Use searches to find information that is critical to your role and to share information with your colleagues.
You can use searches:
- To create dashboards.
- To create scheduled reports.
- To target records in workflows.
- To refine the information that is exported to a spreadsheet.
- To assign to a role so that users with that role only see the information that they need to see.
Executing quick searches
When you execute a quick search in the side pane of the page for an object such as assets, you can find records by entering values. By default, quick search is restricted to finding values in a set of default fields. For example, on the Asset's page, the Serial Number, Barcode, Model, and Manufacturer fields are the default searchable fields.
You can specify the fields that are included in the quick search by marking existing and new fields as searchable. For example, you can mark a non-system field such as a field that you add to enrich the data as searchable. Then you can execute a quick search to find records that match the values that you enter.
Creating a saved search
To create a saved search, complete the following steps:
- Select an object, such as Assets.
- Click Add. You can select multiple fields.
- Press Esc when you've added all the search fields.
- Select an operator such as Equals.
- Enter or select the values.
- Click to drag and drop search fields.
- Click Save.
- Enter the name of the search.
- If you want to add headers to the information that you export, select the checkbox.
- Save the search. Save as a public search if you want to use the search to create dashboards and workflows.
When saving a search you have the option to save the search as:
- Private so that it is visible to you only.
- Public: Role-specific so that is visible only to a specific role. Each time a new role is created in Configuration > Security > Roles, you need to enable access to a saved search for that role by selecting it from the Public: Role-specific list. For detailed steps, refer to Assigning saved searches to roles.
- Public: System global so that is visible to all users who have Read permissions for the object such as Accessories. The saved search can only be created, updated, and deleted by users who originally created the search or who have Read, Create, Edit, Delete permissions set for Manage saved searches in the Security > Roles > Permissions tab.
Animation: Multiselect search fields
To view in full-screen mode, right-click the animation and click Open image in new tab or download the animation.
|Select a search that you saved from the list. You can use saved searches to create dashboards and reports.|
|Save the search.|
|Add the search criteria as rules in the Begin block of a workflow.|
|Select one or multiple fields.|
|Clear all the fields that were added to the search pane.|
|Remove a field from the search pane.|
|Use drag and drop to order the fields that you added to the search.|
|Clear the values in a search field without removing the field.|
|Copy the search that you created and share it with your colleagues. You can cut and paste the URL for the search and send it in an email.|
You can cut and paste values into search fields that have
= Equal to or
not equal to operators. The values must be separated by commas, or on separate lines.
To specify the fields that are searchable when you execute a quick search, click the field on the Configuration > Data Model page and select the Searchable checkbox.
To help onboard employees, administrators can create a customized search for employees. See Assigning saved searches to roles.