The Advanced Search page provides a list of workflow fields on which you can search. Enter information in as many fields as you want, and click the GO button to begin the search.
Fields on the Advanced Search page let you enter as much criteria as necessary to find the workflow record or records you're searching for. Remember that when you enter criteria in more than one field, the advanced search finds records that meet all the criteria (an AND rather than an OR search). For example, if you enter criteria in the Queued/Assigned To, Template, and Code/Category fields, the search will return only those workflow records that meet all these criteria. Records with matching criteria in only one or two of the fields would not be returned.
Six fields let you make multiple selections: Queued/Assigned To, Opened By, Once Owned By, Template, Code/Category and Closed By. To enter multiple codes, you can type one per line or you can click the search icon next to the field to search for and select multiple codes from the dialog list box.
The following fields are available for an advanced search: Application, Workflow Status, Step Status, Search Text in, Queued/Assigned To, Opened By, Once Owned By, Template, Code/Category, Date Ranges, User Defined Field, Current Step, Workflow List, Topic Subject, Topic Text, Priority, Closed By, Closed Status and Workflow People. In addition, there is an option to Show Phones on the Search Results. When you select this option, IQ displays the primary communication information (email address and phone numbers) for the associated People records.
IQ automatically displays the last workflow template you selected. Click in this field to select another application. Any associated user-defined fields will appear below this field if they have been selected in the workflow template record.
Click in this field and select one of three workflow status codes: Open/Closed, Open, or Closed. When you select Closed, the search returns all workflows with a status code that’s been identified as a closed code in the file. Select Open/Closed to find all workflows regardless of whether they are open or closed.
Steps can be active or queued. An active step is one a user has accepted assignment of. A queued step is one that has been routed to one or more users and is waiting for assignment. The first person who opens a workflow that's been routed to him has the opportunity to accept assignment of the queued step. It becomes an active step for him if he accepts assignment; it remains queued if he does not. Click in the Step Status field to choose whether you want to search for all steps, only active steps or only queued steps.
You can search for workflow with a word or text string
located in attached files, as well as in the Comments,
Notes (Workflow and Step), and
user-defined fields. Select one or more check boxes to indicate where
you want to search for the text and type the string in the For
field. If you select more than one of these check boxes, an implied OR
search is performed
Type the word for which you're searching in the For field. If you're searching for a phrase, enclose the words in braces { }. You can also use parentheses to organize the logic of your search, for example "(apple AND oranges) OR fruit". You can use $ for word stemming, for example $speak finds words like SPEAK (SPEAK, SPEAKS, SPOKE and SPOKEN. The % allows you to search for words which begin with (appl%), end with (%tion) or contains (%part%) a string. For example, appl% finds words which begin with APPL (APPLE, APPLICATION, and APPLY).
Use the following operators to limit your search.
|
AND |
Use AND to search for workflow with at least one occurrence of each term. |
budget and taxes |
|
OR |
Use OR to search for workflow with at least one occurrence of any term. |
budget or taxes |
|
NOT |
Use NOT to search for workflow with one term and not another. |
budget not taxes |
|
NEAR |
Use NEAR to search for workflow with terms that are near to one another. |
budget near taxes |
|
ACCUM |
Use ACCUM to search for workflow with at least one occurrence of any term and rank according to the number found. |
budget accum taxes |
When you do a text search, each retrieved record is
given a numeric ranking
This field lets you search for workflows that are queued or assigned to an individual user, to multiple users, or to all members of a group. Click in the first field to select Users, Groups, or Groups with Members and then click the search icon next to the second field to select from a list of users or groups. When you search for workflows queued to a group, the results will include only workflows queued using the Queued to Group feature. Workflows queued to individual users who happen to be part of the group you're searching for will not be returned with a group search. Select Groups with Members to find workflows queued to a specific group or groups and also to any members of those groups.
Clear this field to include workflows queued or assigned to all users. Whether you find queued, assigned, or both depends on your entry in the Step Status field.
Your ability to select staff members and groups may be restricted based on your access rights. Contact your System Administrator or IT Consultant regarding changes to your access security.
The Opened By field lets you find all workflows that were opened by one or more users. Click the search icon next to the field to select from a list of users.
The Once Owned By field allows searching for workflows that were ever owned by the selected user(s) regardless of whether the user is or is not the current owner. The list of users that appears when you click the lookup icon contains both active and suspended users. Suspended users are displayed with "(SUSPENDED)" next to the user name.
Click the search icon next to this field and select a template to limit your search for only those workflows created using that template. This lets you find only "case" workflows, for example. You can select multiple templates.
The Code/Category field lets you search for workflows containing a particular code or category. Click in the first field and select Code or Category. Click the search icon next to the second field to go to a dialog list box and select from a list of active codes or categories. You can select multiple codes or categories. Leave the second field blank to search for workflow records with any code or category.
If you work on or manage a large number of workflows, you may not want to find all of them at one time. Instead, you can choose to review only those workflows that were opened or closed or that have a due or remind date within a certain date range.
You can select a range for one or more of the following dates: Opened, Closed, Due, Step Due, Step Remind and Revised. The Opened date range also provides a checkbox to Include Reopen Date. Enter a date in the From and To fields by typing the date or by clicking the calendar icon next to the field and selecting a date from the calendar that appears. If you leave the To field empty, the search finds all workflows from the date in the From field to the current date. If you leave the From field empty, the search finds all workflows before and on the date in the To field. If you enter more than one range of dates, records must meet all date criteria in order to be located with the search. For example, a search for workflows opened from 6/1/07 to 7/1/07 and workflows closed from 6/1/07 to 7/1/07 will locate only those workflows that were both opened and closed during the month of June.
If you have workflows that contain user-defined data fields, you can search for information entered in those fields. Click in the User-Defined Field & Value field to display a list of all templates and user-defined data fields. Click one to select it and return it to the field or fill in the field by typing a letter to enter the first template/user-defined field that begins with that letter. Type the letter again to enter the next template/user-defined field beginning with that letter. Note: If you would like to search for archived user-defined data fields, select the Include Archived checkbox.
In the second field, type the data for which you are searching. Type a percent sign (%) in the second field to find all workflows with any data in the user-defined field you select. If you're searching on a user-defined field that limits data entry to template-defined values, you must enter the value, not the translation, in this field. For example, search for VA, not Virginia, in a user-defined field that requires entry of state codes.
The Current Step field lets you search for all workflow records that are currently in a selected workflow step or steps. Click in this field and select a step or steps to limit your search to a selected step of a template. Using this field in conjunction with other fields can help you narrow your search, for example, all Request workflows that are still in the first step and were opened more than a week ago.
The Workflow List field lets you find records in a previously selected list. Click in this field to view all lists, and click a list to select it. You can filter the selected list by entering criteria in other fields on this page.
You can search for workflow that contain a word or text string located in the Discussion Topic subject. Type the word or words for which you're searching in the Topic Subject field. If you're searching for a phrase, you do not need to enclose the words in braces { }.
You can search for workflow that contain a word or text string located in the Discussion Topic text or replies. Type the word or words for which you're searching in the Topic Text field. If you're searching for a phrase, you do not need to enclose the words in braces { }.
This field defaults to All priority levels. Click in the Priority field and select the priority level of the workflow(s) that you are searching for.
The Closed By field lets you find all workflows that were closed by one or more users. Click the search icon next to the field to select from a list of users.
The Closed Status field lets you find all workflows that contain one or more closed Workflow Status codes. Click the search icon next to the field to select from a list of available closed Workflow Status codes.
The Workflow People field allows you to find workflows that contain an associated People record. Click in this field and type one or more names each on a separate line. If you enter more than one name, IQ will perform an OR search. You can also click the lookup icon to search for People records using your default People Quick Search on the Select People for Workflow Search dialog. Click the Primary People Only checkbox if you want to limit the search to People records that are marked as Primary. Select the Show Phones checkbox if you would like the search results to display phone numbers for the People records.