Revision as of 15:26, 17 December 2021

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.

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

3. Select the 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 individual filters to remove them. 

7. Choose the "Custom Keyword" filter with desired text and click 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, for example, search for all Agreements that are in the "Waiting for Approval" state:

1. Click  "Save View" on the top. 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 for example, "All Waiting for Approval".

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 which is only seen by the person saving it and not by anyone else.

4. Specify the Advanced Parameters under the "Advanced Criteria" section 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.

Note: A Search defined as a Smart link cannot be set as a Dashboard tile. 

• Available on Dashboard: select to view this tile on the Dashboard

• 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.

For more details on the Bulk Actions option refer to the section "Ability to perform actions on Agreements in Bulk using Save Search" below.

Modify the Existing Saved Search

You can modify the existing saved search from the "More Views" dropdown. To do so:

1. Click the "More Views" dropdown in the title bar.

2. Select the preferred option from the list. The search results appear in the results field.

3. Edit the search results as required.

4. Click the "Update View" button to update the existing Saved Search or the "Save View As" button to save it as a new saved search.

Ability to Perform Actions on 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 the 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.

2. Click "Save View", and the saved search drawer opens. The drawer has two sections. 

3. Select "Yes" for Bulk Actions.

4. Select the desired action checkbox. For example, select "Approve", "Reject" and "Download".

5. Click "Save".

Adding Global Favorites

For detailed information on Global Favorites and how to use them, refer to "Adding Global Favorites to Entity Details page".

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:

1. Click Search or "Advanced" Search on the Home page. The Search page opens. For more details refer to the search at the start of this page.
2. Select entity in Entity drop-down. For example, Agreement. Note: By default "Agreement" is selected.
3. Click "Search"
4. Type "Extension Attribute:  " as a 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 the extension attribute "City" will be displayed.

Users can save the search criteria with extended attributes as search parameters and use them as global or local Saved Search. Refer Saving your search Results section above for more details

Related Topics:  Agreement Management | Requests | Searching agreements and requests | Adding Global Favorites to Entity Details Page
 | Bulk Actions | Sending agreements for approval during bulk creation |