From ICIHelp8.2
Jump to: navigation, search
 
(20 intermediate revisions by 4 users not shown)
Line 1: Line 1:
  
−
= Using Advanced Search =
+
 
  
−
User Interface for Advanced Search includes radio buttons for the following search options – ''Metadata, Full Text ''and''Combined''. ''Metadata ''is the default value. It helps the user to quickly toggle among these values, instead of opening the drop-down to do so.
+
 
−
<div class="image-green-border">[[File:Addvanced Search Search page 7.8.PNG|RTENOTITLE]]</div>  
+
 
−
Advanced Search provides the flexibility to search across entities by filtering results based on any Attribute combinations. You can further refine your search by selecting either the ''Contains ''or ''Exactly'' operator from the drop-down to quickly find specific Attributes, instead of searching across all Attributes.
+
= Using Advanced Search =
 +
<div class="image-green-border">[[File:Advanced Search1-1.png|720px|Advanced Search1-1.png]]</div>  
 +
Advanced Search provides the flexibility to search across entities by filtering results based on any Attribute combinations. You can further refine your search by selecting either the Contains or Exactly operator from the drop-down to quickly find specific Attributes, instead of searching across all Attributes.
  
 
You may want to search for a specific entity like a Request or Agreement for one of the following reasons:
 
You may want to search for a specific entity like a Request or Agreement for one of the following reasons:
Line 15: Line 17:
 
The process for searching any entity is identical. We will use Agreements as an example to understand the process.
 
The process for searching any entity is identical. We will use Agreements as an example to understand the process.
  
−
You can search in several ways in ICM:
+
You can search in several ways in ICI:
  
−
*Search just for specific entities from their respective pages, such as the&nbsp;[[Agreements_Page|Agreements Page]]
+
*Search just for specific entities from their respective pages, such as the&nbsp;Agreements page
−
*Perform an Advanced Search to look for an&nbsp;entity across ICM
+
*Perform an Advanced Search to look for an&nbsp;entity across ICI
 
*Retrieving a saved search  
 
*Retrieving a saved search  
  
Line 25: Line 27:
 
=== Performing an Advanced Search ===
 
=== Performing an Advanced Search ===
  
−
The Advanced Search includes radio buttons for the following search options – ''Metadata, Full&nbsp;Text ''and&nbsp;''Combined''.&nbsp;The ''Free Text ''search performs a search across all the Attributes of the Agreement, the user defined Associations and the ICM defined Associations if you perform a ''Metadata ''search. If you select the ''Full Text'' option, then ICM searches in the indexed document. But, if you select the ''Combined'' option then both the Metadata as well as the indexed document are searched. This behavior hasn’t changed.
+
The Advanced Search includes options to search for any entity, filtering the search by type of data, keywords with conditions, a Natural Language Search, as well as the detailed "Refine View" search that appears along with all ICI entities as well. Some seeded default entities are already selected and displayed with respective entity groupings, and they are:
 +
 
 +
*Agreement.
 +
*Associated Document.
 +
*Contract Request.  
 +
*Masterdata.  
 +
*Clause
 +
*Template
  
 
To perform an advanced search:
 
To perform an advanced search:
  
−
1. '''Click''' the ''Search'' tile&nbsp;on My Dashboard. This opens the Search page.
+
1.&nbsp;'''Click''' the "Advanced"&nbsp;link on the "Home"&nbsp;page. The "Advanced Search"&nbsp;page opens.
 +
<div class="image-green-border">[[File:Advanced Search3.PNG|600px|Advanced Search3.PNG]]</div>
 +
2. '''Enter '''or&nbsp;'''select''' appropriate entities from the entity dropdown list&nbsp;and type the keywords in the "Refine Search"&nbsp;box.
 +
<div class="image-green-border">[[File:Advanced Search4.PNG|360px|Advanced Search4.PNG]]</div>
 +
'''Note:''' Default entities are already selected and displayed with respective entity groupings.
  
−
2. '''Select''' the ''Entity''&nbsp;to search for from the drop-down. For example, select Requests, Agreements and Clauses.
+
3. '''Select''' data type from the data type filter dropdown.
 +
<div class="image-green-border">[[File:Advanced Search5.PNG|480px|Advanced Search5.PNG]]</div>
 +
4.&nbsp;'''Click'''&nbsp;the "Search" button, the results matching your keywords are displayed.
 +
<div class="image-green-border">[[File:Advanced Search6.PNG|720px|Advanced Search6.PNG]]</div>
 +
5. In the collapsible "Refine Search" section on the left, '''click'''&nbsp;the "Select Field"&nbsp;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&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", "Cancelled", "Executed" and so on.&nbsp;If you select the status as "Approved" and "Cancelled",&nbsp;all Agreements in those&nbsp;states&nbsp;are displayed.&nbsp;
 +
<div class="image-green-border">[[File:Advanced Search7.PNG|720px|Advanced Search7.PNG]]</div>
 +
6. '''Click '''the Cancel icon on inidividual filters to remove them.&nbsp;
  
−
3. '''Select''' any one operator to search by from the drop-down list. You must enter a minimum of 3 characters to search by. These fields are not case-sensitive, hence characters may be in upper and/or lower case. The following operators are available:
+
7. Choose "Custom Keyword" filter with desired text and '''click&nbsp;'''the "Apply" button to further refine the search.
 +
<div class="image-green-border">[[File:Advanced Search8.PNG|240px|Advanced Search8.PNG]]</div>
 +
8. '''Click '''the "Clear All" button to remove all the filters at a time.
  
−
*''Contains: ''displays all Agreements where the selected Attribute facet value contains the entered value anywhere in the Attribute value. The functionality is the same as the existing one and you can perform a wildcard search using '''''*''''' and other wildcard search characters as well as the ''AND ''and ''OR'' operators manually. The default behavior among the entered words will remain as ''AND''.
+
9. A list of these Agreements is displayed as a search result in the tabular format. Enhance&nbsp;your search&nbsp;using wildcards as follows:
  
−
*''Exactly: ''displays all Agreements where the entered value exactly appears anywhere in the free text search result. If you enter a string (multiple words), ICM considers the exact string including the spaces between the words. This is applicable to all types of searches – Metadata, Full Text and Combined. Hence, ICM runs the same search as it does currently, but will now display the result only on finding an exact match of the entered value.  
+
*...*:&nbsp;Type a search term in between the star characters.&nbsp;It shows existing items which include the respective search term...:&nbsp;Prefix * to a search term.&nbsp;It shows existing items which end with this term
−
<div class="image-green-border">[[File:Advanced Search Exactly operator 7.8.PNG|RTENOTITLE]]</div>
+
*...*:&nbsp;Suffix * to a search term.&nbsp;It shows existing items which start with this term
−
*''Must Not:&nbsp;''supports addition of ''must not'' operator to Lookup filters through a technical configuration.  
+
*"...":&nbsp;Type a search term in double quotes.&nbsp;It shows existing items which include the search term
 +
*...(space)...:&nbsp;Type multiple search terms with a space in between.&nbsp;It shows existing items which include the search terms
  
−
An example where this enhancement may be useful is when a user is searching by Customer, they can choose not to display any customers with ''Pharma''&nbsp;in their Name.
+
10. To save this search, '''c''''lick' the the "Save'''&nbsp;'''View" button and follow that flow. Refer to "Saved Searches" in Wiki for more details.
−
<div class="image-green-border">4. Enter your search term in the ''Refine Search Here''&nbsp;field.</div>
+
−
5. Toggle and '''select''' one of the following radio buttons to search either the Metadata, Full Text or Combined (combination of both Metadata and Full Text).
+
  
−
*Metadata:&nbsp;searches only Metadata&nbsp;across all the Attributes of the Agreement, the user defined Associations and the ICM defined Associations.&nbsp;This''&nbsp;''is the default selected value.
+
== Searching&nbsp;for Agreements/Amendments using Notes ==
−
<div class="image-green-border">[[File:Advanced search Metadata 7.8.PNG|RTENOTITLE]]&nbsp;</div>
+
−
*Full Text: searches only documents text in the indexed document and the actual contents of the documents or records. Use this option when you wish to search PDFs. ICM uses Optical Character Recognition (OCR) to search PDFs so the accuracy of your search heavily depends on the quality and clarity of your scanned documents. Use double-quotes to find a match for your exact phrase, such as ''"liability insurance"''.
+
−
<div class="image-green-border">[[File:Advanced Search full Text 7.8.PNG|RTENOTITLE]]&nbsp;</div> <div class="image-green-border" style="margin-left: 120px;">&nbsp;</div>
+
−
*Combined: searches both the Metadata as well as the document text.
+
−
<div class="image-green-border">[[File:Advanced Search combined 7.8.PNG|RTENOTITLE]]&nbsp;</div>
+
−
5. The results matching your search criteria are displayed on the page.
+
  
−
6. Narrow down the results and find that one specific record you are looking for, using the ''Categories'' field. For example, search by ''Status, Created By, Date ''and so on. This filters the results to display&nbsp;only those records that match the selected category.
+
<br/> You can search for Agreements/ Amendments based on the Notes entered by them. You can search for these entities&nbsp;in the Notes, from the Advanced Search page and within the Notes tab.
 +
<div class="note-box">'''Note:''' The search is restricted to 1000 characters whether it is entered from a text area or a rich text area. &nbsp;</div>
 +
To Search an Agreement using Notes:
  
−
7. You can further refine your search&nbsp;using specific keywords in the ''Custom Keyword'' field and then '''click''' ''Apply''. You can use Boolean operators such as AND and OR or [[Search_by_wildcards|search by wildcards]] to filter the results. For example:
+
1.&nbsp;'''Create '''an Agreement.
−
<ul style="margin-left: 80px;">
+
−
<li>APP* - displays agreements only in the APPROVED and WAITING FOR APPROVAL states</li>
+
−
<li>&nbsp;?PP* - displays agreements only in the APPROVED and WAITING FOR APPROVAL states</li>
+
−
<li>APP* OR DRA* - displays agreements only in the APPROVED, WAITING FOR APPROVAL and DRAFT states</li>
+
−
</ul>
+
  
−
8. All your defined parameters are displayed above the search results. You can remove any of them individually, to refine the search results.
+
2.&nbsp;'''Navigate '''to the "Notes"&nbsp;tab on the "Agreement Details" page and&nbsp;'''click''' the "Add Note"&nbsp;button.
  
−
9.&nbsp;'''Click&nbsp;'''the&nbsp;''Filerts&nbsp;''button to expans the view of the displayed results.
+
3.&nbsp;'''Add''' a meaningful note for the Agreement in the "Add Note" drawer.
  
−
10.&nbsp;'''Click&nbsp;'''the expand arrow next to the&nbsp;''Clear All''&nbsp;button&nbsp;to view all the filters at a time (if there are many filters).
+
4.&nbsp;'''Click '''the "Add"&nbsp;button to save your note.
 +
<div class="image-green-border">[[File:Advanced Search2.PNG|600px|Advanced Search2.PNG]]</div>
 +
5.&nbsp;'''Click''' the "Advanced&nbsp;Search" link&nbsp;on the "Home"&nbsp;page.
  
−
11.&nbsp;'''Click&nbsp;'''the&nbsp;''Clear All''&nbsp;button to remove all the filters at a time.
+
6.&nbsp;'''Select''' an Agreement entity on the Advanced&nbsp;Search page.
 +
<div class="image-green-border">7.&nbsp;'''Enter '''the search text from the notes entered in step 3 to find the Agreement.</div>
 +
8.&nbsp;'''Click '''the "Search" button. ICI&nbsp;lists the searched Agreement&nbsp;based on the notes containing the text entered in the search field.
 +
<div class="image-green-border">&nbsp;</div>
 +
== Retrieving Saved Searches ==
  
−
12.&nbsp;'''Click''' the ''Save'' icon to save this search. Saving&nbsp;frequently done searches&nbsp;saves you time by not having to&nbsp;define the search criteria every time. You can open a saved search anytime.
+
'''Click''' the Saved Searches "More Views" dropdown and select the desired saved search. This displays the results matching the criteria defined in the saved search. Refer to "Saved Searches" for details on saving a search.
  
 
&nbsp;
 
&nbsp;
  
−
== Searching&nbsp;for Agreements/Amendments using Notes ==
+
== Applying facets to business status search filter ==
  
−
<br/> You search for Agreements/ Amendments based on the Notes entered by them. You can search for these entities as a Metadata or Combined search of the text entered in the Notes, from the Advanced Search page and within the Notes tab.
+
To provide a better user experience and ease of use, faceted filters using string operators, such as “Contains”, “Exactly”, “Starts With” and “Does Not Contain” are being added to the “Business Status” filters.
−
<div class="note-box">'''Note:''' The search is restricted to 1000 characters whether it is entered from a text area or a rich text area. &nbsp;</div>
+
−
To Search an Agreement using Notes:
+
  
−
1.&nbsp;'''Create '''an Agreement. For example, ICMAutomationBasicAgreement_659.
+
The "Contains" facet can be applied to the Business Status filter. For example, it can be applied to search agreements&nbsp;in one or more&nbsp;state/s.
 +
<div class="image-green-border">[[File:Advanced Search9.PNG|600px|Advanced Search9.PNG]]</div>
 +
When the filter is applied, all agreements in other states such as "Approved", "Executed" and so on are displayed in the results.
 +
<div class="image-green-border">[[File:Advanced Search10.PNG|720px|Advanced Search10.PNG]]</div>
 +
&nbsp;
  
−
2.&nbsp;'''Navigate '''to the ''Notes ''tab on the ''Agreement Details'' page and'''click''' the ''Add Note''&nbsp;icon.
+
== Enabling search for external users with login privileges ==
  
−
3.&nbsp;'''Add''' the note for the Agreement in the ''Add Note'' window. For example, Prime Agreement same as previous one dated 27Nov17, only changes in SOW.
+
ICI’s collaboration portal allows external users with login privileges to access the platform and perform assigned tasks within ICI itself.&nbsp;
  
−
4.&nbsp;'''Click '''the ''Add Note ''button to save your note.
+
With this release, a search option has been introduced on contract requests, agreements, associations and masterdata index pages, so that external users can easily search records. The attributes displayed as columns of the search grid are included as facets in the filter options to perform a more refined search.<br/> &nbsp;
−
<div class="image-green-border">[[File:SP7 Searching Agreements Using Notes 1.PNG|SP7 Searching Agreements Using Notes 1]]</div>  
+
−
5.&nbsp;'''Click''' the ''Search'' tile on the ''Dashboard''.
+
−
<div class="image-green-border">[[File:SP7 Searching Agreements Using Notes 2.PNG|SP7 Searching Agreements Using Notes 2]]</div>
+
−
6.&nbsp;'''Select''' an Agreement entity on the ''Search ''page.
+
−
<div class="image-green-border">[[File:SP7 Searching Agreements Using Notes 3.png|SP7 Searching Agreements Using Notes 3]]</div>
+
−
7.&nbsp;'''Enter '''the search text from the notes entered in step 3 to find the Agreement. For example, 27Nov17.
+
  
−
8.&nbsp;'''Select''' the ''Metadata'' radio button.
+
To conduct searches as an external user:<br/> 1. '''Log on''' to ICI. The Home page opens.
−
 
+
<div class="image-green-border">[[File:External User1.PNG|720px|External User1.PNG]]</div>
−
9.&nbsp;'''Click '''the ''Search'' icon. ICM lists the Agreement ''ICMAutomationBasicAgreement_659'' based on the notes containing the text entered in the Search field.
+
2. To search for an agreement, '''click '''Agreements. The agreements index page opens.
−
<div class="image-green-border">[[File:SP7 Searching Agreements Using Notes 4.PNG|SP7 Searching Agreements Using Notes 4]]</div>  
+
<div class="image-green-border">[[File:External User2-1.PNG|720px|External User2-1.PNG]]</div>
−
== Retrieving Saved Searches ==
+
3. '''Type '''the name of the agreement you want to find in the search bar. For example, Legal Contract.
−
 
+
<div class="image-green-border">[[File:External User2.PNG|280px|External User2.PNG]]</div>
−
'''Click''' the ''Saved Searches'' drop down and select the desired saved search. This displays the results matching the criteria defined in the saved search. Refer to [[Saved_Searches|Saved Searches]] for details on saving a search.
+
4. '''Click '''the search icon. The agreement record is displayed in the search results.
 +
<div class="image-green-border">[[File:External User3.PNG|720px|External User3.PNG]]</div>  
 +
5. '''Click '''the Saved Searches "More Views" dropdown to access any saved searches.
 +
<div class="image-green-border">[[File:External User4.PNG|360px|External User4.PNG]]</div> <div class="image-green-border">&nbsp;</div> <div class="note-box">'''Note''': Only those saved searches that are created by Administrators will appear in the drop-down.</div>
 +
6. '''Click '''the Categories dropdown.
 +
<div class="image-green-border">[[File:External User5.PNG|280px|External User5.PNG]]</div>
 +
7. '''Enter '''a facet to further filter the search. For example, Agreement Name. The number of records matching the filter will be displayed. In this example, only 1 result is displayed.
 +
<div class="image-green-border">[[File:External User6.PNG|280px|External User6.PNG]]</div>
 +
&nbsp;
  
 
&nbsp;
 
&nbsp;
  
 
&nbsp;
 
&nbsp;
−
<div class="related_topics">'''Related Topics:'''&nbsp; [[Saved_Searches|Saved Searches]] &nbsp;| &nbsp;[[Searching_agreements_and_requests|Searching Agreements and Requests]]&nbsp; | &nbsp;[[Navigating_in_ICM|Navigating in ICM]]</div>
+
<div class="related_topics">'''Related Topics:'''&nbsp; [[Saved_Searches|Saved Searches]] &nbsp;| &nbsp;[[Searching_agreements_and_requests|Searching Agreements and Requests]]&nbsp;&nbsp;</div>

Latest revision as of 07:16, 19 December 2021

 

 

Using Advanced Search

Advanced Search1-1.png

Advanced Search provides the flexibility to search across entities by filtering results based on any Attribute combinations. You can further refine your search by selecting either the Contains or Exactly operator from the drop-down to quickly find specific Attributes, instead of searching across all Attributes.

You may want to search for a specific entity like a Request or Agreement for one of the following reasons:

  • View its details
  • See its status
  • Copy an existing agreement
  • Make changes to it

The process for searching any entity is identical. We will use Agreements as an example to understand the process.

You can search in several ways in ICI:

  • Search just for specific entities from their respective pages, such as the Agreements page
  • Perform an Advanced Search to look for an entity across ICI
  • Retrieving a saved search

 

Performing an Advanced Search

The Advanced Search includes options to search for any entity, filtering the search by type of data, keywords with conditions, a Natural Language Search, as well as the detailed "Refine View" search that appears along with all ICI entities as well. Some seeded default entities are already selected and displayed with respective entity groupings, and they are:

  • Agreement.
  • Associated Document.
  • Contract Request.
  • Masterdata.
  • Clause
  • Template

To perform an advanced search:

1. Click the "Advanced" link on the "Home" page. The "Advanced Search" page opens.

Advanced Search3.PNG

2. Enter or select appropriate entities from the entity dropdown list and type the keywords in the "Refine Search" box.

Advanced Search4.PNG

Note: Default entities are already selected and displayed with respective entity groupings.

3. Select data type from the data type filter dropdown.

Advanced Search5.PNG

4. Click the "Search" button, the results matching your keywords are displayed.

Advanced Search6.PNG

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. 

Advanced Search7.PNG

6. Click the Cancel icon on inidividual filters to remove them. 

7. Choose "Custom Keyword" filter with desired text and click the "Apply" button to further refine the search.

Advanced Search8.PNG

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

10. To save this search, c'lick' the the "Save View" button and follow that flow. Refer to "Saved Searches" in Wiki for more details.

Searching for Agreements/Amendments using Notes


You can search for Agreements/ Amendments based on the Notes entered by them. You can search for these entities in the Notes, from the Advanced Search page and within the Notes tab.

Note: The search is restricted to 1000 characters whether it is entered from a text area or a rich text area.  

To Search an Agreement using Notes:

1. Create an Agreement.

2. Navigate to the "Notes" tab on the "Agreement Details" page and click the "Add Note" button.

3. Add a meaningful note for the Agreement in the "Add Note" drawer.

4. Click the "Add" button to save your note.

Advanced Search2.PNG

5. Click the "Advanced Search" link on the "Home" page.

6. Select an Agreement entity on the Advanced Search page.

7. Enter the search text from the notes entered in step 3 to find the Agreement.

8. Click the "Search" button. ICI lists the searched Agreement based on the notes containing the text entered in the search field.

 

Retrieving Saved Searches

Click the Saved Searches "More Views" dropdown and select the desired saved search. This displays the results matching the criteria defined in the saved search. Refer to "Saved Searches" for details on saving a search.

 

Applying facets to business status search filter

To provide a better user experience and ease of use, faceted filters using string operators, such as “Contains”, “Exactly”, “Starts With” and “Does Not Contain” are being added to the “Business Status” filters.

The "Contains" facet can be applied to the Business Status filter. For example, it can be applied to search agreements in one or more state/s.

Advanced Search9.PNG

When the filter is applied, all agreements in other states such as "Approved", "Executed" and so on are displayed in the results.

Advanced Search10.PNG

 

Enabling search for external users with login privileges

ICI’s collaboration portal allows external users with login privileges to access the platform and perform assigned tasks within ICI itself. 

With this release, a search option has been introduced on contract requests, agreements, associations and masterdata index pages, so that external users can easily search records. The attributes displayed as columns of the search grid are included as facets in the filter options to perform a more refined search.
 

To conduct searches as an external user:
1. Log on to ICI. The Home page opens.

External User1.PNG

2. To search for an agreement, click Agreements. The agreements index page opens.

External User2-1.PNG

3. Type the name of the agreement you want to find in the search bar. For example, Legal Contract.

External User2.PNG

4. Click the search icon. The agreement record is displayed in the search results.

External User3.PNG

5. Click the Saved Searches "More Views" dropdown to access any saved searches.

External User4.PNG
 
Note: Only those saved searches that are created by Administrators will appear in the drop-down.

6. Click the Categories dropdown.

External User5.PNG

7. Enter a facet to further filter the search. For example, Agreement Name. The number of records matching the filter will be displayed. In this example, only 1 result is displayed.

External User6.PNG

 

 

 

Related Topics:  Saved Searches  |  Searching Agreements and Requests  
Retrieved from "https://iciwikiapac.icertis.com:443/ICIHelp8.2/index.php?title=Using_Advanced_Search&oldid=20600"