Using Saved Searches[edit]


= Using Saved Searches =

You can use the [[Using_Advanced_Search|advanced search]] option to search for existing entities. You can save these&nbsp;searches and pin them as favorites for easier access.

To save your Search:

#'''Click''' the Search&nbsp;[[File:Saving your Search1.png|Saving your Search1.png]]. tile at the top right of [[My_Dashboard|My Dashboard]]. The [[Using_Advanced_Search|Advanced Search]]&nbsp;page opens. 
#In the ''Please select Entities to search'' field, '''enter '''or&nbsp;'''select''' appropriate entities from the list&nbsp;and type the keywords to search in the&nbsp;''Enter Search here'' field. 
<div class="image-green-border">[[File:Save search1.png|Saved Searches]]</div> <ol start="3">
<li>'''Select''' from these options:</li>
</ol>
<ul style="margin-left: 40px;">
<li>'''Metadata''': the search is performed in the metadata of the selected Agreement.</li>
<li>'''Full Text''': the search is performed within the contents of the document of the selected Agreement.</li>
</ul>
<ol start="4">
<li>'''Click'''&nbsp;the Search [[File:Smart link2.jpeg|RTENOTITLE]] icon, the results matching your keywords are displayed.</li>
<li>To narrow down your search, under ''Search For'', '''click''' the&nbsp;''Select Field'' and select an option from the list provided. The number in the bracket indicates the number of items available containing that&nbsp;search term. You can select multiple options.&nbsp;For example, selecting the field ''Status'', displays the count of Agreements that have status as ''Draft'', ''Approved'', ''Terminated'', ''Superseded'' and so on.&nbsp;If you select the status as '''Draft''' (select the check box next to 'Draft'), all Agreements in the ''Draft'' status are displayed.</li>
<li>A list of these Agreements is displayed as a search result in the tabular format. Enhance&nbsp;your search&nbsp;using wildcards as follows: <ul style="margin-left: 40px;">
<li>*...*:&nbsp;Type a search term in between the star characters.&nbsp;It shows existing items which include the respective search term</li>
<li>*...:&nbsp;Prefix * to a search term.&nbsp;It shows existing items which end with this term</li>
<li>...*:&nbsp;Suffix * to a search term.&nbsp;It shows existing items which start with this term</li>
<li>"...":&nbsp;Type a search term in double quotes.&nbsp;It shows existing items which include the search term</li>
<li>...(space)...:&nbsp;Type multiple search terms with a space in between.&nbsp;It shows existing items which include the search terms</li>
</ul> </li>
</ol>

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=== '''Saving your Search Results''' ===

If you have the search criteria defined and have fine-tuned the results you are seeing, save the search:

#'''Click''' the the ''Save'''''&nbsp;'''&nbsp;[[File:Smart link5.jpeg|RTENOTITLE]]&nbsp; icon. The&nbsp;''Save Search'' dialog box opens. Set the parameters for this saved search. You can save all three types of searches- Full Text, Metadata and Combines. 
#'''Type''' a name for the search. Use a name that you can easily associate with this search. 
#'''Click''' ''Yes''&nbsp;to make it a global&nbsp;search, if you would like to all users of the selected Security Groups and Organization Units to see it. '''Select''' ''No'' to save this search locally that is only seen by the person saving it and not by anyone else. 
<div class="note-box">Note: Only the ICM Administrator can create and save a Global Search. However, all ICM users can edit a Global Search that they have access to and save it as a local copy. The user can also choose inherit the Bulk actions from the global search to the local copy.</div> <ol start="4">
<li>Specify the Advanced Parameters as follows: <ul style="list-style-type: disc;">
<li>Smart Link: set it as a smart link to view all documents relevant to this search. Smart links appear as an icon in the [[Agreement_Details_Page|Agreement_Details_Page]].&nbsp;</li>
<li>Dashboard Tile: select '''Yes'''&nbsp;if you would like to use this saved search as Dashboard Tile. Dashboard Tiles appear on [[My_Dashboard|My_Dashboard]]&nbsp;and show entities in various stages with a numeric value. This value is calculated as a combination of ''column aggregate'' and the ''calculation method'' you choose. Give the Tile a name and specify the&nbsp;parameters for the numeric value.&nbsp;As the options suggest: <ul style="margin-left: 40px; list-style-type: circle;">
<li>sum shows the total contract value of all agreements found in the search</li>
<li>average presents the average contract value of all selected Agreements</li>
<li>count displays the total number of Agreements found in the search.</li>
</ul> </li>
</ul> </li>
</ol>
<div class="note-box">'''Note:'''&nbsp;A&nbsp;Search defined as a Smart link cannot be set as a Dashboard tile.&nbsp;</div> <ul style="margin-left: 40px;">
<li>Bulk Actions: use bulk actions to perform a given action on multiple Agreements at the same time. This saves you time by not having to choose each Agreement individually. Select ''Yes ''for bulk actions and choose the actions you would like to be able to perform in bulk.</li>
</ul>
<div class="note-box">'''Note:''' For a global search, the admin needs to create a security group to give the the user access to&nbsp;see that Saved Search in the list and add it as a ''Dashboard ''Tile.</div> 
&nbsp;

== Modify the Existing Saved Search ==

You can modify the existing saved search from Metadata to Full Text or combined or vice versa. To do so:

#'''Click''' the ''My Saved Searches'' drop-down. 
#'''Select''' the preferred option from the list. The search results appear in the results field. 
#'''Edit''' the search results as required. You can either narrow down the search results as required or change the search to a ''Combined'' search from a ''Full Text'' search. 
#'''Click '''the ''Save'' [[File:Smart link5.jpeg|RTENOTITLE]]&nbsp;icon. 

== Ability to select or download Agreements in Bulk using Save Search ==

Use Bulk Actions to perform select or download&nbsp;multiple Agreements at the same time. You can define saved searches with ability to download Agreement documents in bulk. When this saved search is used on the ''Agreements'' page, you can select multiple Agreement records and also&nbsp;download their Agreement documents in one-go in a zip file. The following options are available:
<ul style="margin-left: 40px;">
<li>''Approve''</li>
<li>''Reject''</li>
<li>''Delete''</li>
<li>''Send for Approval''</li>
<li>''Send for External Signature''</li>
<li>''Download''</li>
</ul>

To download Agreements in bulk:

#'''Select '''Entities to search for and save&nbsp;your search. The ''Save Search'' popup opens. 
#The ''Advanced Criteria'' on the ''Save Search popup'' allows you to perform bulk actions. 
#'''Select''' ''Yes'' for ''Bulk Actions.'' 
#'''Select''' the ''Download'' option. 
#'''Click''' ''Save''. 
<div class="image-green-border">[[File:Save Search Bulk Actions.png|Save Search - Bulk Actions - Download.png]]</div> <div class="image-green-border">&nbsp;</div> <div class="note-box" style="margin-left: 6.6pt;">'''Note: '''For a global search, the Admin needs to create a security group to give the user access to see that Saved Search in the list and add it as a ''Dashboard Tile''.</div> 
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'''Related Topics:'''&nbsp;[[Using_Advanced_Search|Advanced Search]] &nbsp;| &nbsp;[[My_Dashboard|My_Dashboard]]&nbsp; | [[Creating_Smart_Links|Creating Smart Links]]