Build an Advanced Search

Use an advanced search to find records based on multiple fields and operators and advanced settings for grouping conditions.

Videos: See related videos below.

To build an advanced search:

1. Open the Search dialog box:
   • From the Saved Search control () at the top of the active hub or application form, click to display the Saved Searches and Record Selection panes. At the bottom of the Saved Searches pane, click + New Search to display the New Search dialog box.
   • 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 then click on a report row in the Reports grid. The Saved Searches list appears. Click and select the Search option from the Searches list. The New Search dialog box displays and includes a list of the records related to the report.
   • From the Reporting application, click the Favorites tab and then select a favorite report in the list to run it.
2. To add a condition (row) to the Search Criteria grid, click + Add a Field.
3. To select a standard or user-defined field to include in the search: In the Actions bar at the top of the New Search dialog box, click +Select A Field action.
   Grid Fields: Fields in grids are organized under the grid name, which is displayed in bold. On the search dialog box for most applications, the first folder is expanded by default and other folders are collapsed.

   • Enter part of the field name or click to use the drop-down list to find a specific field.
   • To expand a grid folder to display all available fields inside, click .
   • To close the lists, click Collapse All.

   For organizations, you can search for a specific level.

   To specify a project level for each condition, select one of the project level options in the Search Criteria grid.

4. Optional. In an advanced project search, you can also specify a project level for each search condition by select one of the following options.

   Option	Description
   on the Project Level	Select this option to find project level records that meet the search conditions. For example, a project can have a different project manager on the top level than on a phase level. If you search for Project Manager Is Me on the project level, only the top level projects records for which you are the project manager are returned.
   on the Phase Level	Select this option to display only the phase levels of the project, regardless of the number of tasks associated with the project or the matches for the search. For example, you search for Project Manager is Me on the task level and you are the project manager for four tasks on two different phases of the project, but you are not the project manager for the project or phase level. In this case, two phases are included in the record results list for the phases that own the tasks on which you are the project manager and the phase column is added to the record results list. Select this option to find phase level records for the search conditions. For example, a project can have a different project manager on the phase level of a project. If you search for Project Manager Is Me on the phase level, only the phase level records where you are the project manager are returned.
   on the Task Level	Select this option to display records for the task levels of the project, regardless of the matches for the search. For example, you search for Project Manager is Me on the task level and you are the project manager for four tasks on two different phases of the project, but not for the project or phase level. In this case, the four task records on which you are the project manager are included in the results, as well as the phase and task columns. (This option is hidden if you do not use the task level.)
   on Any Level	Select this option to find all project level (including projects, phases, and tasks) records for the search condition. For example, if you search for Project Manager Is Me on any level, all levels of a project where you are project manager are returned.

5. In the Operator field, select a comparative operator, such as = or Contains.
   The operators that display are based on the type of field that you selected. For example, an employee lookup has an operator for is me and a date field has an operator for is today.
6. In the Add Value field, enter the value that you want to include as a criterion.
   Some Add Value fields provide multiselect drop-down lists that enable you to quickly build complex searches in hub forms and other applications throughout Vantagepoint. Use multiselect drop-down lists to add, delete, copy and paste, as well as filter long lists of values.
7. To add conditions to the search, repeat steps 2 through 6.
8. To specify advanced search criteria, click Advanced Settings and complete these actions:
   1. To create a group of conditions, select the checkbox to the left of each condition row that you want to group and click Group Fields.
      This enables you to embed conditions and create different levels in the search. The Group Fields button becomes available when you select at least two conditions.

      A visual indicator shows that conditions are grouped. You can nest up to 6 groupings, with each nesting level displayed in a different color.

   2. 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. The order of the rows dictates the sequence of operations for the conditions (ANDs and ORs).
9. If the search provides a link to display the number of results, click Show # of Results to see the total record count in the Results grid.
10. To refine search results, select one of two actions:

    Goal	Description
    Include all records that match the search criteria	In the Search Results list, click the Apply All button. Although all the record checkboxes display as cleared, all records in the Search Results list are automatically included in the search.
    Select a subset of records	Select each record that you want included in the search and then click Apply Selected (#) to include only those records that match the search criteria. Records for which you do not select a corresponding checkbox are not included in the record selection lists of the hub or application associated with the records.

    To refine search results, select one of two actions: All records applied to the search are also available for export to a comma-separated values (.CSV) file. These records also display when you use the Select Searches List on the main form for a hub record or in the Records or Saved Searches list on the Reports tab or form for a specific report.
11. Optional. For advanced project searches, use the following display options to present search records based on project level information in the Record Results section of the Project Search dialog box and in list view for saved and ad hoc Selection searches:

    Option	Description
    Results to Display	This drop-down list displays on the New Project Search dialog box in the Projects hub if Advanced Settings is activated (). Select a project level option from the list to display project level information for your search record results. The following options are available: Project, Phase, Task, or All Matches.
    List View Display	This drop-down list displays on the New Project Search dialog box in the Projects hub if Advanced Settings is activated () and is based on your project level selection in the Results to Display drop-down list. Select either Tree List to display search records in a hierarchical structure or Flat List to display all records with no hierarchy. This is the only option available when you select Phases, Tasks, or All Matches in the Results to Display drop-down list.

    For more information, see Display Record Results by Project Levels in Advanced Project Search.
12. To change the display of the Search Results grid in most hub or application forms, click one of the first three options on the toolbar of the Search Results grid.
    For advanced project searches, to change the display in both the Record Results section of the Project Search dialog box and in list View for an advanced ad hoc project Selection search, click the last two options in the following table.

    Option	Use this option to:
    	Expand the grid to full screen, so that you can more easily view long lists of search results.
    	Export all or a subset of search results to a comma-separated values ( .CSV) file. To include or exclude other records, select a new subset of records and apply them to the search.
    	Filter the search results based on the values that you select in one or more columns.
    Results to Display	This drop-down list displays on the New Project Search dialog box in the Projects hub if Advanced Settings is activated (). Select a project level option in this drop-down list to display project level information for your record search results.
    List View Display	This drop-down list displays on the New Project Search dialog box in the Projects hub if Advanced Settings is activated () and is based on your project level selection in the Results to Display drop-down list. Select either Tree List to display a hierarchical list of search records based on the project level(s), or Flat List to display all records that match all project levels.

13. To save the search, on the Actions bar click Save Options and then select the options on the Save Options dialog box.
    Click Save to update an existing search or click Save as New Search to save a new search. Vantagepoint adds the search to the designated folder in the Select Searches list.
14. To allow other users access to this search, click in the Save For field.
    Depending on your search security rights, you can save for everyone (all security roles), your role, or specific security roles. If you do not have the security rights to save for others, then you can save searches only for yourself.
15. To add the search to one of the folder directories in the Select Searches list, click in the Add This Search To field and select the options on the Folder Options dialog box.
    You can select an existing folder directory from the list or click + New Folder to create a folder directory for the search.
16. To save the search and add it to the designated folder in the Select Searches list, click Save Options.
17. To execute the search, click Apply All or Apply Selected (#).
    You are returned to the main form of the application and the search records are included in the Find field of the appropriate hub or application.

    Depending on how you accessed the Search dialog box, you may be able to select either a single record or multiple records from the search list to return either one record or a subset of records.

Videos

Title	Description
Basic Searches	Learn how to perform basic searches.
Advanced Searches	Learn how to create advanced searches, including how to use conditions, to filter the scope of the results.