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Difficulty: starter

Content

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Learning Objectives

After reading this article, you’ll be able to:

  • Use standard/ advanced search and properly use all filter operators

  • Save filter values for easy access

Info

Running a standard search, generally only open objects (this can be changed in your personal settings) are searched. When using advanced search, usually all objects are included (unless configured otherwise).

How to search on a search(view) page?

  1. type a keyword and;

  2. click on ‘Search’ or press <enter>;

  3. you can also specify/ change the standard search to:

    1. include closed objects (only open = no);

    2. change the find method;

    3. change the search method.

Advanced search

Advanced search is used to filter on specific fields. You can open the advanced search option by clicking on the dropdown arrow to the right of the standard keyword search box.

An advanced filter page could for example look like this.

Search operators explained

Expand
titleDepending of the field type, certain operators will be available. Expand this section to view the explanation on search methods/ operators

Method/ operator

Description

=

equal to

= (exact)

equal to, excluding child objects 1

<>

unequal to

<

smaller than

<=

smaller or equal to

>

larger than

>=

larger or equal to

Contains

searched field contains a specific word

Not contains

searched field not contains a specific word

Starts

text in searched field starts with…

Ends

tesearched field ends with…

Matches

exact match

Empty

the searched field should be empty (used for both text and date fields)

Not empty

the searched field should NOT be empty (used for both text and date fields)

  1. Using this operator is only relevant for fields/ objects that have a hierarchy. For example: problem types have a hierarchical structure. When using the operator ‘=’ the results for the sub problem types are also includes. When using the operator '=(exact)' only the results of the selected problem type are includes in the search result.

Save filter values

When you often use the same filter values these can be saved for easy access. Created filters are only visible for the user that created it.

Expand
titleLearn how to create your personal filter here

Use filter

  1. You can access you personal filter by clicking on the dropdown arrow to the right of the standard keyword search box;

  2. Click on the filter you want to use.

Create new filter

  1. Open the advanced search option by clicking on the dropdown arrow to the right of the standard keyword search box;

  2. In the advanced search screen set the desired filter values;

  3. Press “Save filter values“

  4. Press the “Create new filter” button;

  5. Choose a name for your filter and press “Save and return“;

  6. Select the filter you just create by pressing somewhere in that line (don’t press the hyperlink in the ‘name’column);

  7. Press “Ok'.

Change/ update existing filter

  1. Open the advanced search option by clicking on the dropdown arrow to the right of the standard keyword search box;

  2. Press the “Use previously saved filter” button;

  3. Select the filter you want to change by pressing somewhere in that line (don’t press the hyperlink);

  4. Press “Ok” so the current filter values are now displayed on the advanced search page;

  5. Update the filter values

  6. Press “Save filter values“

  7. Now instead of creating a new filter, select the already existing filter by pressing somewhere in that line (don’t press the hyperlink);

  8. Press “Ok'.

Delete filter

  1. Open the advanced search option by clicking on the dropdown arrow to the right of the standard keyword search box;

  2. Press the “Use previously saved filter” button;

  3. Open the filter by clicking the hyperlink in the column ‘Name’;

  4. Press the 'Delete' function button on the top right.

Search results

After executing a search, you end up on a result page. The handy tips & tricks below apply for all result pages: e.g. standard search, advances search, report results, includes, and dashboards.

A hyperlink allows you to open an object. Hyperlinks can easily be recognized as they will often have a deviating color. Also, when hovering over it, it will get underlined.

Filter box

In some cases a filter box is available on the top right of the result page (see blue box in the screenshot). This can be used to quickly search the results.

Expand
titleWhy is the filter box is not always available?

In the basis the filter in available on all list pages. However, under certain conditions the filter is not available:

  • On hierarchy pages

  • Script report

  • When the page contain subtotals

  • When the list page is build up server side

    • Most common case when this will happens is when more than 1000 results are returned.

Sorting and switching columns

  • You can press a column header to resort the results from A-Z or 1-9. Pressing it a second time will reverse the order.

  • By dragging- and dropping a column you can change the display order of the results.

Changes made will NOT be remember the next time you navigate to the page.

Summary

Rw ui textbox macro

  • Standard search is used for quick keyword search.

  • Advanced search is used for searching specific fields. Operators are used to further specify the advanced search.

  • On the result page you have several options to resort the results and apply additional filtering.

Exercise

  •  Use the advanced search to find your own contact.
  •  Drag- and drop the columns to change the display order of the colums.

Search

Live Search