Modify a Saved Search
- Former user (Deleted)
- Rebecca David
- Former user (Deleted)
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 |
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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 Viewed | 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. |
Additional Columns
Additionally there are a number of columns that you can add to the report by clicking the column picker. Some of the important ones are, Issued, Date Viewed, Reference, Modified, Author, Attention, Title, Status:
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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.