When you submit your search criteria by clicking the GO button for either a Quick or Advanced search, all records that meet your criteria appear on the Workflow Search Results page. There are two types of Search Results pages - Paging Search Results and Scrolling Search Results. The default is controlled by your IQ System Configuration Setting. You can click the Switch Grid Type action to switch between the Paging and Scrolling Search Results. After switching between grid types, you will need to execute a new search. Note: The Switch Grid Type action does not appear if your IQ System Configuration Setting has been set to Only allow the Scrolling Grid.
The Paging Search Results shows summary information about each record found including the ID, who opened the workflow, template name, current step and status, who the workflow is assigned or queued to, dates, age, queued time, workflow codes, and priority. If the workflow is queued to more than one user or group, the group name(s) will appear first followed by the individual users in the Step Status column. Note: If your IQ database is setup for archiving and the workflow record has been archived, the Step Status column will contain Archived.
The number of records found appears in the page title. A message will appear if the number of records found exceeds the limit set in your System Configuration Settings. Each record is numbered sequentially, and the sequential number is shown in the # column. The number of records appearing on one page is shown in the # per Page field below the title. To change this number for the current or future Workflow Search Results, clear the field, type a different number, and press the TAB key. IQ will retain this number until you change it or your System Administrator resets it with the Configure option. Note that the more records per page, the longer it takes to display the results.
Use the scroll bar or the DOWN ARROW key to move to the bottom of the page. Click the > link or Page Down button to view the next page; click the < link or Page Up button to view the previous page. To go to the end of the list, click the >> link; to return to the beginning of the list, click the << link. Links are unavailable if there are no additional pages or if you’re at the end or beginning of the list.
If you don't find the Workflow record you're searching for, click the Modify Search link at the top of the page to add or remove search criteria. To save the search as a My Link click the Save Search link. The Analyze All By... link provides a quick and easy way to analyze all of the records in the current search results by providing a list of workflow fields at the top of the search results page. When you click a field link, IQ displays the results in a bar graph in a new window. For each row in the graph, you can click the magnifying glass icon to view a list of the analyzed Workflow records. In addition, you can click the paper and pencil icon for a dialog of actions which can be applied to the selected row of analyzed Workflow records.
If there is a primary person associated with the workflow, it appears in the Primary Person column along with a count of other attached People records and a count for other attached with Mail records. The Primary Person also appears in the People column (with an asterisk next to it) along with the first four attached People records. If there are more than five People records attached to the workflow, the text "and 3 more..." appears below the fifth name in the People column. Note: If the People record for the Primary Person does not contain name information (i.e. Prefix, First or Last), then IQ will display the first line of the Organization. If neither of those exist, then IQ will display the People ID for the link in the Primary Person and People columns.
The first line of the Organization (if there is one) appears slightly indented and in italics below the attached person's name. If the Primary Person or other attached People contain workflow related Mail records for the Workflow, that count appears in parenthesis next to each name in the People column. You can click the link in the Primary Person or People columns to go to the People panel of the workflow record.
If the workflow template is set to display one or more data fields, that information will appear in its own row below the workflow ID and Primary Person columns. The names of the first three attached files and documents are also displayed in their own rows. The padlock icon appears next to each attached document if record security has been turned on in your IQ System Configuration Settings. Click the file name or document name link to open the attached file or document. A "...(more)" link appears if the workflow contains more than three attached files or documents. Clicking the "...(more)" link takes you to the Attachments panel or the Documents panel in the workflow record where you can view the additional attached files or documents.
You can customize the display of the Workflow Search Results page by selecting columns to Hide or Show. A plus sign (+) appears when you place the mouse cursor above a column heading, if the column can be hidden. Right click and select the column name in the pop-up to hide the column. To display the column, right click in a column heading and a list of hidden columns will appear. Select the check box for the column names that you would like to display and click the Show button. Generally, the check box, number and ID columns can not be hidden. Your settings for hidden columns will remain until you change them.
Click a column heading to re-sort the search results by information in that column. IQ retains the selected column sort until you change it. The Template column will sort by the workflow template name as well as the selected Data Field value, if you select a Data Field in the Name Extension field in the Workflow template. Note that clicking the WF Code column heading will re-sort the search results based on the first workflow code for each workflow record. To access a record in the list, click the ID link to go to the Workflow Record page. If you've selected multiple records, select the Edit action to access the first record. Then, when you're finished with that record, select the Next action to open the next selected record. The next record will open to the same panel as the last panel used.
The Actions panel at the left of the page displays all available actions for records in the Search Results. Some actions are unavailable until at least one record is selected by clicking in the check box next to it. You can perform actions for multiple records that appear on this page. Select the check box next to one or more records (or click the Select All link to select all found records), and then select an action for those records. Actions include such things as adding a workflow, assigning workflow codes, adding step notes, updating data fields, sending mail to primary person, acquiring ownership, changing close status, completing a step, reassigning workflows, analyzing selected records changing record security, deleting workflows, downloading files, printing a quick report, saving a list, or archiving and restoring workflow records.
You can run reports for all or selected records found with the search and appearing on the Search Results page by selecting the Print action. Printing options let you format your output as HTML, Word, or Excel. Check the Print Each Row on New Page check box to print one row per page when printing your output as HTML. This option does not apply to the Word or Excel output formats.
You can save your search results to a workflow list by selecting the Save as List action. When you select this action, you create a workflow list containing the records that were found with your quick or advanced search. To save your results to a list, select individual or all records and then select the Save as List action. Name the list and click the Save button. The list appears when you click the Lists submenu link and is identified with a Method of Personal.
You can also create a People list from your search results by selecting the People List action. This creates a list that contains only the primary People record for each workflow record found with your quick or advanced search. The resulting list will not include Agency Contacts or non-primary People used in the Workflow record(s). A People list is useful if you want to send mail to people based on their workflow history. Options for the People List action let you include or eliminate members of the same household or people living at the same address if they had workflow records that were located with your search.
The Scrolling Search Results provides a faster way to access and view a large number of Workflow records by eliminating the need to select the number of records per page. As you scroll, using your mouse or keyboard, IQ continues to retrieve and display the Workflow records in the search results. You can control the vertical size of the Iframe by clicking the + or - buttons that are located in the upper right corner of the search results.
Most of the available actions are located in buttons and checkboxes at the top of the page instead of the Actions panel. You can select a single or multiple Workflow records by selecting the individual checkboxes. Select the All checkbox if you would like to perform an action for all of the records in the search results. Or you can select a range of records by clicking the Range checkbox and entering the ranges with dashes (1-6), commas (9,11) or both (1-6,9,11) and then clicking the Submit button. To view just the selected records, select the View # Selected checkbox. To return back to the full search results, deselect the View # Selected checkbox. Select the AutoLoad checkbox to load all of the records in the Search Results without scrolling. Deselect the Autoload checkbox to stop loading the records. Note: The AutoLoad action is recommended for loading 10,000 records and less. Select the Print action, in the Actions panel, to print the loaded search results.
The sorting of the Scrolling Search Results is controlled by two drop-downs where you can pick the sort field (i.e. Assigned To, Due Date, etc.) and the sort direction (A-Z for Ascending or Z-A for Descending). In addition, there is a View option that allows you to select the layout of the data. The Simple View shows the sequence number, Workflow record ID, Template name, current Step, Primary Person, who the record is Assigned/Queued to, workflow Codes, the Opened, Queued and Revised dates, Attachments, Other People, Mailed Letters, and Data Fields. The Simple View also contains commonly used actions - Add Step Note, Send Info Copy, Mail Primary, Complete Step, Acquire, Reassign or Release ownership, Attach File, Attach Document and Scan. These actions can be hidden by selecting the Simple View No Actions or Detail View No Actions. The Detail View contains the same information as the Simple View, along with additional information in the Opened, Queued and Revised date columns.