Filter Data Library Searches
The Data Library's Basic search and additional searches (located under the More tab), can be used to retrieve records with specific details.
Basic Search Tab
The default view for Data Library searches is Basic Search with a More tab offering further filtering options. The search screen will remain blank until the Search icon has been selected, returning a list of matching records.
The Type dropdown menu presents a list of all available Data Library Types that can be searched for.
Search For
The Search for dropdown menu is used to search by default for a Data Library by:
- For Entity (QR)
- For Entity (Name)
However, the options in this dropdown menu will change depending on the Data Library Type selected from the Type dropdown menu. The available fields related to the selected Data Library Type will display as options in this menu.
Contains
Depending on the default search option set in My Preferences, the Contains/Begins With field can be used to search for either a part of a Data Library's name (Contains), or by the initial characters of a Data Library's name (Begins With).
Order By
The Order By dropdown menu enables users to order the way the results are displayed in line with a selected column. The same sort order effect can be achieved by using the A-Z button, located to the right of the screen.
Group
Selecting the Group checkbox will allow results to be grouped by entity name.
Search, Clear, Pin
The Search, Clear Search, and Pin search buttons are available to the right of the Group button and are used to apply search conditions, clear the existing search, or set the existing conditions as the default search respectively.
More Tab
Selecting the More tab will reveal further filtering options, displayed as tabs. These will allow filtering by more specific criteria, such as By Summary, By Entity, By Calendar, Advanced, Save Search. Multiple fields can be selected at the same time and Users should select the Search icon once they want the search to be executed.
In some cases, depending on your system is configured, these filtering tabs will appear straight away and no More option will display.
By Summary
The By Summary tab allows for records to be retrieved using values such as status, dates, current or historical records.
By Entity
The By Entity tab allows you to view records that are attached to particular entity types. For example, those records only attached to Individuals or Companies, entities in particular countries or belonging to certain User Groups, Divisions or Sets.
By Calendar
The By Calendar search can be used to track Data Library Reminders.
Advanced
The Advanced tab allows you to search for records according to common fields (Data Library fields that are common across all Data Libraries, such as Summary and Date), extra details (fields that are unique to the filtered Data Library), and entity details (fields such as Entity Name and Type).
To search by either of these fields:
- Select the relevant Section in the first column.
- The second Field Name column updates to reveal a list of fields relating to the selected section.
- Where once must be selected, the third column will consist of different Operators. Select one.
- The fourth column is a field for entering a relevant value.
- Up to five separate Field Filters can be applied per search.
- Use the options beneath the Field Filters to determine whether the records must match All or Any of the Field Filters.
- Select the search icon to view the results.
It is also possible to select which columns are returned and displayed as part of the search. These fields can be saved as part of the Saved Search, which includes setting the order that the columns are displayed in.
- The first field lists columns that will/can be selected to display the search results (for example, Common fields, Entity Details).
- The second field lists those columns that can be selected or deselected to display the search results. Use the Left and Right arrows to add or remove columns from those selected to
- The third field lists the selected columns. Use the Up and Down arrows to set the display order of the columns.
Save Search
The Save Search tab allows you to save your configured filters for later use.
- Enter a name for your saved filters into the Name field, then select Save.
The Save Search field can be set to display in My Searches, so that saved filters are only be visible for your account, or to Shared Searches, allowing all users to be able to view them.
- Saved Filters can be easily retrieved and reapplied by selecting the Shared (or My) Searches option under the Basic Search tab.
- The Search Options are for Users to customise the look and feel of a Saved Search by selecting what details will be visible when selecting a Saved Search.
| Search Option | Description |
|---|---|
| Hide all Search Tabs | Hides the entire search box |
| Collapse Search Tabs | Hides all search tabs under a Show Search Options bar/tab |
| Hide Data Library Type |
Prevents the Data Library from being change after search selected. Only Saved Searches for the same Data Library Type are then displayed on the menu. |
| Hide Saved Searches | Do not allow selection of My/Shared Saved Searches |
| Hide Quick Filters | Hides quick filters such as Sets and Batches |
| Hide By Summary | Hides the By Summary tab |
| Hide By Entity | Hides the By Entity tab |
| Hide By Calendar | Hides the By Calendar tab |
| Hide Advanced | Hides the Advanced tab |
| Hide Saved Search | Hides the Saved Search tab |
| Hide Default Heading | Shows the name of the Saved Search as the page |
