Saved searches

If there is a particular kind of search that you do frequently, then saving the search can speed up the process of doing these searches in the future.

This function is particularly useful if you regularly carry out searches using relative dates, for example, all correspondence registered today, this week etc.

When you save a search, for example, records registered today, then you will have a very quick search mechanism that is usable on a daily basis.

Saved Searches can be created for any searchable Content Manager object.

NOTE:

  • All users have access to saved searches unless the administrator has applied Access Controls to them.

    When you apply Access Controls to a saved search, then only those users specified in the Access Control will be able to use them.

    This also applies to the maintenance of saved searches - if a user of user type Inquiry User has Update, Modify Access or Delete permission, she or he will be able to change the saved search, change its Access Controls or delete it.

  • Users of user type Inquiry User cannot change Access Controls on saved searches.

    A user must have Search Administrator permission to modify or delete saved searches that have public access.

    In addition, only someone with Search Administrator permission can modify access to a saved search, regardless of the Access Control setting.

When you create a search, you can specify an owner.

These are the options for the Owner field:

  • Person - only the owner has access to the saved search, it is private
  • Blank - everyone has access to the saved search, it is public
  • Group - only members of the group have access to the search
NOTE: Note: When you create a new saved search, it also by default adds you to the Can Modify access control list for the search. This means that you will be able see and modify the saved search even though you are not the owner.
  • Only users of user type Administrator or Records Manager have the Search Administrator permission by default
  • Only users with Search Administrator permission can create public searches
  • Other users can modify saved searches depending on the Access Controls on the object
  • Users without Search Administrator permission can only create private searches
  • Access Controls can only be modified by those with Search Administrator permission, when the administrator has not applied Access Controls.

As an administrator, you can use Manage - Saved Searches to see all the saved searches in the database.

It is good practice to check for obsolete searches regularly and delete them.

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