Using Saved Searches

You can use the Advanced search option to search for existing entities. You can save these searches and pin them as favorites for easier access.

To save your Search:

1. Click the Search tile on the Home page. The Advanced Search page opens.

2. In the Please select Entities to search field, enter or select appropriate entities from the list and type the keywords to search in the Enter Search here field.

3. Select from these options:

• Metadata: the search is performed in the metadata of the selected Agreement.
• Full Text: the search is performed within the contents of the document of the selected Agreement.
• Combined: the search is performed in combination with Metadata and Full Text.

4. Click the Search icon, the results matching your keywords are displayed.

5. Click the Select Field drop-down under the Categories field and select an option from the list provided. The number in the bracket indicates the number of items available containing that search term. You can select multiple options. For example, selecting the field Status, displays the count of Agreements that have status as Draft, Approved, Terminated, Superseded and so on. If you select the status as Approved and Draft, all Agreements in those states are displayed. 

6. Click the Filters button to expans the view of the displayed results.

7. Click the Cancel icon on inidividual filters to remove them. 

8. Click the expand arrow next to the Clear All button to view all the filters at a time (if there are many filters).

9. Click the Clear All button to remove all the filters at a time.

10. A list of these Agreements is displayed as a search result in the tabular format. Enhance your search using wildcards as follows:

• *...*: Type a search term in between the star characters. It shows existing items which include the respective search term
• *...: Prefix * to a search term. It shows existing items which end with this term
• ...*: Suffix * to a search term. It shows existing items which start with this term
• "...": Type a search term in double quotes. It shows existing items which include the search term
• ...(space)...: Type multiple search terms with a space in between. It shows existing items which include the search terms

 

Saving your Search Results

If you have the search criteria defined and have fine-tuned the results you are seeing, save the search:

1. Click the the Save    icon. The Save Search dialog box opens. Set the parameters for this saved search. You can save all three types of searches- Full Text, Metadata and Combined.

2. Type a name for the search. Use a name that you can easily associate with this search.

3. Click Yes to make it a global search, if you would like to all users of the selected Security Groups and Organization Units to see it. Select No to save this search locally that is only seen by the person saving it and not by anyone else.

Note: Only the ICI Administrator can create and save a Global Search. However, all ICI users can edit a Global Search that they have access to and save it as a local copy. The user can also choose to inherit the Bulk actions from the global search to the local copy.

4. Specify the Advanced Parameters as follows:

• Smart Link: set it as a smart link to view all documents relevant to this search. Smart links appear as an icon in the Agreement Details page. 
• Dashboard Tile: select Yes if you would like to use this saved search as Dashboard Tile. Dashboard Tiles appear on the Home page and show entities in various stages with a numeric value. This value is calculated as a combination of column aggregate and the calculation method you choose. Give the tile a name and specify the parameters for the numeric value. As the options suggest:
  • sum shows the total contract value of all agreements found in the search
  • average presents the average contract value of all selected Agreements
  • count displays the total number of Agreements found in the search.

Note: A Search defined as a Smart link cannot be set as a Dashboard tile. 

• Bulk Actions: use bulk actions to perform a given action on multiple Agreements at the same time. This saves you time by not having to choose each Agreement individually. Select Yes for bulk actions and choose the actions you would like to be able to perform in bulk.

Note: For a global search, the Admin needs to create a security group to give the the user access to see that Saved Search in the list and add it as a Dashboard Tile.

 

Modify the Existing Saved Search

You can modify the existing saved search from Metadata to Full Text or combined or vice versa. To do so:

1. Click the My Saved Searches drop-down.

2. Select the preferred option from the list. The search results appear in the results field.

3. Edit the search results as required. You can either narrow down the search results as required or change the search to a Combined search from a Full Text search.

4. Click the Save  icon.

Ability to select or download Agreements in Bulk using Save Search

Use Bulk Actions to perform select or download multiple Agreements at the same time. You can define saved searches with ability to download Agreement documents in bulk. When this saved search is used on the Agreements page, you can select multiple Agreement records and also download their Agreement documents in one-go in a zip file. The following options are available:

• Approve
• Reject
• Delete
• Send for Approval
• Send for External Signature
• Download

To download Agreements in bulk:

1. Select Entities to search for and save your search. The Save Search popup opens.

2. The Advanced Criteria on the Save Search window allows you to perform bulk actions.

3. Select Yes for Bulk Actions.

4. Select the Download option.

5. Click Save.

 

Configuring Global Favorites 

ICI Administrators can now set default favorites for all the users in the domain.  They will be able to pin the necessary saved searches for external users/suppliers (who do not have access to saved searches) so that they can easily find actions and even view the filtered lists.

To set Global Favorites by an Administrator:

1.Click the Search icon. The Search page opens.

2. Select the entity in the Please Select Entities to Search drop-down list. For example, RFx.

3. Click the Save icon next to My Saved Searches. The Save Search window opens.

4. Enter a name in the Save search as field. For example, RFx Favorites.

5. Toggle Global Search field toYes.

6. Toggle Global Favourite field toYes.

7. Select Security Groups from the drop-down list. For example, Buyer Security Group and Supplier Security Group.

8. Select Org Units Upto from the drop-down list.

9. Select Org Units From the drop-down list.

10. Click Save. Saved Search RFx Favorites is saved as a global favorite.

Administrators can set the order of global favorites for any entity using Manage Global Favorites.

11. Click Manage Global Favorites. The Manage Global Favorites window opens.

12. Select the entity in the Please Select Entity field. For example, Agreement. All the global favorites of the Agreement entity are displayed.Users can use the Up arrow and Down arrow icons to set the order of global favorites of the selected entity.

13. Click Save.

Accessing Global Favorites at Agreement Level

1. Click the Sourcing tile.

2. Click RFx. The RFx index page is displayed.The configured Saved Search RFx Favorites is already pinned on the RFx index page as Global Favorites.

 

Note: When users pin the searches along with global favorites, they won’t get any more updates on global favorites.

 

Saving a search with extension attributes

Users can search and retrieve entities with extended attributes as search parameters and save the search criteria as a saved search. Extended attributes are available in search facets drop-downs along with regular attributes. 

To search entities with extension attributes:

1. Click Search on the Home page. The Search page opens.
2. Select entity in Entity drop-down. For example, Agreement.
3. Select extended attribute as search parameter in the Categories drop-down. Extension attributes are available in search drop-down with Extension Attributes: prefix. For example, Extension Attribute: Vehicle Type. 

All the entities with extension attribute Vehicle Type will be displayed.

screen

Users can save the search criteria with extended attributes as search parameters and use as global or local Saved Search. 

 

Related Topics: Advanced Search  |  My_Dashboard  | Creating Smart Links | Adding Global Favorites to Entity Details Page | Adding Associations