Build an Advanced Search

An advanced search allows you to find records based on several different criteria using many fields and operators.

Step Procedure Related Information
Access the New Search Dialog Box
1
Open the Search dialog:
  • From the Search List, click + New Search. The New Search dialog box displays with the Search Criteria grid.
  • From a lookup list, click Search. The New Search dialog box displays and includes a list of the records related to the lookup. Click the More Search Options link to open the New Search dialog box with the Search Criteria grid.
  • From the Reporting application, click the Reports tab, and click on report row in the Reports grid. The Records Included list appears. Click and select Search option from the Records Included list. The New Search dialog box displays and includes a list of the records related to the report.
  • From the Reporting application, click the Reports tab, and select a specific report in the Reports grid to open the report form. Click on the Records Included list, and select the Search option. The New Search dialog box displays and includes a list of the records related to the report.
New Search Dialog Box
Enter Search Criteria
2 Click the Add Field button to add a new condition (row). Add a Field to a Search
3 Use the Field column to select a field to include in the search. (For example, Project Number or Employee Name.)

This list includes both standard and user-defined fields. You can type part of the field name to find it or use the drop-down to locate the desired field.

For multilevel lists, the list defaults to display with the first folder expanded. Click Collapse All to close the list so only the top level displays or Expand All to view all available fields.

4

For projects only, an additional field displays where you can specify the level of the project that you want to search (project, phase or task).

5 In the Operator field, select a comparative operator, such as "=" or "Contains".

The operators that display are based on the type of field selected. For example, an employee lookup has an operator for "is me" and a date field has an operator for "is today."

Operators for Advanced Search
6 In the Add Value field, enter the value you want to include as the criteria.
7 Repeat steps 2 through 6 to add conditions to the search.
Enter Advanced Criteria
8 Click Advanced Settings to access additional options for building a custom search. Advanced Search Settings
9

Select multiple grid rows to create groups of conditions. Click the Select Field checkbox next to each row that you want to include.

This enables you to embed conditions and create different levels of the search.

10 Click the Group Fields button.

When a group is created, there is a visual indicator to show that conditions are grouped. You can nest groupings so there are groups contained within another group. The groups use different colors for nested conditions, with a maximum of 6. The Group Fields action is disabled unless you have at least two conditions selected.

Group Conditions

Ungroup Search Conditions

Example: Group Conditions for Project Search

11 To reorder the conditions, click on a grid row to move the condition up or down in the search. The rows must be contiguous for the grouping to execute correctly because the order dictates the sequence of operations for the conditions (ANDs and ORs). Change Order of Search Conditions
Preview the Search Results
12 If you do not see a list of matching results, click the Show Preview: toggle to display the search results:
  • The Search Results Grid displays a list of all records matching your search criteria. These records also display when you use the Select Searches List on the main form for a hub record or in the Records Included list on the Reports tab or form for a specific report.
  • Some searches have a link to show the number of results. The Show # of Results field displays the total record count for the Results grid. This number is dynamic based on the criteria in the search.
Preview the Search Results
13 Click at the top right of the Search Results grid to expand the grid to full screen, allowing you to more easily view long lists of search results. Maximize the Search Results Preview
14 Click at the top right of the Search Results grid to filter the search results based on the values you select in one or more columns. Filter Search Records
15 Some searches have a link to show the number of results. Click Show # of Results to display the total record count for the Results grid. This number is dynamic based on the criteria in the search. Preview the Search Results
16 Click the check box for each search result that you want to include in the records list for that search. To include only a subset of records in long lists of search results:
  • On the Search Results grid, click the check box on the Heading row to select all records in the grid.
  • Uncheck each record's check box to exclude it from the records list.
  • Click Apply to update the records list for the search.
Refine the Search Results
Save a Search
17 On the Actions bar, click Save to save the new or updated search. The Search Settings dialog box opens. Choose either Save to update an existing search, or Save As to save a new search. Save a Search
18 To allow other users access to this search, click in the Save For field.

Depending on your security rights, you can save for everyone (all security roles), your role, or specific security roles. If you do not have security to save for others, you can only save searches for yourself.

19 To add the search to one of the folder directories in the Select Searches list, click in the Add This Search To field. The Folder Options dialog box opens. You can either select an existing folder directory from the list or click +New Folder to create a new folder directory for the search. Organize Searches
20 Click Save to save the search and close the Search Settings dialog box. Vantagepoint adds the search to the designated folder in the Select Searches list.
Execute a Search
21 Click Apply to execute the search and to close the search dialog box and return to the main form of the application. The list of records that matches your search results displays in the Search field. Add a Field to a Search
Parent Topic: Advanced Searches