Always Available Search

Owned by Usman Shahid (Deactivated)
Last updated: Dec 20, 2024 by Rebecca David
8 min read

Always Available Search appears as an input box in the blue ribbon on top of your CX page. It remains there regardless of where you are in RIB CX enabling you to quickly and effortlessly search for anything at any time. That is what makes it such a powerful tool.

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Basic Keyword Search

Users can type in a keyword, press Enter or click the search button. The results will load, along with advanced criteria to narrow down your search.

keyword search gif 1.gif

Keyword Search Without Operators

When you search with two or more keywords without using an operator, BOTH keywords typed in need to match for a result to be returned.

The empty space functions like an ‘AND' operator. You are instructing search to search for word1 AND word2 in the same result.

For example, the words ‘Damaged Install’ are searched without a Search Operator. Results show words Damaged ‘AND’ Install in the form.

Adding Advanced Criteria

You can begin a search without typing in a keyword by clicking on the All Criteria button. This will take you to the Advanced Criteria page.

Advanced criteria provides all available search options to refine your search. Use the filters and criteria to narrow down your results for more precise searching.

Add More Criteria to Your Search

To begin a search you can pick a Form Type or Status.

More Criteria

Add User Field criteria by clicking on ‘+ More Criteria’ and searching for the field you need.

You can select from standard fields, user fields, and project selections.

Tick one or more options to add them to your criteria list, or use the search feature to filter and find specific fields.

The dropdown displays the the user fields relevant to that search : Selected Fields, Standard Fields and User User Fields.

  • Selected Fields will display the user fields that have been selected in search criteria

  • Standard Fields will display user fields that are standard (not custom) available for selection

  • User Fields will show custom fields available for selection

You can add any of these fields to your criteria by ticking the check box next to them and clicking done. You can select one or more fields at a time

More Criteria Search Box

You can also search for the fields using the search box at the top of the dropdown list

Pin and Unpin fields for Easy Access

You can ‘Pin’ the criteria that you use often in your search criteria. This way you will always see it in the search criteria and not need to click ‘+ More Criteria’.

To pin a field as criteria, click the pin icon next to the field. This keeps the field in your search criteria list for easy access in future searches.

To unpin, you can click the same icon and it will unpin it.

Or you can hover over your pinned field and unpin it.

Filter Field Options Intuitively

You can filter fields with options as by typing into the input box to find the option you want, or by selecting the options you need.

Search Contacts by Company, Role for List Fields Filtering

This function enables user to search for contact fields in lists to provide more comprehensive results based on company and role associations.

Company-Based Search

When a user searches for a contact field by company, the results will now include rows that match the company or any user within that company.

For example: Searching for MC-* will show rows with MC-* or any users within that company, such as "MC-PA."

Role-Based Search

When a user searches for a contact field by role, the results will include rows that match the role or any user or company associated with that role.

Example: Searching for "SUB" (where "MC-" has the role of SUB) will show rows with SUB, MC-* and MC-PA.

If you notice that the screen goes blank when you press search, it could be that certain Chrome Browser Extensions are not supported. For example Grammerly extension is not supported. To fix that, go to your Chrome Settings → Extensions → Remove or Toggle Off the Extensions. Alternatively use a different browser.

Customise the Look and Feel

This search interface comes with 3 different view options for the search criteria.

  • Auto width-view

  • Column View

  • List view

This UI toggle allows you to swap the layout of the criteria fields to a format that suits you best. You can either have a Auto width layout, Column view layout or List view to suit your way of working.

Search Operators

For Standard Fields (Forms) - Global Search

The unified search has comprehensive filtering options for standard fields on forms.

The table below shows the standard fields and the search operators supported for each.

Field Type

Related Standard Fields

Equals

Contains

Not contains

NotEquals

between

on

before

after

during

last

1

Text

Ref

Y

Y

Y

 

 

 

 

 

 

 

2

Date

Created

 

 

 

Y

 Y

Y

Y

Y

Y

Y

3

Due Date

 

 

 

Y

 Y

Y

Y

Y

Y

Y

4

First Opened 

 

 

 

Y

 Y

Y

Y

Y

Y

Y

5

Modified 

 

 

 

Y

 Y

Y

Y

Y

Y

Y

6

Closed 

 

 

 

Y

 Y

Y

Y

Y

Y

Y

7

Response On 

 

 

 

Y

 Y

Y

Y

Y

Y

Y

8

Select

Project 

 

Y

Y

 

 

 

 

 

 

 

9

Status

 

Y

Y

 

 

 

 

 

 

 

10

Status Category 

 

Y

Y

 

 

 

 

 

 

 

11

Contact

Action

 

Y

Y

 

 

 

 

 

 

 

12

Author

 

Y

Y

 

 

 

 

 

 

 

13

Action First 

 

Y

Y

 

 

 

 

 

 

 

14

Action or Info 

 

Y

Y

 

 

 

 

 

 

 

15

Response by 

 

Y

Y

 

 

 

 

 

 

 

For Select User Fields

For User Fields with options (Select, Radio, Checkbox) the following search operators are available:

  • equals

  • not equal

  • is blank

For Numeric User Fields

For numeric fields (Currency, Number) the following search operators are available:

  • equals

  • not equals

  • greater than

  • greater than or equals

  • less than

  • less than or equal

  • between

For Date User Fields

The following search operators are available:

  • between (between a certain range days)

  • on

  • before

  • after

  • during (as in during a number of days)

  • last

For Contact User Fields

The following search operators are available:

  • contains (meaning either, or)

  • logged in user (which is you if you are logged in)

  • logged in user company

Reset your Criteria

To clear or reset your criteria click on the Reset Criteria button

Picking Columns from a List table

If you would like to add columns from a list to your search you can do so by picking from the 'Table View' selection drop down

Expanded Document Fields for Transmittals

You can select from ANY Document related user field when performing a Distribution, or Transmittal search. You can find the Distributions you are looking for by searching ALL your Document Criteria.

The list of supported fields include:

  • Documents

  • Created

  • Created By

  • Discipline

  • Distributed

  • Distributed To

  • DistributeTransmittal#

  • Distribution Status

  • Doc#

  • File Format

  • File Name

  • First Uploaded

  • Folder

  • Locked Status

  • Modified

  • Not Distributed To

  • Notes

  • Previously Distributed To

  • Rev

  • Rev Date

  • Rev Status

  • Title

  • Transmittal #

  • Type

  • Uploaded

  • Uploaded By

Display Transmittals as Documents or Distributions

Users can select how they would like to view Transmittals in this search - as either documents within the DTX’s or as a register of DTX’s.

  • Documents within the DTX :

  • Register of DTXs :

Show all Revs and Retired Options

We have introduced new options to the global search functionality, providing users with more control over document visibility and search criteria settings.

When a document is selected in the global search, users can now choose to display "Show all revisions" and "Show retired documents."  

Show all revisions: will list out all the revisions of the document you are searching for. If you do not click this, you will only see the latest revision.

Show retired:  when ticked, documents will only show you the retired documents with your search criteria.

Classic Navigation

To go to the interface of previously known ‘Global Search’, you can switch to classic view.

To switch to classic view, click the Always Available Search box, and ‘Show All Criteria’ and then click ‘Open in Classic View’