Product documentation
Advanced Search offers the option to save searches, making it even quicker to get to the desired result(s). With a saved search you can quicly re-select your often needed search-criteria, or even use them as your default starting point.
Creating a Saved search is easy: first set all filters, search settings and/or search text on the form, to get to the search criteria you want to save. Once all has been set, simply click on the save icon at the top of the form (slightly left from the text search bar). A form will pop up where you can give the search a name. As Saved searches are company specific, we do recommend including the company in the name. The pop-up also gives the option to set this saved search as the Default search and to save context information.
A Saved search can be used to get the desired result immediately, but can also be used as a starting point, as it's possible to just add additional filters and/or search text. These changes will not affect the saved search, unless they get explicitely saved (under the same name or a new one).
When changes have been made to a saved search, a star will appear next to the saved search name at the top of the form, to indicate that changes have been made that have not (yet) been saved.
Note
The bar at the top of the form shows the name of the saved search that is used on the form (if any, as it could be a 'blank' search which is indicated by the term 'Initial search'). With the drop down arrow, a list can be opened of all saved searches available to the user for that form, with a section for the most recently used ones at the top, and a section below it with the full list. Simply select a saved search from this drop-down list, to apply it to the form.
The search form can then be used as usual: adding or removing more criteria to the saved search to get to the desired result.
A Saved search can be set as the default search for a form. When a user sets a specific saved search as their default, that saved search will always be applied immediately when opening that form by that user. The user can then modify the search in any way they need, or change to other saved searches, without affecting the default saved search itself. As mentioned earlier: if changes are being made on the form when a (default) saved search is active, this is indicated by a star next to the saved search name, after which you have the choice to save these changes to the existing saved search or a new one (with the Save button) or to simply abandon/reset the search.
Note that when the search form is reset (either via the reset button or a refresh of the browser), the search will reset to the default saved search.
It's possible to share saved searches with other users via Search user groups. A search that is shared with a Search user group, will be available to all users in that group via the drop-down. These users can then make use of the shared Saved search, including using it as their own default search and as a base search to make changes to and then save it under a new name for themselves.
Note that a Saved search can be shared with multiple Search user groups.
Navigate to: System administration > Setup > Advanced search > Search user groups
Simply add a new Search user group by using the 'New' button, give it a unique name and fill the description (as the description is used when assiging the user groups to saved searches).
Then on the 'Users' tab, add all users that should be included in this group.
The 'Saved searches' tab is information only and shows which Saved searches the Search user group is used on. It also shows if a shared saved search is used by anyone in the group as the default search and if it is linked to (at least one) workspace. This information can be especially usefull when trying to delete a shared saved search (as if may be blocked from deletion until it is not used a default search nor on a workspace element).
To share a Saved search with a user group, open up the settings on a Search form (with the little cogwheel) and select the third tab: Saved searches.
Under the 'Share with' column, select the user group(s) with which to share the selected Saved search.
Managing Saved searches on an individual basis is done via the Saved searches tab under the Settings on the search form. Here you can adjust the settings for the user groups, set or deselect default searches, delete a saved search etc.
For a full overview, there is also an inquiry available: Product information management > Inquiries and reports > Advanced search > Saved searches. This inquiry shows all Saved searches, including information on if they are used as a default, on a workspace, shared with user groups, when it was last run and even the used search criteria stored in the saved search.