Saving a Search

You can save searches for yourself to reference later. If you have administrative privileges, you can also save a search to share with members of a group, context, organization, or site.

◦ The name of the saved search must be unique. If the name you enter is the same as an existing saved search, you are prompted to either overwrite the old saved search or cancel.

◦ Show in Saved Search list—Display the search in your Saved Searches list. This list appears on the Search History and Saved Searches page, which is available under the Search tab in the Navigator. You can later change the visibility of a saved search from the Manage Saved Searches window.

◦ Set this search as a global search—Share this search with members of a context, organization, or site. Use the Global Search Scope menu to specify which context. The saved search is available to all members of that context, including guests.

This option only appears if you have administrative privileges within at least one context. Only the contexts to which you have administrative privileges appear in the Global Search Scope menu.

2. Under the Set Required Attributes step, specify any additional attribute values that users must provide before completing the search.

This is different than attribute criteria included in the original search parameters. Attribute criteria that is part of the saved search parameters includes a value and is automatically included when you execute the saved search. A required attribute does not have a preset value; the value must be set before the search can be executed.

For example, you perform a search in which you have specified that the State attribute is set to In Work, and then you save that search. In the future, whenever you use this saved search, the Search Results page opens with State=In Work automatically included in the search parameters.

However, if you add State as a required attribute in the advanced options, then executing the saved search opens the Advanced Search page. Under Criteria, the State attribute appears with an asterisk next to it, indicating that it is a required field. To view the search results, you must select a value for the State attribute and then click Search.

3. Under Set Table View, specify the default view to use in the Search Results table. You can select an existing view from the Table View menu, or click New View to create a customized table view. For more information, see Creating and Editing New Table Views.

If you are sharing a search and you want to include a customized table view, then you must ensure that the table view is visible to others. To verify this, finish creating the saved search and then navigate to the Search Results table.

a. From the view drop-down menu, select Customize. The Customize View List window opens.

b. Click the edit icon

next to the table view to open the Edit View window.

c. Under Set Name, ensure that Share with all users is selected.

If a shared saved search includes a view that is not visible to other users, then the Search Results table opens with the default view or (if applicable) the most recent view selected by that user.

4. Under the Set Group Access step, select additional groups that can use the saved search. Click the add icon

to open the Group search window. For more information on searching for groups, see Finding Groups.

This step only appears if you have administrative access to at least one context or within a group.

If you overwrite an existing saved search, the group access information of existing saved search gets removed.

If you selected Show in Saved Search list, then the search immediately appears under Saved Searches on the Search History and Saved Searches page.

If you have shared the search with a context or group, the search does not immediately appear on their Search History and Saved Searches page. Instead, it is added to their Manage Saved Searches window. Users must elect to show the search in their Shared with Me list.