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 activity 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

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

Note: 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