Content Manager 25.2 Content Manager

# Finding Workflows and Workflow Activities

You can search for Content Manager Workflows and Workflow Activities using practically any of the information about them that is saved in Content Manager.

Quick search using just one criterion: Search pane

This is the pane in the main Content Manager window under the toolbars.

Use the fields:

- Search For - select Workflows or Activities, respectively
- Search By - use KwikSelect to select a search method, or type all in the drop-down box
- Matching criteria - enter the data to find
- Run the search button - click to start the search

See Search pane.

Easy Workflow search using the Search for Workflows dialogue box

1. On the Search menu, click Find Workflows.
   The Search for Workflows dialogue box appears.
2. Use the Boolean search editor, or switch to the multi-field editor to use the options in the Workflow tab to find Workflows by, for example:
   - Associated With Record
   - Based On Template - the Workflow template name used for the Workflow
   - Client - their client name
   - Complete
   - Completed On Time
   - Containing Activity
   - Date Completed
   - Date Due
   - Date Last Updated
   - Date Registered
   - Date Started
   - Default Container - their default container
   - Initiating Record
   - Last Updated By
   - Name - their name
   - Job Number - the job number for the Workflow
   - Workflow Creator
   - Workflow Supervisor - their supervisor
   - Workflow Word - based on the name of the workflow and any text in the notes.
3. Optional - on the Workflow Dates tab, select the fields and date ranges that your Workflow search results should be within:
   - Due Date - the Workflow due date
   - Date Registered - the date the Workflow was first checked in to Content Manager
   - Date Started - the date the Workflow was started
   - Date Completed - the date the Workflow was completed
   - Date Due for Destruction - the date the Workflow record is due for destruction
4. Optional - on the multi-field Filter tab, choose a filter option:
   - Priority - limits search to specific Workflow priority levels:
     - None
     - Very High
     - High
     - Medium
     - Low
     - Very Low
   - Exclude Workflows that have been completed - select to only find Workflows that have not been completed
   - Save as Default Filters - select for Content Manager to save the selected filters as default filters for Workflow searches.

     For example, saving the filters for Workflow searches does not affect default filters set for record searches.

5. Click OK.
   Content Manager returns the Workflows that match your criteria.
6. Optional - to show the records involved in one or multiple Workflows, select or tag the Workflows in the search result, right-click, and then use Show Records
7. Optional - to show the Activities in one or multiple Workflows, select or tag the Workflows in the search result, right-click, and then use Show Activities

See Search for ... dialogue boxes for more information.

Easy Activity search using the Search for Activities dialogue box

1. On the Search menu, click Find Activities.
   The Search for Activities dialogue box appears.
2. Use the Boolean search editor, or switch to the multi-field editor to use the options in the Activity tab to find Workflow Activities by, for example:
   - Name - the Workflow Activity name
   - Assigned To - the Location that the Activity is assigned to
   - Supervisor - the Supervisor responsible for the Activity
   - Completed By - the Location who completed the Activity
   - Authorised By - the Location who authorised the completion of the Activity
   - Escalated To - the Location who has Activities escalated to them.

     This option returns both Activities whose escalation duration has elapsed and also those where it has not elapsed.

   - Requiring Authorisation By - the authorising Location for Activities that have not been authorised yet
   - Within Workflow - the Workflow name that the Activity is a part of
   - With Working Record Of - the record assigned as the Activity working document
   - Activity Word - based on the name of the activity and any text in the notes.
   - Activities Due - displays all activities that are due to be completed. Combined with the Options for Activities Due options on the Search Options tab, it can also include any activities that have been escalated to you or are waiting for your authorisation.
3. Optional - use the Activity Dates tab to restrict your search results to Activities that match specific dates in the fields:
   - Due Date
   - Earliest Start Date - the earliest date that the Workflow's Activity was actually started, rather than the date it was due to start
   - Latest Start Date - the latest date that the Workflow's Activity was actually started, rather than the date it was due to start
   - Started Date - the date that the Workflow's Activity was actually started, rather than the date it was due to start
   - Interim Completion Date - the date an Activity was completed but is still awaiting authorisation
   - Suspended Until
   - Final Completion Date
4. Optional - add further search criteria in the Workflow and Workflow Dates tabs.

   See Easy Workflow search using the Search for Workflows dialogue box above..

5. Optional - use the Filter and Sort tabs to sort or filter the search result
   - Filter tab - use it to further refine the Workflow search:

     Priority - choose the priority values to match:

     - None
     - Very High
     - High
     - Medium
     - Low
     - Very Low

     Other section of the Filter tab:

     - Exclude Activities that have been completed or skipped - select to only return Workflows that are incomplete
     - Exclude Activities that are not ready to start - select to exclude Workflow Activities whose start conditions have not been met
     - Exclude parent Activities - select to exclude Activities that have sub-Activities
     - Exclude child Activities - select to exclude Activities that have parent Activities
     - Save As Default Filters - select for Content Manager to save the selected filters as default filters for Workflow Activity searches.

       For example, saving the filters for Workflow Activity searches does not affect default filters for record searches.

   - Sort tab - choose up to three sort fields.
     - Descending - sorts the results in descending order
     - Save as Default Sort fields - saves the sort fields you have selected
6. Click OK.
   Content Manager returns the Workflow Activities that match your criteria.
7. Optional - to show the records attached to Workflow Activities, select or tag the Activities in the search result, right-click, and then use Show Records

See Search for ... dialogue boxes for more information.

Advanced search - using the string search editor

The search string editor enables you to use the full capabilities of Content Manager searching, combining potentially large numbers of criteria, and using advanced filter and sort options. See Using the string-based search editor.

Related information

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Version 25.2 | Last updated April 2025
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Product: Content Manager 25.2

Topic Title: Finding Workflows and Workflow Activities