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Saved Searches

You can save your advanced search templates as a Saved Search. Every time the search is invoked any new documents that meet the query are brought into the results view.

Saved searches can be made personal or public. An Administrator can create "Public Saved Searches". Public saved searches can be made available to all users or can be assigned security rights so that only certain groups and users can use the public saved search..

Personal searches saved by the user are called My Saved Searches. These personal saved searches can only be used by the user that created them.

There are three types of saved searches:

  • Regular saved search – The search template is saved with all of the search criteria including operators and values for the selected criteria.
  • Quick search – The search template is saved with only one empty variable in the template. When a user runs a quick search, they are required to enter the search term for the empty variable while all other search criteria remain fixed.
  • Empty search – The search template is saved with empty values for all the search criteria. The user is forced to enter the values prior to running the search.

A default view can be set for each type of saved search so that the search results appear with the correct columns and metadata information.

Regular Saved Searches

A regular saved search repeats a pre-defined search when invoked. All of the set values and operators in the template are used in the search.

To save a regular saved search

  1. After performing an advanced search, click Save as Saved Search.
  2. In the My Saved Searches window, enter a Name for the search.
  3. If you want to make the search accessible to other users, select the Make this saved search public check box (available to administrators only).
  4. If this is a public saved search, click Next. Select the groups and/or users that can use this public Saved Search and click Add. Public saved searches can only be created by Library Administrators or higher roles.
  5. Click OK. The Saved Search name is now in the Library hierarchy under Search > My Saved Searches or My Public Saved Searches with an icon .

To use a regular saved search

  1. Click on the named of the saved search in the My Saved Search or My Public Saved Searches area.
  2. The results of the search are displayed. You can modify the search query by adding, changing, or removing any of the filters.

Quick Searches

Quick searches are a type of saved search that allows you to leave a single variable in the advanced search template empty while all other variables remain fixed. When a user runs a quick search, they are required to enter the search term for the empty variable that was set up in the template. The search results that are returned meet all advanced search criteria plus the quick search term the user entered.

Quick searches are useful for conducting searches in Mobile FileHold since search terms cannot be entered for regular saved searches (non-quick type saved searches). Quick searches can be made private or public by administrators just like regular saved searches. Public saved searches can be made available to other users while personal saved searches are only available to the individual that created them.

If a quick search has been set up and configured to be used in conjunction with a FastFind search, then this search cannot be deleted. See FastFind for more information.

A quick search can be integrated for use with external applications. See Integrating FileHold Search with External Applications for more information.

TIP: Search variables with an operand of Owned by Me, Checked out by Me, and the operator “Is Blank” cannot be used in quick searches.

To create a quick search

  1. After performing an advanced search, click Save as Saved Search.
  2. In the Save this Search window, enter a Name for the quick search or overwrite an existing search.
  3. If you want to make the search accessible to other users, select the Make this saved search public check box (available to administrators only).
  4. Select the Quick Search Condition check box and select the search variable that you want a user to be able to enter a search term for.
  5. If this is a public saved search, click Next. Select the groups and/or users that can use this public Saved Search and click Add. Public saved searches can only be created by Library Administrators or higher roles.
  6. Click OK. The Quick Search name is now in the Library hierarchy under Search > My Saved Searches or My Public Saved Searches with an icon .

To use a quick search

  1. Click on the name of the quick search in the My Saved Search or My Public Saved Searches area.
  2. Enter a value for the single search term and click Search.
  3. The results of the search are displayed. You can view or modify the advanced search query by clicking on the Advanced link in the header.

Empty Search Templates

When an advanced search is saved, all of the search criteria values can be left empty. This will force the user to enter the search values and click Search once the saved search is selected. This differs from regular saved searches which stores the search values in the template and runs the query automatically.

To create an empty saved search

  1. After performing an advanced search, click Save as Saved Search.
  2. In the Save this Search window, enter a Name for the quick search or overwrite an existing search.
  3. Select the Make this saved search empty check box.
  4. If you want to make the search accessible to other users, select the Make this saved search public check box (available to administrators only).
  5. If this is a public saved search, click Next. Select the groups and/or users that can use this public Saved Search and click Add. Public saved searches can only be created by Library Administrators or higher roles.
  6. Click OK. The Empty Saved Search name is now in the Library hierarchy under Search > My Saved Searches or My Public Saved Searches with an icon .

To use an empty search

  1. Click on the name of the empty saved search in the My Saved Search or My Public Saved Searches area.
  2. Enter the values for the search terms and click Search. The results of the search are displayed.

Switching a Saved Search from Public to Private

Library Administrators can switch Private saved searches to Public and back again from the Saved Search folder properties. Public Saved Searches allow all users to see and use the Search.

Setting the Default View for a Saved Search

Saved searches can have specific views created and assigned to them so that the search results from the saved search are displayed in a certain way. Administrators can create public views in the View preferences area and then assign the default view to the search. Users can also do this for their "My Saved Searches" using personal views.

To set the default view for a saved search

  1. Create a new view to be used for the saved search. For public saved searches, administrators will need to create a public view. For personal saved searches (My Saved Searches) end users can create personal views. See View Preferences for more information.

  2. Create the saved search.

  3. Right click on the saved search name and select Set Default View.

  4. Select the view you want to use from the drop down list. To use the global default view, select the Use global default view check box.

  5. To make this the default view all users, select the Make it the default setting for all users check box.

  6. To reset user views for this saved search to the default, select the Force all users to use this default setting check box.

  7. Click OK to save your settings.

Saved search default view