon that will open the form. Useful for when the reference number is not displayed
Attachments	Displays an attachment icon if form has attachments
Project	Displays the Project website name. Useful for cross project reporting
Document Code	Shows the type of Form
USERFIELD OPTIONS	Any User fields available to be the added to column layout will be displayed in this section.

Add a Tick Box

Follow steps for adding a column above.

1. Chose Row Number and then Document Tick Box.

2. Click on Add to Row.

3. Move to the required position by using the < > under sample layout.

4. Re-run the saved search to view the tick box.

Change the Order of Columns

1. Select a Column.

2. Use left and right arrows < >.

3. Repeat until you have the order you want.

4. Click Save.

Remove a Column

1. Select a Column.

2. Click X to remove.

3. Repeat until you get rid of columns you don't want to display.

4. Click Save.

Group By

This will allow you to group the results of the search by that specific field.

Ability to group search results by:

Status
Form Type
User fields (Select, Cascading, only user fields that are on the form types you selected in the Criteria tab will be available)

e.g. of search grouped into Form Type.

Footer Row

If there is no grouping selected then the footer row has only 2 choices:

No Total Row
Show Total Row

If grouping is selected then the footer row has 4 choices:

No Total Row
Show Total Row
Show Sub-Total
Total & Sub-Total

Add Total Row (Aggregates)

Add an aggregate (totals) row to saved search results.

1. To enable the total row for a saved search edit the saved search and go to the layout tab.

2. Add the user fields for which you wish to show totals for into the layout.

Aggregates are supported for the field types below

Currency
Number
Calculation fields

3. Select each field and configure the type calculation you wish to display per user field.

Supported Display types are

Total
Average
Min
Max

4. In the footer row option, select the Show Total Row option and click Save on the saved search to update the layout.

5. When you reload the saved search you will see the total row.

The totals shown are for the current page only.

To see totals for all forms, change the number of items displayed per page to all.

Add Entry and Entry Date

When a saved search has:

a single form type, and

output set to Editable Register

Add Entry and Entry Date options appear (after the footer row config).

Show Add Entry Button in the Toolbar - allows users to create forms as new rows in the saved search.

Show Entry Date Picker - users can easily change the entry date to a past date, which updates the grid to show forms that were created on the selected date.

Add Entry will not work if the form has any required user fields.

Entry Date cannot be set to the future.

The form must have a:

Default Action user in the Addressing
Default Title for the Form
Default Status for a new form is set to an Open or Closed Status