Search
SSP 7 is providing a number of search options for end users and process administrators. The behaviour of the Search menu bar option depends on the role of the logged in person. The following search options are provided:
End User Form Search. This search option is available to all SSP 7 users. The search can be triggered by typing keywords in the search box on top of the screen or by selecting the Search option in the menu bar.
End User Submitted Request Search. This search option is available to all SSP 7 users. It can be used to search for previously submitted requests.
Admin Process Search. This search option is only available for process administrators. To become process administrator, admin access for at least 1 process should be added in the users role.
Search for Requests
End Users can search in SSP 7 for Forms and for earlier submitted request Forms. By default, the search is showing the search option for previously submitted requests. To search for Forms, choose the option "Forms" on top
The search can be triggered by entering search criteria in the search box on top of the screen:
Please note that the default search scope is applied to this search. The default scope is set in the General Settings of the admin panel.
An alternative way to initiate a search is to click on the Search option in the menu bar:
Search For : The text typed in this field is searched for in ticketid, ticketname and form fields.
Load Filter : In case users are regularly searching on the same criteria, it may be convenient to store a filter. All previously stored filters are available in the drop down list
Advanced Search Option : In the advanced Search options the user can select the scope of the search. The default scope is set in the General Settings of the admin panel.
Search for previous tickets
In order to search for earlier submitted requests, the search Menu item should be used. By default the search screen opens in the correct mode called "Record I submitted". This allows to search for previously submitted tickets. To search for forms to be submitted, use the "Search for Requests" option.
Load filter : Previously stored filters can be selected in this drop down list
Process : Displays a list with Forms and Shops from which the user previously has started processes
Date From : To search within a timeframe, the starting date of the timeframe can be selected here
Date To : To search within a timeframe, the end date of the timeframe can be selected here
Status : Choose wether the tickets in the search result should still be open, closed or either of them.
Ticket number : When the ticket number is known, this field can be used to search a ticket on its reference number
Display step columns : When this option is set to "For all steps" or "For all active steps", the current status of a step is displayed with an icon. It is advised to disable this option when long lists of tickets are expected from the search result.
Save filter settings : To save all search settings for later use, set this checkbox to true and give the filter a name. This name will be displayed in the next search in the drop down list behind the field "Load filter".
To search for tickets in a more advanced way, click on the "Advanced Search Option" button to open the advanced search panel.
After a search the result will look something like this:
The Layout of the search results can be altered by an Administrator. This layout is defined in Admin » Search ticket result views
Different layouts can be defined, of which one default can be chosen. If you edit the layout you get a screen where you can define the fields which are shown as search result
The Logic of the fields is identical as when you are defining fields in the views. So if you need more help please go to View field details for more information.
Advanced Search
The Advanced Search provides the possibility to search for values entered in request forms or shops when they were submitted. Users will only be able is only available for Users that have Admin access to at least 1 Process. Admin access to processes can be configured in the Roles section of the Admin page. When the user's role provides Process Admin access, the following search screen appears when choosing Search in the menu bar. Please note that this is a different screen than used by End Users:
The following options are available on the search page:
Load Filter
Select from the drop down list a previously stored and named filter
User
Here search criteria can be filled in to find tickets submitted for a certain user. This search is looking in the "Requested For" field of submitted requests. The number of user fields defined here can be configured in the User Data sections of the adapter configuration.
Requestor
Here search criteria can be filled in to find tickets submitted by a certain user. This search is looking in the "Requested By" field of submitted requests. The number of user fields defined here can be configured in the User Data sections of the adapter configuration.
Status
Choose here what the status of the tickets to find should be. Closed processes are processes that have no pending process steps.
Decision last active step
Use this option to find tickets based on the last decision made in the workflow. In case a process contains multiple approval steps, only the last active step will be checked for this condition.
Date
Choose within what date range the search should be done. The selected dates are the process start dates.
Ticket Number
A specific ticket number can here be entered. When interfaces are used to external systems, ID's of the external systems can't be used here.
Process
To search for tickets submitted on specific processes, a process can be selected here. Once a process is selected, it becomes possible to search for tickets on a deeper level.
Process and Form Fields
Form Field Search: Select here a form field from any form linked to the selected process. After selecting the field, type the condition to search for. Please note that only fields that have the indicator "Searchable via Search Tickets:" set in the general settings of form fields, are included in this list.
Process Field Search: When the search should be done on certain process results, process fields should be included in the search arguments. The drop-down list is showing all process steps. For Action and Approval steps, the results can be used. For example:
In case more than 1 search criteria is needed, click on the "Add Filter" button.
Save filter settings
When this checkbox is set, a name for the current filter can be set. In the next search, this name is available in the drop down list behind Load filter option.
Search Export
Search results can be exported in 2 different ways. The first option is to export the list with records within the search to an Excel sheet. The second option is to export all process information of all tickets in the search results.
To export the tickets in the search result list to an Excel file, click the "Export All Results" button. A popup message is displayed and all information is gathered. Use the link under the Click Here label to download the content:
Click the checkbox if you want to select the tickets to export
The export file will contain a Tab for each process in the search results list. The columns per process will differ and can be adjusted in the process settings.
Click Close button to close the popup windows and return to the search results.
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