Search

Search screen

The Search screen allows searches to be conducted on user-accessible requests and actions. The search criteria can be saved as a view so that the user can quickly display the search results without having to repeatedly fill out the search form (see Save as view for more information).

By default, only requests initiated by the user and actions performed by the user will be listed in the search. This applies to all user types, including process supervisors, managers, and administrators.

In Supervisor mode, more search options are available, and the search will be performed for all activities of the processes the user supervises (see the Supervisor mode section below for more information).

By checking Customizable report (under Advanced view in the Display section), the search results will be displayed in a customizable format, which gives the user control of how the results are organized.

By checking Display approval buttons, Quick approval buttons will appear next to validation actions if Quick approval has been enabled. This option is only available when searching in User mode.

Search form

Click Requests to search requests or Actions to search actions. The search form is in User mode by default and includes the following search filters:

Button / Field	Description
Requests	Define a search for requests
Actions	Define a search for actions
Access mode	Switch between User and Supervisor search modes (see the next section, Supervisor mode)
Request #	Filter by request number
State	Filter by request state: All, In test, or Active
Status	Filter by request or action status: All, All except closed (cancelled), Open, Closed, Closed (completed), or Closed (cancelled)
Date	Filter by date: Of creation, Of closing, or Limit
Period	Filter by a predefined period
Or from... to...	Filter by a date range (click the fields to display a calendar date picker)
Category	Filter by process category
Process	Filter by process name
Version *	Filter by process version
Data **	Filter by process data values ✏️ Note: The does not contain operator excludes NULL values.
Advanced view	Display results in a customizable report Display paging ✏️ Note: The server-side paging feature does not support some of the existing Advanced View functions such as Export grid, View chart, and Column filtering. Display Quick approval buttons for validation actions (actions search in User mode only)
Action display (actions search only)	Hide action numbers in search results

* Available when filtering by process or in single-process search mode.

** Available when filtering by process or in single-process search mode; available in multi-process mode if common process data has been set up by your WorkflowGen Administrator.

By default, the search can filter only by the actions of which the user is a participant. In Supervisor mode, the search can filter for any action of the selected process of which the user is a supervisor (see the next section, Supervisor mode).

Supervisor mode

In Supervisor mode, the following additional search filters are available:

Field	Description
Requester’s last name (requests search only)	Filter by the requester’s last name
Requester’s username (requests search only)	Filter by the requester’s username
Assignee’s last name (actions search only)	Filter by the assignee’s last name
Assignee’s username (actions search only)	Filter by the assignee’s username
Participant	Filter by participant (global or process) in all processes the user supervises
Past due (days)	Filter by requests or actions that are past due by the number of days specified in the drop-down list
Not assigned (actions search only)	Filter by actions not yet assigned
To accept (actions search only)	Filter by actions to accept

Search results

Request list

Columns	Remarks
Request #	Request number; click the icon to display the request form in Quick view, or click the number to display the form information screen
Process	Process name
Launched	Request creation date
Closed	Request closure date
Time limit	Request deadline
Additional data elements	Any additional associated data elements (as defined by the process designer) will appear as extra columns in when in single-process view

The results list allows drag-and-drop reordering of columns. Column order is specific to the user and is retained thereafter.

Action list

Columns	Remarks
Request #	Request number; click the icon to display the request form in Quick view, or click the number to display the request information form
Process	Process name
Requester	Requester name
Action	Action name; click to open the action information form
Launched	Action creation date
Closed	Action closure date
Time limit	Action deadline
Additional data elements	Any additional associated data elements (as defined by the process designer) will appear as extra columns when in single-process view

Save as view

The current search results can be saved as a view by clicking the Save as view button displayed above the search results. See the Views section for information on how to use views, and the Dashboard pop-up panels section to find out how to turn saved views into pop-up panels on your Dashboard.

Fields	Remarks
Name	Name of the new view
Replace	Select an existing view to replace
Display link in the home page	Display this view on your home page
Share with participants	Select which participants to share this view with