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= Using Saved Searches = | = Using Saved Searches = | ||
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1. '''Click''' the "Advanced" link on the "Home" page. The "Advanced Search" page opens. | 1. '''Click''' the "Advanced" link on the "Home" page. The "Advanced Search" page opens. | ||
| − | <div class="image-green-border"> | + | <div class="image-green-border">[[File:Saved Searches1.PNG|720px]]</div> |
| − | 2. ''' | + | 2. '''Enter '''or '''select''' appropriate entities from the entity dropdown list and type the keywords in the "Refine Search" box. |
| − | <div class="image-green-border"> | + | <div class="image-green-border">[[File:Saved Searches2.PNG|360px]]</div> <div class="image-green-border"> </div> <div class="note-box">'''Note:''' Default entities are already selected and displayed with respective entity groupings.</div> |
3. '''Select''' data type from the data type filter dropdown. | 3. '''Select''' data type from the data type filter dropdown. | ||
| − | + | <div class="image-green-border">[[File:Saved Searches4.PNG|180px]]</div> | |
| − | < | + | |
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4. '''Click''' the "Search" button, the results matching your keywords are displayed. | 4. '''Click''' the "Search" button, the results matching your keywords are displayed. | ||
| − | + | <div class="image-green-border">[[File:Saved Searches3.PNG|720px]]</div> | |
| − | 5. In the collapsible "Refine Search" section on the left, ''' | + | 5. In the collapsible "Refine Search" section on the left, '''click''' the "Select Field" drop-down under the "Categories" field and select an option from the list provided. The number in the bracket indicates the number of items available containing that search term. You can select multiple options. For example, selecting the field "Status, displays the count of Agreements that have status as "Draft", "Approved", "Cancelled", "Executed" and so on. If you select the status as "Approved" and "Cancelled", all Agreements in those states are displayed. |
| − | <div class="image-green-border"> | + | <div class="image-green-border">[[File:Saved Searches6.PNG|720px]]</div> |
6. '''Click '''the Cancel icon on inidividual filters to remove them. | 6. '''Click '''the Cancel icon on inidividual filters to remove them. | ||
| − | 7. Choose "Custom Keyword" filter with desired text and '''c''''''lick '''the "Apply" button to further refine the search. | + | 7. Choose "Custom Keyword" filter with desired text and '''c''''''lick '''the "Apply" button to further refine the search. |
| − | + | <div class="image-green-border">[[File:Saved Searches7.PNG|220px]]</div> | |
8. '''Click '''the "Clear All" button to remove all the filters at a time. | 8. '''Click '''the "Clear All" button to remove all the filters at a time. | ||
Revision as of 12:01, 6 December 2021
Contents
Using Saved Searches
You can use the Advanced search option to search for existing entities. You can save these searches and pin them as favorites for easier access.
To save your Search:
1. Click the "Advanced" link on the "Home" page. The "Advanced Search" page opens.
2. Enter or select appropriate entities from the entity dropdown list and type the keywords in the "Refine Search" box.
3. Select data type from the data type filter dropdown.
4. Click the "Search" button, the results matching your keywords are displayed.
5. In the collapsible "Refine Search" section on the left, click the "Select Field" drop-down under the "Categories" field and select an option from the list provided. The number in the bracket indicates the number of items available containing that search term. You can select multiple options. For example, selecting the field "Status, displays the count of Agreements that have status as "Draft", "Approved", "Cancelled", "Executed" and so on. If you select the status as "Approved" and "Cancelled", all Agreements in those states are displayed.
6. Click the Cancel icon on inidividual filters to remove them.
7. Choose "Custom Keyword" filter with desired text and 'c'lick the "Apply" button to further refine the search.
8. Click the "Clear All" button to remove all the filters at a time.
9. A list of these Agreements is displayed as a search result in the tabular format. Enhance your search using wildcards as follows:
- *...*: Type a search term in between the star characters. It shows existing items which include the respective search term
- *...: Prefix * to a search term. It shows existing items which end with this term
- ...*: Suffix * to a search term. It shows existing items which start with this term
- "...": Type a search term in double quotes. It shows existing items which include the search term
- ...(space)...: Type multiple search terms with a space in between. It shows existing items which include the search terms
Saving your Search Results
If you have the search criteria defined and have fine-tuned the results you are seeing, save the search:
1. Click the the "Save View" button icon. The Save View drawer opens. Set the parameters for this saved search.
2. Type a name for the search. Use a name that you can easily associate with this search.
3. Click "Yes" to make it a global 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.
4. Specify the Advanced Parameters as follows:
- 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.
- Dashboard Tile: select Yes if you would like to use this saved search as Dashboard Tile. Dashboard Tiles appear on the Home page 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 parameters for the numeric value. As the options suggest:
- sum shows the total contract value of all agreements found in the search
- average presents the average contract value of all selected Agreements
- count displays the total number of Agreements found in the search.
- 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.
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:
1. Click the My Saved Searches drop-down.
2. Select the preferred option from the list. The search results appear in the results field.
3. 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.
4. Click the Save 
icon.
Ability to select or download Agreements in Bulk using Save Search
Use Bulk Actions to perform select or download 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 download their Agreement documents in one-go in a zip file. The following options are available:
- Approve
- Reject
- Delete
- Send for Approval
- Send for External Signature
- Download
To download Agreements in bulk:
1. Select Entities to search for and save your search. The Save Search popup opens.
2. The Advanced Criteria on the Save Search window allows you to perform bulk actions.
3. Select Yes for Bulk Actions.
4. Select the Download option.
5. Click Save.
Configuring Global Favorites
ICI Administrators can now set default favorites for all the users in the domain. They will be able to pin the necessary saved searches for external users/suppliers (who do not have access to saved searches) so that they can easily find actions and even view the filtered lists.
To set Global Favorites by an Administrator:
1.Click the Search icon. The Search page opens.
2. Select the entity in the Please Select Entities to Search drop-down list. For example, RFx.
3. Click the Save icon next to My Saved Searches. The Save Search window opens.
4. Enter a name in the Save search as field. For example, RFx Favorites.
5. Toggle Global Search field toYes.
6. Toggle Global Favourite field toYes.
7. Select Security Groups from the drop-down list. For example, Buyer Security Group and Supplier Security Group.
8. Select Org Units Upto from the drop-down list.
9. Select Org Units From the drop-down list.
10. Click Save. Saved Search RFx Favorites is saved as a global favorite.
Administrators can set the order of global favorites for any entity using Manage Global Favorites.
11. Click Manage Global Favorites. The Manage Global Favorites window opens.
12. Select the entity in the Please Select Entity field. For example, Agreement. All the global favorites of the Agreement entity are displayed.Users can use the Up arrow and Down arrow icons to set the order of global favorites of the selected entity.
13. Click Save.
Accessing Global Favorites at Agreement Level
1. Click the Sourcing tile.
2. Click RFx. The RFx index page is displayed.The configured Saved Search RFx Favorites is already pinned on the RFx index page as Global Favorites.
Saving a search with extension attributes
Users can search and retrieve entities with extended attributes as search parameters and save the search criteria as a saved search. Extended attributes are available in search facets drop-downs along with regular attributes.
To search entities with extension attributes:
- Click Search on the Home page. The Search page opens.
- Select entity in Entity drop-down. For example, Agreement.
- Select extended attribute as search parameter in the Categories drop-down. Extension attributes are available in search drop-down with Extension Attributes: prefix. For example, Extension Attribute: Vehicle Type.
All the entities with extension attribute Vehicle Type will be displayed.
screen
Users can save the search criteria with extended attributes as search parameters and use as global or local Saved Search.
Related Topics: Advanced Search | My_Dashboard | Creating Smart Links | Adding Global Favorites to Entity Details Page | Adding Associations
