Work with saved searches

Users with appropriate permissions can create and save searches on the Documents page. Administrators can administer saved searches anytime as required.

Note: Validation criteria for assignments are based on saved searches.

You can perform the following tasks:

Create a saved search

Edit properties of a saved search

Set security for a saved search

Run a saved search

Delete a saved search

Create a saved search

To create a saved search, first create an advanced search on the Search page, and then save it. After creating a saved search on the Search page, you can access and run saved searches to which you have access on the Saved Searches page.

To create a saved search:

On the Case Home or Documents page, click Search and then select New Search from the Search menu.

Create an advanced search on the Search page. For information about creating an advanced search, see Perform an advanced search.

Click Save search.

In the Save as dialog box, type a name for the saved search, and then click Save.

Edit a saved search

To edit a saved search:

On the Case Home page, under Case Setup, click Saved Searches.

Click the name of a saved search.

On the Properties page, edit the Name or Description.

Click Save.

Set security for a saved search

To set security for a saved search:

On the Case Home page, under Case Setup, click Saved Searches.

Click the name of a saved search.

In the navigation pane, click Security.

Depending on which groups you want to set security for, do the following:

To change the security for a user group, hover over the row for the group, and then select an option.

To change the security for all user groups, select an option in the heading row. Then click OK.

The following security settings are available.

Permission	Description
Deny	Denies the group access to the saved search.
Allow	Allows the group access to the saved search.

Run a saved search

You can access and run saved searches on the Saved Searches page. The Documents page appears when you run a saved search.

To run a saved search:

On the Case Home page, under Case Setup, click Saved Searches.

Click the Run button next to a saved search.

Note: The Run button appears if you have permission to run that search.

Use saved search folders

Organize saved searches in a folder structure. Folders are group-securable and sharable across user groups. Folders can also be made private for an individual user.

Create a saved search folder

To create a saved search folder:

On the Case Setup page, under Saved Searches, click Add folder in the top toolbar. 

In the Add saved search folder window, enter a name and an optional description, and set the folder Type to Shared or Private. 

If creating a Shared folder, click Next.

On the Security tab, set the security for user groups to have access to the folder.

Click OK.

If creating a Private folder, select the Owner.

Click OK.

Note: New folders are created at the root level and appear in the grid after you click OK. Shared folders display with a folder icon, and private folders display with a person icon.

Use the Expand/Collapse button  in a folder row to show or hide the child folders and/or searches contained within.

Use the Expand/Collapse button  on the grid header row to expand or collapse all folders.

To create a new child folder, click the in-line Add folder button  on the right side of a folder row. You can create multiple child folders in the same parent folder. When you click Add folder, it opens the Add saved search folder window, and you can create the child folder using the same Create a saved search folder process described above.

Move a saved search or saved search folder

You can move saved searches and saved search folders within your folder structure.

Note: When folders are fully expanded, selecting a parent folder selects all child folders and searches within that folder structure. A folder cannot be moved without also moving all items contained within it. 

To move selected items:

Click the checkbox next to the search or search folder you want to move.

Click Move.

Select a destination folder.

Click OK.

Edit a saved search folder

To edit the properties of a saved search folder:

On the Case Setup page, under Saved Searches, click the name of the saved search folder you want to edit. 

On the Properties page, edit any of the following:

Name

Description 

Type: 

Shared 

Private 

Click Save on the lower right of the page.

Note: The Save and Reset buttons appear once you begin editing the folder’s properties.

Set security for a shared saved search folder

To set security for a shared folder:

On the Case Setup page, under Saved Searches, click the name of a shared folder. 

In the navigation pane on the left, click Security. 

Depending on which groups you want to set security for, do the following:

To change the security for a single user group, hover over the row for the group and then select Deny or Allow.

To change the security for all user groups, select Deny or Allow in the heading row.

The following security settings are available.

Permission	Description
Deny	Denies the group access to the saved search folder.
Allow	Allows the group access to the saved search folder.

Note: If a parent folder is denied for a user’s group or is private to another user, the user cannot access any of its contents—even if child items are allowed for that user’s group. 

Case administrators can also set security for shared saved search folders in the Security area. For more information, see Set permissions for saved search folders.

Delete a saved search

To delete a saved search:

On the Case Home page, under Case Setup, click Saved Searches.

Select the check box next to the saved search that you want to delete. To delete all saved searches, select the check box in the column heading.

Click Delete, and then click OK.