Unit 5: Searching in Agiloft

Unit 5: Searching

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Questions Covered

? What is a search? ? How do we save searches for later use? ? From where can saved searches be run? ? What types of search criteria are possible? ? How do we create a search that has some criteria added at run-

time? ? Where will our saved searches be used?

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Searches Overview

? At its core, Agiloft is a collection of interrelated tables which communicate with one another.

? A search is a filter applied to find records in a specific table.

? Example: "Find all problem requests assigned to me or one of my teams whose status is not Closed" (see image below).

General Sorting Options Apply

Next j Finish I Cancel I

Tooltip: You can create complex Boolean expressions to search across all text fields (`-TEXT-' selection), or specific fields, in combination with date/time filters. Add < Please note: Execution of a Simple filter over multi-value Linked Fields can take excessive time when run for huge tables. Consider using a Related Table filter inste

Add Filters:

Simple I Time I Calendar I Advanced I Related Table I Run-Time I Duplicate I First/Last

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Where are Searches Used?

? Searches are used in many ways in Agiloft. They are crucial for:

Triggering automation, such as email notifications, field updates, and escalation behavior.

Defining the records to be included in reports. Finding records that need to be worked on. Defining valid values for linked fields. Defining group permissions for view/edit access to specific records. Setting field values automatically based on specific criteria. Defining the records that appear on the staff home page.

? It is essential to learn how to create accurate and complex searches in order to use Agiloft's power effectively.

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Where are Searches Created?

? There are 3 main ways to initiate searches:

Using the Global Search Box at the top of the screen ? this searches for the text across all tables of the system:

Using the Main Search Block to run a simple search (see next slide) ? this can be the quickest way to find records of interest while working in a table.

Using the Search wizard, by mousing over Search and clicking New to create and save a more complex search ? this is used to create searches that will be used by reports, rules, linked field filters, and so on. We refer to these as saved searches.

Add Filters:

Simple ? Time Calendar ? Advanced ? Related Table ? Run-Time ? Duplicate ? First/Last

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Main Search Block

_ Search: -TEXT-

contains

Show All Q Refine , j String [_) Context i_i Active Only More Options

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? Enter text in the right-hand value box to find records that contain that text. You can choose a specific field from the left drop-down to limit the search to that field. To search for an empty field, leave the value box empty.

Show All removes any filters to show all permitted records. Refine lets you add criteria to an already executed search. String runs the search on strings instead of whole words. Context shows the context of the result beneath each found record. Active Only (defined in More Options) further filters to active records only. More Options is used to set some other values and define "Active" records.

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Use the Main Search Block

Practice

? Navigate to the Contracts table in the left pane. ? If you do not see the search block, click Search in the action bar to expand it:

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? Type "jared smith" into the value box to find all contracts that have Jared Smith somewhere in their field content.

';9- Searches are not case sensitive.

? To find only records where Jared Smith is the contract requester, select the Requester Name field from the first search drop-down then re-enter his name in the search field and click Go.

? To further reduce the search results, click the Refine box and search on Company Name = "Intuit"; this will find only records where Jared Smith is the Contract Requester for contracts entered into with Intuit.

? De-select Refine and click Show All to find all records again. Doing so will put ?TEXT? back in the first drop-down.

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Practice

Use the Main Search Block (continued)

? In the input box, type "136-143, 3" and click Go. This will automatically search for those IDs.

';9- When the - TEXT- operator is selected, numbers or number ranges search within the record ID field. To search numbers contained in other fields, type them with quotes, e.g. "94043."

? Find contracts whose value is more than or equal to $20,000. Select the Contract Amount field and use the operator is greater than or equal to and enter "20000."

? Find all contracts with some value in the Parent Contract ID field. Select that field and use the operator does not equal with a blank in the value box and click Go.

? Find all contracts related to "Maintenance." First, check the Context checkbox. Use the ?TEXT? operator and search for "maintenance". Below each record you see the field in which the search term was found. This includes attached files where the word was found within the file.

? Suppose you want to find maintenance contracts, but are concerned someone may have spelled the word incorrectly. Check the String box and type in "maint". Notice, you find fewer records. Searching on strings does NOT search within attached files.

A String searching is resource intensive so the box is automatically deselected after each time you use it.

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