Managing search results

On web portals, two main views are available for search results:

  • The list view, which presents a block-by-block display. This view offers restricted search options. As such, only sorting options are available.
  • The table view, which presents a detailed display of results. This view offers more search options.

The views available differ depending on the search screens.

When results are displayed in list view, a block by result is displayed and each block contains the details of the lines contained within the block.

The Expand all or Collapse all button, located on top of the results table, can be used to expand or collapse all the results displayed to show or hide details.

A quick search field is available on top of the results table. The search starts as soon as one character is typed and the results are filtered automatically.

From the header of the screen, you can also sort the blocks. Click on on the right of the search field in order to display sorting options:

Sort headers

Allows you to sort information available in the header of each block. This sorting modifies the order of blocks.

The option displays a window to manage the sorting options. The Columns available option displays the various criteria on which a sorting is possible. Use the search field to quick find a criterion. The search is started as soon as the first character is entered and the criteria of the Columns available are consequently filtered.

Move it to the Sorted columns section on each criterion you want to sort:

  • If you apply multiple criteria, set the order of criteria by selecting them and moving them;
  • For each criterion, click on the sorting icon so the sorting is done by ascending / alphabetical order or by descending / inverse alphabetical order. ;
  • To delete a criterion, click on for the desired criterion.

Click on Apply to sort the elements according to the selected criteria.
Sort content

Allows you to sort the lines available in each block. This sorting modifies the order of lines in each block but does not modify the order of blocks.

The option displays a window to manage the sorting options. The Columns available option displays the various criteria on which a sorting is possible. Use the search field to quick find a criterion. The search is started as soon as the first character is entered and the criteria of the Columns available are consequently filtered.

Move it to the Sorted columns section on each criterion you want to sort:

  • If you apply multiple criteria, set the order of criteria by selecting them and moving them;
  • For each criterion, click on the sorting icon so the sorting is done by ascending / alphabetical order or by descending / inverse alphabetical order. ;
  • To delete a criterion, click on for the desired criterion.

Click on Apply to sort the elements according to the selected criteria.
Default sorting Click on this option to go back to the default sorting.

When search results are displayed in a table from the search screen of a portal, a results table is displayed at the bottom of the screen.

A maximum number of 500 results can be displayed in a search. Those results are displayed in pages for which the number of lines displayed per page can be selected from the N. of lines / page drop-down list at the bottom of the table. 100 lines per page can be displayed at the most.

Note

Exporting to Excel allows you to export more than 500 results. For more information about exporting to Excel, refer to Exporting to Excel.

To navigate from one results page to another, use the and arrows at the bottom of the screen.

A quick search field is available on top of the results table. The search starts as soon as one character is typed and the results are filtered automatically.

On the right of the quick search field, the icon allows you to refresh results.

In the search results, the Actions column contains icons used to perform actions on the results. Click on an icon in order to perform the related action.

The icon allows you to open a result.

By default, the Actions column is the last column of the table but it stays visible on the right of the table. If needed, it can be moved to the left using the icon on the right of the search field then Manage columns (see Managing columns).

To open a search result, click on the icon in the Actions column on the desired line. On the Purchase Portal, the Sales Portal and the Help Desk Portal, you can open the result in a new tab by Ctrl-clicking on this icon.

Depending on the object type, either the record sheet of the object opens, or the form of the object opens in a pane on the right.

To return to search results:

  • If the record sheet of the object is opened, click on the name of the object type (or the name of the saved search) in the upper bar of the object screen or go back from your web browser.

  • If the object is opened in the pane on the right, click on Close from the pane.

From the record sheet of an object, the and arrows are available in the upper bar of the screen in order to browse through the objects listed in the search results. If only one object matches the criteria specified for the search, the arrows are then not available.

To manage columns displayed in the search results table, click on on the right of the search field then on Manage columns.

Select one of the following options:

Set up columns

Opens the column setup window:

  • On the left, the list displays columns available to be added to the table.
  • On the right, the list displays all the columns displayed in the table. Select a column in the list then drag and drop to modify the order of the columns of the table.

Click on the or to show or hide a column.

In the list of the columns displayed in the table, various options are available:

  • indicates that the column is not frozen;
  • indicates that the column is frozen to the left;
  • indicates that the column is frozen to the right;
  • indicates that the column is frozen to the left and to the right. When moving the left or to the right, the column moves in order to stay visible every time.
  • allows you to move the column to the first position of the table;
  • allows you to move the column to the last position of the table.

Click on Apply to take into account the modifications.
Default value Allows you to go back to the default columns and order.
Adjustment of columns Automatically applies the default width for columns.

You can sort the data displayed in the search criteria table by clicking on the header of a column:

  1. The first click sorts data in ascending or alphabetical order on the values of the column.
  2. The second click sorts data in descending or reverse alphabetical order .
  3. The third click cancels the sorting.

When a column is sorted, a digit is added to the right of the sorting icon or to indicate the sorting order. The data is first sorted on the column ranked 1, then on the column ranked 2, and so on.

The sorting of columns can also be set up from the icon on the right of the search field then in Sorting columns > Set up sorting. The sorting window opens:

  • On the left, the list displays columns available to be sorted.
  • On the right, the list displays all sorted columns. Select a column in the list then drag and drop to modify the sorting of the columns of the table.

To cancel the sorting for all columns at once, click on on the right of the search field then go to Sorting columns > Remove sorting.

The conditional formatting feature is used to apply a particular formatting (color, font) to results that respect a previously defined condition, in order to visually showcase those results compared to the others.

To add a conditional formatting rule:

1 At the top right of the results table, click on then on Conditional formatting.

The Conditional formatting window opens.

2 Click on .
3 Enter the condition:
Field Description
If

Enter the condition on which the condition will be based.

The conditional formatting will be applied whenever this column respects the rule. Otherwise, the conditional formatting will not be applied.
Clause Enter the type of condition that the column specified in the If field must respect for the conditional formatting to be applied.
Value

Enter the value linked to the selected clause.

Example

I entered:

  • the Title column in the If field;
  • the contains clause;
  • the invoice value.

The conditional formatting will apply on all search results which title contains invoice.

If the column selected in the If field corresponds to a date, you can enter a fixed date under the following format: DD/MM/YYYY, or you can specify a date in a set amount of time or before a set amount of time by adding the following expressions to the value:

  • D+ or D- for days (ex: D+10 to set the date in 10 days).
  • W+ or W- for weeks (ex: W-2 to set the date to 2 weeks before today's date).
  • M+ or M- for months (ex: M+3 to set the date to 3 months after today's date).
  • T+ or T- for quarters (ex: T+1 to set the date to 1 quarter after today's date).
  • Y+ or Y- for years (ex: Y-1 to set the date to 1 year before today's date).
Case-sensitive

Check this box if you want the conditional formatting to be applied only when the case (lowercase and uppercase) matches the condition. However, uncheck this box and the case will not affect anything.
4 Enter the condition formatting that will be applied when the condition is respected:
Field Description
Color

Check:

  • The line to apply the conditional formatting on the whole line;
  • The cell to apply the conditional formatting only on the desired cell.

Specify the color of the conditional formatting to apply.
And the font in

Specify the color and check the font formatting desired.

This formatting is either applied on the whole line or on the cell you specified.
5 Click on Validate then Apply.

The conditional formatting rule is added.

The order in which the rules are applied is from the top to bottom in the list. You can drag and drop rules to modify the order.

To delete a rule, click on on the right of the rule.

The search results displayed are limited to 500 lines maximum. The search results export to Excel allows you to export more than 500 results.

To export all results corresponding to the specified criteria to the Excel format, click on on the right of the search field then on Export to Excel.

Select one of the following options:

Export all (only displayed columns) Exports all results matching the entered criteria, with only the columns set up in the results table.
Export all (all columns) Exports all results matching the entered criteria, with all available columns, including hidden ones.
Export selected lines (only displayed columns)

Exports selected lines, with only the columns set up in the results table.

This option is available only if one or multiple lines are selected in the results table.
Export selected lines (all columns)

Exports selected lines, with all available columns, including hidden ones.

This option is available only if one or multiple lines are selected in the results table.

Categorization is used to gather search results based on a common criterion. Each category is represented by a header line on which it is possible to click in order to fold or unfold the results with this criterion in common.

Example

For example, if you categorize the search results by customer, the table will contain a header for each customer that you can unfold in order to show the list of results associated with the customer.

Categorization can also be based on multiple criteria. In that case, categories will be placed inside each other depending on an order you can define.

To categorize results:

1 Click on at the top right of the results table.
2 Go to Categorization > Categorize....
3 Move to the column on the right each criterion the categorization must be based on.
4 If several criteria are included in the categorization, define the order because the categories in the search results are ranked according to the order you defined in this list. For example, if you set two categories, the second category will be placed inside the first one.
5 Click on:
  • the icon to get a sorting per alphabetical order (ascending or descending) on the values of the desired categorization criterion;
  • the icon to get a sorting in numerical order (ascending or descending) on the number of results in the desired categorization criterion.
  • the icon to select an option when the categorization criterion is a duration or a number.
6 Click on Apply.

The categorization is applied to the results.

Tip

You can fold or unfold all categories:

  • by going to > Expand All or Collapse All;
  • By using the keyboard shortcut CTRL + Shift + Down arrow (or command + SHIFT + down arrow on Mac) to expand all categories;
  • By using the keyboard shortcut CTRL + Shift + Up arrow (or command + SHIFT + up arrow on Mac) to collapse all categories;

To delete the categorization, go to > Categorization > Delete categorization.