Manage saved search lists

You can save and reuse the search lists you create, sharing the searches with others and using the saved searches as a base for other searches, customized tab pages or options within lists.

Save a search as a list

When you save a search, you automatically become the owner of this search.

A search owner can share the search with other users, update the search and reassign the search to another user. When you reassign a search to another user, you are handing over ownership of the search and the user the search is assigned to becomes the new owner.

Users who are not owners of a search can use the search in lists and use the shared search as a base to create their own searches from.

Create a saved search list

  1. Open a search page as described in Create your search steps 1-2.
  2. Fill in the relevant search fields and click Search.

    To update your search results, change the search criteria and click Search.
  3. In the ribbon, click Save to open the Save Search form.
  4. Enter a name and possibly a description of the search list.
  5. Click Save. You can now find your saved search list in the navigation pane under My lists.

Tip: For information about how to add a list to the navigation pane, see Manage lists.

Edit a saved search list

A saved search can be change to reflect your organization's evolving requirements.

You can:

  • Edit your own saved search, changing the search criteria.
  • Rename a saved search, effectively creating a new search with the same or changed search criteria.
  • Create a new search based on your own saved search with the same or changed search criteria.
  • Create a new search based in a shared search owned by another user.

Edit a saved search

If you are the owner of a search, you can edit the search, changing search criteria and then update the search or save the search as a new search.

If you are not the owner of a shared search, you cannot overwrite (and thereby update) the shared search, even if the search is shared with you. You can however save the edited search as a new saved search, with you as the owner. You can then share the new saved search.

Tip: If you are editing a shared search you do not own, make sure the name of your new search is not identical to the shared search you are basing your new search on.
The name of the search can be changed when you click the Save button.

All elements using the search will be updated when the changes to the search are saved.

Tip: If the Owner column is not displayed in the list, you can add the Owner column to be able to see who owns the shared search. See Add / Remove columns in a list.

  1. Click My Lists found in the Other pane on the Navigation pane on the Home tab to open a list of your saved searches.
  2. In the My Lists area, select the search you want to edit.
  3. In the ribbon, click Edit or right-click the search and select Editto open the search in a new tab with the same title as the selected search.
  4. In the new tab, edit the search criteria.
  5. In the ribbon, click Save to open the Save Search form. You can rename your search if necessary.
  6. In the Save Search form:
    1. In the Name field, enter a new name for your search if necessary.
    2. In the Description field, enter a description for your search.
    3. Select the Overwrite check box to overwrite your original search if you have kept the original name of the search. If you do not select the Overwrite check box, existing searches will not be overwritten, for example if you have renamed your search with a name of a search that already exists and you do not select the Overwrite check box, the changes will not be saved.
      The Overwrite button will not be displayed if you are editing a shared search owned by another user.
  7. Click Save.

Delete a saved search list

You can delete a saved search list if it has become obsolete or is no longer used.

Note: You can only delete searches you own.

When you delete a saved search, all elements that are based on the saved search, such as customized detail tabs, will be removed as well. If the search you want to delete is included in one or more distributed configurations, an overview of the configurations that contain the search is displayed. You must confirm the removal of the search to updated the configurations.

Tip: If the Owner column is not displayed, you can add the Owner column to the list to be able to see who owns the shared search. See Add / Remove columns in a list.

  1. Click My Lists found in the Other pane on the Navigation pane on the Home tab to open a list of your saved searches.
  2. In the My Lists area, select the search you want to delete.
  3. In the ribbon, click Delete or right-click the search and select Delete.
  4. In the Confirm dialog, click Yes to delete the selected search.
  1. Click Shared Lists found in the Other pane on the Navigation pane on the Home tab to open a list of searches you have shared.
  2. In the Shared Lists area, select the search you want to delete.
  3. In the ribbon, click Delete or right-click the search and select Delete.
  4. In the Confirm dialog, click Yes to delete the selected search.
  5. If the shared search is used by other users in WorkZone, the Confirm dialog is displayed and you must click Yes to confirm the deletion of the search.

Create a new search based on a saved search

You can create a new search based on the search criteria of an existing, saved search or shared search. In this way, several base searches can be created and used as search templates for more specialized searches. Searches created from other searches will not be updated if the original search is edited.

Tip: If the Owner column is not displayed, you can add the Owner column to the list to be able to see who owns the shared search. See Add / Remove columns in a list.

  1. Click My Lists found in the Other pane on the Navigation pane on the Home tab to open a list of your saved searches.
  2. In the My Lists area, select the search you want to base your new search on.
  3. In the ribbon , click Edit to open the search in a new tab with the same title as the selected search.
  4. In the new tab, edit the search criteria.
  5. When you are finished, click Save to open the Save Search form.
  6. In the Save Search form
    1. In the Name field, enter a new name for your search.
    2. In the Description field, enter a description for your search
    3. Clear the Overwrite check box.
  7. Click Save to create your new search.
  1. Click Shared Lists found in the Other pane on the Navigation pane on the Home tab to open a list of searches shared with you.
  2. In the Shared Lists area, select the search you want to use as a base.
  3. In the ribbon, click Edit or in the list, right-click the search and select Edit to open the search in a new tab with the same title as the selected search.
  4. In the new tab, edit the search criteria.
  5. In the ribbon, click Save to open the Save Search form. You can rename your search if necessary.
  6. In the Save Search form:
    1. In the Name field, enter a new name for your search. Make sure the name of your new search is not identical to the shared search you are basing your new search on.
    2. In the Description field, enter a description for your search.
  7. Click Save to create your new search.

Share a saved search list

When you have saved a search, you can share your search with your entire organization or with the selected users, including groups of users. Shared searches can be used by other users as searches for lists or as a base for creating their own searches.

Important: Remember to include yourself to the list of users you are sharing your search with.

  1. Click My Lists found in the Other pane on the Navigation pane on the Home tab to open a list of your saved searches.
  2. In the My Lists area, select one or more searches that you want to share.
  3. In the ribbon, click Share or right-click the search and select Share to open the Share search form.
  4. In the Access code field, enter the access code of the users, groups of users, or organization that you want to share your search with.
  5. Click Apply.

Note: When sharing a list which already was shared with someone, your new share options will overwrite the previous ones.

View shared search users

If you want to see who you are sharing a search with, you can use the Share search form.

  1. Click My Lists found in the Other pane on the Navigation pane on the Home tab to open a list of your saved searches.
  2. In the My Lists area, select the shared search you want to display users you have shared the search with.
  3. In the ribbon, click Share or right-click the search and select Shareto open the Share search form. The users you have shared the search with are displayed in the Access code field.
  4. Click Cancel to close the Share search form without updating the search.

Reassign a shared search

Reassigning a search means handing over the ownership of that search to another user. The user the search is assigned to becomes the new owner.

You can reassign your shared searches to one of the users you have shared that search with. You cannot reassign searches that you own but have not shared.

  • Users with the SEARCHADM access code can reassign shared searches that they do not own - either to themselves or to other users .
  • Additionally, all users (no special access code required) can reassign a shared search that they do not own, if the original owner (WorkZone user) has been rendered inactive. For example, if the original owner no longer is a part of that organization. This is to enable editing of shared searches that are widely used.

To reassign a shared search to yourself, enter [@me] as the shared user.

Tip: If the Owner column is not displayed, you can add the Owner column to the list to be able to see who owns the shared search. See Add / Remove columns in a list.

  1. Click Shared Lists found in the Other pane on the Navigation pane on the Home tab to open a list of searches shared with you.
  2. In the Shared Lists area, select the shared search you want to reassign to another user.
  3. In the ribbon, click Assign to or right-click the search and select Assign to to open the Assign search to form.
  4. In the Assign search to form, click the Owner field and select a new owner for the shared search.
  5. Click Save to reassign the shared search and close the Assign search to form.

Save a search as a custom detail tab

You can create a new detail tab on a case, document, or contact to display more specific list of documents or parties. For example, in addition to having a standard tab with all parties, you can have a specific tab that only displays parties of the Municipalities type.

Note: Filter documents is only available on cases.

Create a custom tab

To create own custom tab, you must define search criteria for the filter, run the filter and save its results as a tab.

  1. In the detail tabs area of a detail page, click Select tabs to view to open the Tabs selector form.
  2. In the Tabs selector form, click Add new tab and select the filter type to apply to your custom tab.

    Note: The Filter parties option is called Filter contact references on the contact detail page.

  3. Select an existing saved search list from the Available saved search filters drop-down list

    - Or -

    Create a search directly in the tab, add filter criteria and then save the search. You can only select saved searches that you own. Shared searches can be reassigned to another user, making the new user the owner. See above for details.

  4. Click Check filter to view results of the defined filter.
  5. Click Save and specify the name of the new custom tab and, optionally, its description.

Configure a custom tab

You can rename a custom tab, edit a custom filter, and remove a custom tab. You can only rename standard tabs.

  1. In the detail tabs area of a detail page, click Select tabs to view to open the Tabs selector form.
  2. In the Tabs selector form, locate the custom tab you want to configure and click Edit tab.

    Tip: Only custom tabs contain the Edit tab icon. Standard tabs contain the Edit icon.

  3. Select Rename, Edit filter, or Remove depending on what you want to do.