Saved Searches
- Damith Samarakoon
- Rebecca David
- Usman Shahid (Deactivated)
Saving a Search
1. Any search 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 (no spaces) and a description for your search.
5. Change the Icon if required.
6. Choose which folder you would like to save your search in.
7. Applicability = Who can see and use this search.
8. Editable = Who is able to edit the criteria of this search in the future.
9. Enable a Schedule.
Select Frequency - how often you want the schedule to run.
Start Date
End Date - run forever, choose a date to end or the number of times the schedule is sent before ending.
Distribute To - who you would like to send this search to (Note: the user you are distributing to will only see documents that have previously been distributed to them).
Distribute Via - select a form type for the PDF or Excel attachment to be sent on.
Notification Option
10. Click on Create.
Enable a Schedule After Saving Your Search
1. Click on the arrow next to your saved search and then click on Edit Favourites.
2. Click on Edit Details and change or enable a schedule. (refer 9. above for details).
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. Selected is at the top. Uncheck what you don’t want to see.
6. Check any standard user field you want to enable.
7. Check any “custom” user fields you want to enable.
8. Click Save Criteria.
9. Or Click Save As if you want to save as a new Saved Search.
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)
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.