Using and managing saved searches

A saved search is used to save a certain combination of filters in order to reuse them later. The columns display (order, categorization, sort, conditional formatting, etc) is also kept in the saved search. When a saved search is created, the user who created it becomes the owner of it, meaning only that user can modify or delete it. A user who connects to a portal only has access to their own searches and cannot see searches of other employees, unless some searches were shared to them. Indeed, a saved search can be shared to employees, users profiles and work groups to allow them to use this search and even modify it.

Saved searches can be accessed from the search screen in the drop-down list on the right side of the filters. A saved search can be added as favorite to make it available as a shortcut from the Favorites menu.

When created, a saved search can be modified:

  • Directly from the search on the search screen, to modify filters and the columns display (order, categorization, sorting, conditional formatting etc).
  • from the Favorites > Administration, to modify the search options, especially the sharing options.

Note

Saved searches are available only on Project, the Purchase Portal, the Web Portal, the Help Desk Portal and the Sales Portal.

1 From the search screen, specify the desired filters, whether quick access filters or advanced search filters.
2 Click on on the right side of the filters.
3 Fill in the following information:
Field Description
Saved search name Specify the name of the saved search.

Favorite icon

To customize the icon linked to the favorite, click on the icon selection button and click on the icon of your choice.

You can search for an icon by using keywords in English or by clicking on an icon category.

(Start search automatically)

Enable this option () if you want the search to be started automatically when the saved search is used.

If the option is inactive (), the search interface with the saved filters are displayed when the saved search is used. The search has to be started manually.

In the case of the search is shared, this option is different for each user and its modification does not affect the search for the others.
(Search added as favorite)

Enable this option () to add the saved search to favorites. This search will then be accessible from the Favorites menu.

If the option is disabled (), the search is only accessible form the icon of the search screen.

In the case of the search is shared, this option is different for each user and its modification does not affect the search for the others.
(Search to use as home screen)

Enable this option () if you want the search to be displayed automatically on the home screen after logging in to the portal.

One search at a time can be used as home screen and each user can set their own. In the case of a shared search, this option is different for each user and its modification does not affect the search for the others.

If you have enabled the automatic start of the search , this search will start automatically after logging in. Otherwise, the search will still be displayed but you will need to start it manually.

If this option is disabled (), the search is not used as home screen.

Important

The login address to display the saved search as home screen is only the address of the type https://yourdomain/akuiteo/apps/xxxxx/. For example, if you want to access the Help Desk Portal through another address (such as an address ending with #/homepage or #/issues), the search will not be displayed. Instead, the address that should be used is https://yourdomain/akuiteo/apps/support/.
4 Click on Save.

The saved search is created. The search icon turns green to indicate that a search screen is displayed.

To find this search, open the drop-down list on the right of the filters. If the search was added as a favorite, it will also be accessible from the Favorites menu.

1 Select the desired saved search.

The icon of the search becomes green .

2 Modify the desired information. You can modify:
  • The name and icon of the search;
  • Options , and (these options are automatically saved at each modification);
  • Search criteria;
  • Categories;
  • Columns order and sorting;
  • Conditional formatting rules.

The icon of the search becomes to indicate that the search displayed contains modifications.

3 Click on and modify the information of the saved search.
4 Click on:
  • Save to take into account the modifications. This button is displayed only if the search is not shared.
  • Save for all to take into account the modifications. This button is displayed only if the search is shared and the user has the right to modify the search. The search owner is mentioned in the window.
  • New search to duplicate the current search and save modifications under a new search. In order to click on New search, you must have modified the search name.

The saved search is modified or the new search is created.

Saved search administration allows you to manage, modify and share all saved searches created. This screen is also used to modify the display order of searches and/or favorites.

To access search administration, open the Favorites menu > Administration.

Favorite to use as home screen

The Favorite to use as home screen field allows a search to be displayed automatically on the home screen after logging in on the portal.

To set a search as home screen, enter it in the field.

One search at a time can be used as home screen and every user can set their own.

If you have enabled automatic start of the search , this search will start automatically after logging in. Otherwise, the search will still be displayed but you will need to start it manually.

Important

The login address to display the saved search as home screen is only the address of the type https://yourdomain/akuiteo/apps/xxxxx/. For example, if you want to access the Help Desk Portal through another address (such as an address ending with #/homepage or #/issues), the search will not be displayed. Instead, the address that should be used is https://yourdomain/akuiteo/apps/support/.
Categorize favorites

The Categorize favorites list in the menu option allows you to, when enabled, to display saved searches put in favorites categorized by menu.

When the option is disabled, the saved searches put in favorites are displayed without categorization.
Favorites list

The Favorites list part, on the left of the screen, displays all the saved searches created. The display order of those searches corresponds to the order of saved searches in the drop-down list on the right of the filters, but it also corresponds to the display order of searches added as favorites.

In this list:

  • The icon is used to identify saved searches.
  • The icon is used to enable automatic start of the search for the connected user. When that option is enabled, the icon becomes dark . In the case of a saved search, this option is different for each user and its modification does not affect the search for the others.

Reference

For more information about automatic start of searches, refer to Creating a saved search.

  • The icon is used to add the search as favorite for the connected user. When the search is a favorite, the icon becomes dark and the search is accessible as a shortcut from the Favorites menu. In the case of a saved search, this option is different for each user and its modification does not affect the search for the others.

To modify the searches order, select the search then drag and drop it to the location desired in the list.

Tip

Use the search field to quickly find a search in the Favorites list. The search starts as soon as one character is typed and the results are filtered automatically.
Setup

The Setup part, on the right of the screen, displays the details of the search selected from the Favorites list. For each search saved, the information entered when creating the search can be modified, and sharing options can be defined.

Reference

For more information on sharing a saved search, refer to Sharing a saved search.

Make all the desired modifications and click on Save to update the information.

Click on Delete and confirm the deletion to delete the search.
DMF 160304 TOOLS SEARCHES LINK PROFILES

When a user creates a saved search, they become the owner of it, meaning only that user can modify or delete it. However, a saved search can be shared to other employees, user profiles and work groups so that they can use this search and even modify it.

Sharing a saved search is defined from search administration, in the Favorites menu > Administration.

1 Click on a saved search from the Favorites list part on the left.
2 In the Setup part, enter the fields of the Sharing section.
Field Description
Employees

Select the desired employees from the help list. The search will then be shared to all the employees entered.

Enter at least 3 characters of the desired employee to display matching employees in the help list. Press F2 to display the list of all available employees.

Click on on the right of an employee to cancel sharing the search to them.
User profiles

Select the user profiles desired from the help list. The search will then be shared to all employees associated with the entered user profiles.

Enter at least 3 characters of the desired profile to display matching profiles in the help list. Press F2 to display the list of all available profiles.

Click on on the right of a profile to cancel sharing the search to it.
Work groups

This field is available only on the Help Desk Portal.

Select the desired work groups from the help list. The search will then be shared to all employees belonging to the work groups entered.

Enter at least 3 characters of the desired group to display all matching groups in the help list. Press F2 to display the list of all available groups.

Click on on the right of a group to cancel sharing the search to it.
Allow modification

Enable the Allow modification option to allow employees to modify this shared saved search. They can modify the filters or display of the results (order, categorization, sorting, conditional formatting, etc). Each modification an employee make on the saved search applies to all employees.

If modification is not allowed, employees who have access to the saved seach can only access the search, from the drop-down list on the right of filters, from favorites or from search administration. However they cannot make any modification on this search, either on the filters nor on the display of the results.
3 Click on Save to take the modifications into account.

The saved search is shared to all employees entered. If the saved search is added as a favorite, this favorite is also shared. In the Favorites list part, the shared search is identified with the icon.

Thanks to the history stored in Akuiteo, it is possible to identify:

  • the searches that are started over a given period;
  • the searches that are the most used since their creation;
  • who created the most used searches;
  • who created the searches started over a given period;
  • who started the searches the last time;
  • the private searches.

In the two following examples, the request retrieves the custom searches from after October 31st, 2019 (adjust the date depending on the desired request).

SQL version:

SELECT T_P_UTILISATEUR.UTI_CODE AS CREATEUR, R_RECHERCHE.RREC_CODE AS CODE_RECHERCHE, R_RECHERCHE.RREC_NOMAPPEL AS LIBELLE_RECHERCHE, RREC_MAJ_DATE AS DERNIERE_EXECUTION, RREC_NB_EXECUTION AS TOTAL_EXEC FROM R_RECHERCHE

INNER JOIN T_P_UTILISATEUR ON R_RECHERCHE.RREC_UTI_IDENT = T_P_UTILISATEUR.UTI_IDENT

WHERE RREC_MAJ_DATE > convert (datetime, '31/10/2019', 103) ORDER BY RREC_MAJ_DATE DESC;

Oracle version:

SELECT T_P_UTILISATEUR.UTI_CODE AS CREATEUR, R_RECHERCHE.RREC_CODE AS CODE_RECHERCHE, R_RECHERCHE.RREC_NOMAPPEL AS LIBELLE_RECHERCHE, RREC_MAJ_DATE AS DERNIERE_EXECUTION, RREC_NB_EXECUTION AS TOTAL_EXEC FROM R_RECHERCHE

INNER JOIN T_P_UTILISATEUR ON R_RECHERCHE.RREC_UTI_IDENT = T_P_UTILISATEUR.UTI_IDENT

WHERE RREC_MAJ_DATE > to_date ('31/10/2019', 'dd/MM/yyyy') ORDER BY RREC_MAJ_DATE DESC;

Notes

We track when a custom search has been started and/or modified for the last time: RREC_MAJ_DATE

We count how many times a search has been started from the My Akuiteo menu since it was created (updating a search result does not update this indicator): RREC_NB_EXECUTION

We track who started and/or modified a custom search for the last time: RREC_MAJ_UTI

We identify private searches: RREC_IND_PUBLIC = 0 (private or public)

A search is usually only started by the user who created it, except if it is shared.

Important

Deleting a saved search cannot be reversed.

Only the user who created a shared search can delete it.

Open the desired saved search, whether it be from the drop-down list on the right of the filters or by clicking on a search from the Favorites menu, click on then on and confirm the deletion.

A saved search can also be deleted from the Favorites menu > Administration.