Search

Search screen

The Search screen allows searches to be conducted on user-accessible requests and actions. The search criteria can be saved as a view so that the user can quickly display the search results without having to repeatedly fill out the search form (see Save as view for more information).

By default, only requests initiated by the user and actions performed by the user will be listed in the search. This applies to all user types, including process supervisors, managers, and administrators.

In Supervisor mode, more search options are available, and the search will be performed for all activities of the processes the user supervises (see the Supervisor mode section below for more information).

By checking the Advanced view box, the search results will be displayed in a customizable format, which gives the user control of how the results are organized.

By checking Display approval buttons, Quick approval buttons will appear next to validation actions if Quick approval has been enabled. This option is only available when searching in User mode.

Search form

Click Requests to search requests or Actions to search actions. The search form is in User mode by default and includes the following search filters:

Button / Field	Description
Requests	Defines a search for requests
Actions	Defines a search for actions
Mode	Switches between User and Supervisor search modes (see the next section, Supervisor mode)
Advanced view	Displays results in a customizable report Display paging ✏️ Note: The server-side paging feature does not support some of the existing Advanced View functions such as Export grid, View chart, and Column filtering.
Quick approval (actions search in User mode only)	Displays Quick approval buttons for validation actions.
Action display (actions search only)	Hides the action numbers in search results
Request #	Filter by request number
State	Filter by request state: All, Test, or Active
Status	Filter by request or action status
Category	Filter by process category
Process	Filter by process name
Version *	Filter by process version
Action * (actions search only)	Filter by action ✏️ Note: By default, the search can filter only by the actions of which the user is a participant. In Supervisor mode, the search can filter for any action of the selected process of which the user is a supervisor (see the next section, Supervisor mode).
Date	Filter by indicated date
Period	Filter by a predefined period
Or from... to...	Filter by user-defined period
Data **	Filter by process data values ✏️ Note: The does not contain operator excludes NULL values.

* Available when filtering by process or in single-process search mode.

** Available when filtering by process or in single-process search mode; available in multi-process mode if common process data has been set up by your WorkflowGen Administrator.

Supervisor mode

In Supervisor mode, the following additional search filters are available:

Field	Description
Requester’s last name (requests search only)	Filter by the requester’s last name
Requester’s username (requests search only)	Filter by the requester’s username
Assignee’s last name (actions search only)	Filter by the assignee’s last name
Assignee’s username (actions search only)	Filter by the assignee’s username
Participant	Filter by participant (global or process) in all processes the user supervises
Past due	Filter by requests or actions that are past due by the number of days specified in the drop-down list
Not assigned (actions search only)	Filter by actions not yet assigned
To accept (actions search only)	Filter by actions to accept

Search results

Request list

Columns	Remarks
Request	Request name; a link displays the request form
Description	Request description
Created	Request creation date
Closed	Request closure date
Time limit	Request deadline
Additional data elements	Any additional associated data elements (as defined by the process designer) will appear as extra columns in when in single-process view

The results list allows drag-and-drop reordering of columns. Column order is specific to the user and is retained thereafter.

Action list

Columns	Remarks
Request	Request name; a link displays the request form
Action	Action name; a link displays the action form
Description	Action description
Created	Action creation date
Closed	Action closure date
Time limit	Action deadline
Additional data elements	Any additional associated data elements (as defined by the process designer) will appear as extra columns when in single-process view

Save as view

The current search results can be saved as a view by clicking the Save as view link displayed above the search results. See the Views section for information on how to use views, and the Dashboard section to find out how to turn saved views into floating dashboard panels on your User Portal home page.

Fields	Remarks
Description	Description of the view
Create new view	Enter a name for new view
Replace an existing view	Choose an existing view to replace
Display view link in the home page	Display this view on your home page
Share this view with participants	Select which participants to share this view with