Item/Work Summary

The Advanced Search window defaults to the most recent search, which is listed in the Saved Search list and the Save As text box at the bottom of the window. The most recent Search By search (from the summary screen) appears as "Quick Search." For details, see Saved Searches, below. 

1. To the right of the search bar, click Advanced Search (  ). Result: The Advanced Search window appears

2. In the Advanced Search window, click Add Criteria, open the dropdown list, and choose  field names/criteria to build your search:

                                                                               
   Type: General, Shared, Single Form  

   Define the search by adding criteria/fields. Some fields need to be configured  in the Search Condition column. There are three types of fields:                                                                                                                                                                                                                                                                                              

   Type of Field	Description
   General	Standard fields on all forms
   [Form name]	Field occurs only on the form named

                                                                                   
   General Fields  

   Define the search by adding criteria/fields. Some fields need to be configured  in the Search Condition column. There are three types of fields:

                                                                                                                                                                 

   Field (General )	Description
   Assigned to	The user the item is assigned to
   Category	Defined by the administrator to group forms with similar characteristics
   Close Date	The time when the item was first closed
   Created by	The user who created the item
   Create Time	The date and time the item was created
   Due Date	The deadline for completing the item (date and time)
   Folder	The folder containing the item. Folders are used to organize items
   Is Past Due	Whether the item is past due
   Item Closed	Indicates whether item has a status of closed
   Item ID	The unique number that identifies each item. It is automatically generated by the system
   Item Location	Item Location searches combine  Address City County State Primary location: The Location field set as primary on the form from which the item was created All locations: All location fields in the form, including the primary Location field
   Item Valid	Items are valid when all required fields are filled in
   My Items	Items assigned to you
   Past Due Time	Amount of time the item is past due
   Related Items	The items that are linked to this item
   Scheduled Date	The date on which work on an item is scheduled to start
   Status	The status of the item. The statuses Open and Closed are defaults in lists of forms (Summary screens) and in Advanced Search. Administrators can create custom statuses for each form
   Type	The name of the form
   Work Item Title	The Title field is a hidden field that contains data from another field. You choose the field whose data appears in the Title field when you set up your forms. For example, if you choose Notes, you can search on the Notes field. See Form Settings > 3c: Options > Title Field (Optional)

                                                                                      
3. In the Search Conditions column, set a condition (conditions vary depending on the field you chose)
4. Optional. To add more fields/criteria, click Add Criterion and set a condition, if needed

5. New search vs default search: 

                                                                               

   • Overwrite default search: If you do not type a new search name in the Save As text box, your search replaces the default search that appears in the Saved Search list and the Save As text box

   • New search: If you type a new search name in the Save As text box, the new search is saved in the Saved Search list (and the default search is unchanged). If an advanced search is performed with an empty Save As text box, it is saved as "Default"

6. Click OK. Results: Search results appear. If you renamed the default search, it now appears in the Saved Search list. If you did not rename the default search, your new search criteria overwrites the criteria of the default search. If an advanced search is performed with an empty Save As text box, it is saved as "Default"
7. Optional. To redo the most recent search, click Refresh (  )

If there are more than one page of search results from using Search By or Advanced Search, use Search In to search them by columns/fields.

1. In the upper left corner, below Search By and the total number of search results, in the Search In dropdown list, choose the column/field to search in  
2. In the Search In searchbox, type your search term and press Enter or click  Search (  ). Result: Search results appear
3. Optional. To undo the Search In results and return to the  search results from using Search By or Advanced Search, click Cancel 

After finding items, take actions on them.

1. In the leftmost column, check the boxes for the items you want to take action on 

2. In the upper right corner, in the Select an action to perform dropdown list, click an action. 

                                                                       

   Some actions need explanation:                                                                                                                                                                                                                                                                     

   Action	Description
   Add Attachments	In the Add Attachments window: Click Attach Files The Open window appears  Find the file you want to attach Click Open  On the Add Attachments window: Optional. Write a comment Click Add Item displays in History view with "Attachment Added" () in the Type column. The Description includes any comments you added.
   Add Note	In the Add Note window: Check the box for the item to which you want to add the note Type the note Click Save  Item redisplays. In History view, the Type column says "Note Added." The Description column contains the note.
   Assign	On the Assign Items window (can also add notes): Check the item you want to assign In the Assign To dropdown list, click the person you want to assign the item to In the Schedule dropdown list, schedule the item: Schedule to: Set the date and time for the item to be started (edit or use calendar) Don’t Change Schedule Time: Leaves any scheduled time unchanged Clear Schedule: Deletes any scheduled date  Optional. Write a note Click Save  Item redisplays. In History view, the Type column says "Assigned' or "Re-Assigned." The Description includes any notes you added while assigning the item
   Change Status	On the Change Item Status window, check the item you want to change In the Status dropdown list, click the status Optional. Write a note Click Save  Item redisplays. In History view, the Type column says "Status Changed (Status)." The Description includes any notes you added while changing the status
   Export to CSV (Next to Action list)	In the upper right corner, next to the Actions list, click Export to CSV In the Opening an export window, choose where to save the exported CSV file (or open it) Click OK
   Put in Folder/Remove from Folder	On the Put Item in Folder (or Remove Item from Folder) window: Check the item you want to put in (or remove from) a folder In the Folder dropdown list, click the folder. An item can be in only one folder at a time.  Optional. In the Schedule dropdown list, schedule the item: Schedule to: Set the date and time for the item to be started and completed (edit or use calendar) Don’t Change Schedule Time: Leaves any scheduled time unchanged Clear Schedule: Deletes any scheduled date  Optional. Write a note Click Save  Item redisplays. In History view, the Type column says "Put in Folder." The Description includes any notes you added
   Schedule	On the Schedule Item window: Check the item you want to schedule In the Schedule dropdown list, schedule the item: Schedule to: Set the date and time for the item to be started and completed (edit or use calendar) Don’t Change Schedule Time: Leaves any scheduled time unchanged Clear Schedule: Deletes any scheduled date  Optional. Write a note Click Save  Item redisplays. In History view, the Type column says "Scheduled" or "Re-Scheduled." The Description includes any notes you added
   Start Work / End Work	Click Start Work / End Work In the window confirming the start or end of the work, click OK Item reloads. In the History View, the Type column shows the start or end of the work  (time, date, and location)
   Unassign	On the Assign Items window, uncheck the items you want to unassign Click Save  Optional. Write a note Item redisplays. In History view, the Type column says "Unassigned." The Description includes any notes you added