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Create and manage shared searches

In this topic

  1. Create shared searches
  2. Change the display order of shared searches
  3. Edit shared searches
  4. Delete shared searches
  5. Searchable fields
  6. Display and sort fields

Shared searches allow workflow item administrators to create custom searches and share them with all workflow item users or specific groups. Shared searches can be accessed on the Work page in the search bar. You can also access shared searches on the Manage page in the searches drop-down list and under Shared in the Search panel.

Create shared searches

Complete these steps to create shared searches:

  1. Access the Workflow Manager web app.
  2. Click the Design tab.

    The Design page appears.

    Note:

    The Design tab won't appear if you don’t have sufficient privileges.

  3. Click the Settings button Settings.
    Note:

    The Settings button won't appear if you don’t have sufficient privileges.

  4. Click the Shared Searches tab.
  5. Click Create New in the Saved Searches panel.
  6. Provide a name for the search in the Search Name text box.
  7. Type an SQL expression in the Filters text box using the following example:

    Searches for all high-priority jobs that are not closed.

    priority='High' AND closed=0
  8. Optionally, specify the number of results to display per page in the Results Per Page text box.
  9. Optionally, create a custom display for your search results.
    1. Click Add Display Field.
    2. Type a field name in the Display Fields text box.
    3. Type a name for the column displayed in the search results in the Display Names text box.
    4. Click Add Display Field and repeat substeps a through c to add more display fields as necessary.
      Note:

      To delete a display field, click the Delete Field button Delete Field.

    5. Optionally, change the order of the fields by clicking the Move Field To Top button Move Field To Top or the Move Field To Bottom button Move Field To Bottom or by clicking the Reorder Field button Reorder Field and dragging the field to the desired location.
      Note:

      In ArcGIS Pro, the first three display fields appear in the job tile. If assignedTo or jobName are one of the first three display fields, the next display field is used. If currentStep isn't included in the first three display fields and your workflow has parallel steps, only the first step is shown in the job tile instead of the parallel steps drop-down list.

  10. Optionally, add sort fields to change the sort order of your shared search results.
    1. Click Add Sort Field.
    2. Type a field name in the Sort Fields text box.
    3. Click the Sort Order drop-down arrow and choose a sorting method.
    4. Click Add Sort Field and repeat substeps a through c to add more sort fields as necessary.
    5. Optionally, change the order of the fields by clicking the Move Field To Top button Move Field To Top or the Move Field To Bottom button Move Field To Bottom or by clicking the Reorder Field button Reorder Field and dragging the field to the desired location.
      Note:

      Sort fields can be deleted by clicking the Delete Field button Delete Field.

  11. Choose one of the following options in the Share Search With section:
    • Everyone—Choose this option to share the search with all workflow item users.
    • Group—Choose this option and check the Shared To check box next to each of the workflow item groups you want to give access to the shared search.
  12. Click Save to save the search.

Change the display order of shared searches

You can specify the display order of shared searches on the Manage and Work pages in the Workflow Manager web app and in the Workflow pane in ArcGIS Pro for all workflow item users.

  1. Access the Workflow Manager web app.
  2. Click the Design tab.

    The Design page appears.

    Note:

    The Design tab won't appear if you don’t have sufficient privileges.

  3. Click the Settings button Settings.
    Note:

    The Settings button won't appear if you don’t have sufficient privileges.

  4. Click the Shared Searches tab.
  5. Click the search that you want to reorder in the Saved Searches list.
  6. Click the Move To Top button Move To Top or the Move To Bottom button Move To Bottom, or click the Reorder Search button Reorder Search and drag the search to the desired location.
  7. Click Save to update the display order.
  8. Repeat steps 5 through 7 to reorder additional shared searches.

Edit shared searches

Complete these steps to edit shared searches:

  1. Access the Workflow Manager web app.
  2. Click the Design tab.

    The Design page appears.

    Note:

    The Design tab won't appear if you don’t have sufficient privileges.

  3. Click the Settings button Settings.
    Note:

    The Settings button won't appear if you don’t have sufficient privileges.

  4. Click the Shared Searches tab.
  5. Click the name of the shared search you want to edit in the Saved Searches list.
    Tip:

    You can filter the Saved Searches list by typing a search term in the Search Saved Searches text box.

  6. Update search settings as necessary.
  7. Optionally, click Test Search to test the new search settings.
  8. Click Save to save the changes.

Delete shared searches

Deleting a shared search is permanent and can’t be undone. Complete these steps to delete shared searches:

  1. Access the Workflow Manager web app.
  2. Click the Design tab.

    The Design page appears.

    Note:

    The Design tab won't appear if you don’t have sufficient privileges.

  3. Click the Settings button Settings.
    Note:

    The Settings button won't appear if you don’t have sufficient privileges.

  4. Click the Shared Searches tab.
  5. Click the name of the shared search you want to delete in the Saved Searches list.
    Tip:

    You can filter the Saved Searches list by typing a search term in the Search Saved Searches text box.

  6. Click the More Actions button More Actions in the right panel and click Delete Search.

    A confirmation message appears.

  7. Click Yes to delete the shared search or click No to cancel.

Searchable fields

The following is a list of searchable fields and their descriptions:

Field nameDescriptionExample SQL expression

active_versions

The current branch versions associated with the job

active_versions like '%JOB_343%'

assigned_to

The people to whom the job is assigned

assigned_to = 'wmxuser'

assigned_type

The type of assignment (User, Group, or Unassigned)

assigned_type = 'User'

closed

The closed state of the job in integer format

closed = 1

created_by

The person who created the job

created_by = 'wmxuser'

created_date

The job's creation date

created_date >= '5/7/2020'

current_step

The job's current active steps

current_step = 'Data Edits'

current_step_id

The unique identifier of the current step in the job's workflow diagram

current_step_id = 'f50d740d-cc04-9296-4ce3-181e82604465'

description

The job description

description like '%Data Edits%'

diagram

The job's workflow diagram

diagram = 'AV22bnx4LL5H4Mf3yv_R'

diagram_version

The job's workflow diagram version

diagram_version = 1

due_date

The job's scheduled end date

due_date >= '5/7/2020'

end_date

The date the job was closed

end_date = '5/7/2020'

job_id

The unique identifier of the job

job_id = 'AV22cQZOLL5H4Mf3yv_T'

job_name

The job's name

job_name like '%JOB%'

job_status

The job's status

job_status = 'Ready to Work'

job_template_id

The unique identifier of the job template from which the job was created

job_template_id = 'AV22cQZOLL5H4Mf3yv_T'

job_template_name

The name of the job template from which the job was created

job_template_name = 'Data Edits'

owned_by

The job's owner

owned_by = 'wmxuser'

priority

The priority of the job in string format

priority = 'Low'

priority_rank

The priority of the job in integer format

priority_rank = 10

start_date

The job's scheduled start date

start_date >= '5/7/2020'

started_date

The date the job was started

started_date >= '5/7/2020'

Display and sort fields

The following is a list of display and sort fields and their descriptions:

Field nameDescription

active_versions

The current branch versions associated with the job

assigned_to

The people to whom the job is assigned

assigned_type

The type of assignment (User, Group, or Unassigned)

closed

The closed state of the job in integer format

created_by

The person who created the job

created_date

The job's creation date

current_step

The job's current active steps

current_step_id

The unique identifier of the current step in the job's workflow diagram

description

The job description

diagram

The job's workflow diagram

diagram_version

The job's workflow diagram version

due_date

The job's scheduled end date

end_date

The date the job was closed

job_id

The unique identifier of the job

job_name

The job's name

job_status

The job's status

job_template_id

The unique identifier of the job template from which the job was created

job_template_name

The name of the job template from which the job was created

owned_by

The job's owner

priority

The priority of the job in string format

priority_rank

The priority of the job in integer format

start_date

The job's scheduled start date

started_date

The date the job was started

Related topics

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In this topic
  1. Create shared searches
  2. Change the display order of shared searches
  3. Edit shared searches
  4. Delete shared searches
  5. Searchable fields
  6. Display and sort fields