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 the Advanced view box, 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 | Defines a search for requests |
Actions | Defines a search for actions |
Mode | Switches between User and Supervisor search modes (see the next section, Supervisor mode) |
Advanced view |
✏️ Note: The server-side paging feature does not support some of the existing Advanced View functions such as |
Quick approval (actions search in User mode only) | Displays Quick approval buttons for validation actions. |
Action display (actions search only) | Hides the action numbers in search results |
Request # | Filter by request number |
State | Filter by request state: All, Test, or Active |
Status | Filter by request or action status |
Category | Filter by process category |
Process | Filter by process name |
Version * | Filter by process version |
Action * (actions search only) | Filter by action ✏️ Note: 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). |
Date | Filter by indicated date |
Period | Filter by a predefined period |
Or from... to... | Filter by user-defined period |
Data ** | Filter by process data values ✏️ Note: The |
* 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.
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 | 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 name; a link displays the request form |
Description | Request description |
Created | 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 name; a link displays the request form |
Action | Action name; a link displays the action form |
Description | Action description |
Created | 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 link displayed above the search results. See the Views section for information on how to use views, and the Dashboard section to find out how to turn saved views into floating dashboard panels on your User Portal home page.
Fields | Remarks |
Description | Description of the view |
Create new view | Enter a name for new view |
Replace an existing view | Choose an existing view to replace |
Display view link in the home page | Display this view on your home page |
Share this view with participants | Select which participants to share this view with |
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