Working with Saved Searches

In the Content Manager Web Client the Saved Searches are accessible from the Masthead menu.

There are three groups of Saved Searches:

  • Favourites - these are the saved searches that you've added to your favourites list.

    To access the list of Favourite saved searches, on the Saved Search panel, click Favourite.

  • Public - these are the saved searches that are available to all Content Manager users.

    To access the list of Public saved searches, on the Saved Search panel, click Public.

  • Private - these are the searches that you as a user have created, or another user has created on your behalf, for your own personal use.

    To access your list of Private saved searches, on the Saved Search panel, click Private.

Using a Saved Search

To run a Saved Search:

  1. On the Masthead menu, click Saved Searches.

    The Saved Search panel will be displayed.

  2. From the displayed list of Saved Searches, click on the type of Saved Search to access - Favourite, Public or Private.
  3. From the displayed search result list, click the Saved Search to be run and then click Search to run the Saved Search.

The search results will display in the Search Results panel.

Updating a Saved Search

  1. On the Masthead menu, click Saved Searches.

    The Saved Search panel will be displayed.

  2. From the displayed list of Saved Searches, click on the type of Saved Search to access - Favourite, Public or Private.

  3. From the displayed search result list, click the Saved Search to be modified, then click Update.

    The Update saved search dialogue appears.

  4. Update the details of the saved search as required:

    • Query - type in new or delete existing search methods and clauses (search query).
    • Enter Search Name - type the name of the Saved Search.  It is recommended that you use a name that will be easy to find next time you want to use the search.
    • Search Owner - type the Location name (or Last Name for a Person) and select the name from the displayed list. This field defines who can access and run the Saved Search.  By default, it is set to the currently logged in user. To create a Public Saved Search, leave this field blank.
    • Filter - type the string based Filter criteria for the Saved Search, e.g. extension:doc
    • Sort - type the sort filter to use for the Saved Search, e.g. sortName
  5. Click Save.

Parametrized Saved Searches

Saved Searches can be created so that when you or another user runs it, Content Manager prompts you to enter a parameter. A parameter is a search clause that must be edited/entered by the user before the Saved Search will run.

This type of Saved Search is useful for those searches that you repeat over time but one parameter will be different every time you run it, such as a Date search method or a Location search method.

NOTE: Saved Searches with a parameter can only be created with the Content Manager client.

To run a parametrized Saved Search:

  1. On the Masthead menu, click Saved Searches.

    The Saved Search panel will be displayed.

  2. From the displayed list of Saved Searches, click on the type of Saved Search to access - Favourite, Public or Private.

  3. From the displayed search result list, click the Saved Search to be run and then click Search to run the Saved Search.

    The Search by method dialogue appears.

  4. Type the required search clause for the parameter, click Next.

    TIP: There may be more than one parameter in a Saved Search, repeat step 4 until you reach the Summary tab and the Search is displayed.

  5. Click Search and the results will be displayed in the Search Results panel.

Adding a Saved Search to your Favourite Saved Searches

  1. On the Masthead menu, click Saved Searches.

    The Saved Search panel will be displayed.

  2. From the displayed list of Saved Searches, click on the type of Saved Search to access - Public or Private.

  3. From the displayed search result list, click the Saved Search, or tag multiple Saved Searches, to be added to your Favourites, then click the Add to Favourites

    The selected Saved Search(es) will be added to your Favourite Saved Searches list.

    NOTE: If a Saved Search has been added to your Favourite Saved Searches list, the Favourite Saved Search star will appear blue

Removing a Saved Search from your Favourite Saved Searches

  1. On the Masthead menu, click Saved Searches.

    The Saved Search panel will be displayed.

  2. From the displayed list of Saved Searches, click Favourite to display your Favourite saved searches.
  3. From the displayed search result list, click the Saved Search to be removed to your Favourites, then click the Remove from Favourites

The selected Saved Search will be removed your Favourite Saved Searches list.

Deleting a Saved Search

If you have the correct user permissions, you can delete a Saved Search by:

  1. On the Masthead menu, click Saved Searches.

    The Saved Search panel will be displayed.

  2. From the displayed list of Saved Searches, click on the type of Saved Search to access - Favourite, Public or Private.

  3. From the displayed search result list, click the Saved Search to be removed to be deleted, then click Delete.

    The Confirm delete confirmation dialogue appears.

  4. Click OK to delete the Saved Search.