Save a search
It is possible to save an advanced search so it can be reused. Saved searches are lists and thus dynamic. This means that when new records or cases fit a list’s search criteria, they are automatically added when you open the list. An open list can be updated by pressing the F5 key.
If you have the the “Search administrator” privilege, you can make your saved search available to a unit or as a fixed search for the entire organisation.
Personal searches
All F2 users can save their personal searches. Personal saved searches can, for example, be used to create lists of cases, keywords, or flags that you often use or need to keep track of.
Save a personal search
Create an advanced search to save it as a personal search. Click on the Save search button that appears when advanced search is enabled.
The “Save new personal search” dialogue opens. Give the search a title. Click OK to save your search as a list in the “Personal searches” node in the main window.
View personal searches
Personal searches are displayed under the “Personal searches” node in the list view. The icon to the left of a personal search indicates which list the search is based on, which may be standard searches, unit lists, and lists from the “Misc.” node.
You can always see check the search criteria of a saved list.
Example: In the figure below, the user Hannah Hendricks has saved a personal search and added it to her favourites. She hovers the cursor over the list on the left in the main window to view its search criteria. The search criteria are “FLAG (“Personal: Urgent”)” and “RESPONSIBLE(“Me”)”. This means that the list displays all records to which Hannah has added the "Urgent" flag and for which she is responsible.
Retain search field visibility in lists
The search lists can remember if the search fields were displayed or hidden the last time a list was shown. When a list is chosen on the left side of the main window, the search fields will appear in the same way as when the list was last viewed.
It is always possible to toggle the search fields by clicking the Advanced search menu item in the main window ribbon.
The option to retain search fields is found on the “Settings” tab. Click the Setup menu item and then select the “Main window” tab in the dialogue. Tick or untick the box “Always hide my search fields when I change lists” to select the preferred search field display option.
Naming searches performed in unit lists
When you perform a search in a unit’s inbox, desktop, or archive, F2 does not automatically show from which unit’s list the search was performed. It is up to you to give the search a title that takes the name of the unit into account.
The reason for this is that users can be associated with multiple units, and F2 does not automatically show the name of the unit list in which the search was performed. This applies to both your personal searches and to fixed searches for units created by a user with the “Search administrator” privilege.
Example:
Holly Rogers has several job roles and thus access to the inboxes, desktops and archives of several units, including the HR unit. Holly now performs a search in HR’s inbox using the search criterion record manager: “Holly Rogers”.
Holly wants to save her search. Since F2 does not show which unit list Holly performed the search in, Holly should include the name of the unit in the search’s title. A title such as “Records in the unit’s inbox with me as manager” is too general and does not show in which unit the search is performed. Instead, Holly saves the search and names it “Records in HR’s inbox with me as manager”.
| Personal searches (e.g. searches in “My inbox”, “My desktop”, and “Archive”) correspond to the user’s current unit. This applies to unit flags, deadlines, read/unread, etc. |