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Quick Search Setup

Quick Search makes it easy for users to narrow down the records shown in the table view, and find specific records they need to work on. Users open Quick Search by clicking Search on the action bar.

With admin permissions, you can choose the fields that appear in the Quick Search pane to make searching faster and easier for users. You can also set up useful saved searches to filter search results using the Active Only checkbox.

Quick Search pane with default filters and options caret expanded

Customize Default Filters

The Quick Search pane always includes the Text search filter and always includes the option to add custom filters. Additional default filters are determined by the table view, so users can add their own default filters to their personal views, and administrators can set up system-wide views that have useful default filters to speed up user workflows.

To add a default filter to the Quick Search pane:

  1. Edit the table view using one of the following paths:
    • Use the Views button to select the appropriate view, then go to Views > Edit.
    • Go to Views > Manage and edit the view.
  2. Scroll down to the list of fields.
  3. Next to each field you want to show in the Quick Search pane, select the Quick Search checkbox.

    Try to select only a few key Quick Search filters for each view. Too many, and users have trouble finding the ones they're looking for, and they have to scroll farther to reach the custom filter option. Too few, and users always have to add custom filters to find what they need.

Create Active Only Filters

Make it easy for users to filter out inactive records from search results with the Active Only checkbox. You can also use the Active Only checkbox to filter out undesirable records of any kind, just to make it easy for users to quickly apply a favorite filter. To make this checkbox useful, set up a saved search to identify active records and help users select that search in their More Options menus.

Selecting Active Only in the search options

Example

For example, at a company with multiple departments, users might want to quickly filter any set of records to only those linked to their department. This can be done using the Active checkbox in the quick search.

  1. Create a saved search with the criterion: department equals my department. Use a global user variable to identify the current user's department, such as $global.my_department.
  2. Hold a training session with users and help them complete these steps:
    1. Expand the caret arrow in the text search field, and then click the settings gear that appears.
      Highlighting the settings gear in the Quick Search pane
    2. Select the search you created based on user department.
    3. Save their changes.

Now when any set of records are shown, including those returned by some other saved search, users can quickly filter that set of records to only those linked to their department by selecting the Active Only checkbox.

Quick Search with Left Pane User Interface

Quick Search works differently when you use the old user interface with the navigation menu as a left pane. This section discusses how that Quick Search works, and how to configure it for users.

Using Quick Search

With the old UI configured, the quick search is a bar across the top of the table view, rather than a pane. It offers the same -TEXT- search that the Quick Search pane does, and you can also select other fields from a pre-configured drop-down list. With admin permissions, you can limit the fields that appear in the drop-down list to make searching faster and easier for users. This list typically includes only the most commonly searched fields. You can also set up useful saved searches to filter search results using the Active Only checkbox.

Old UI quick search drop-down list

Customize the Field List

Save users time when performing common searches by tailoring the list of fields to the fields users often search. For example, you might remove administrative fields, or fields that only have one or two options and can't meaningfully limit the records.

Users can access fields hidden in this list by creating a saved search, where they can select any field they have permission to view.

  1. Click Setup [Table] and go to the Indexes tab.
  2. Click Edit Quick Search Fields. A selection screen opens with a list of all fields in the current table. By default, all the fields are selected.

    When subtables are present, the quick search drop-down in the parent table shows the combined list of each subtable's quick search fields.

  3. Select the appropriate fields. If you want to remove just a few fields, clear the checkbox for each field; if you want to remove most of the fields, click Clear All Fields and then select the checkbox for each field you want to show.

  4. Choose whether new fields are included in the search drop-down when they're created. If you leave this checkbox selected, you can still edit this list again and remove additional fields in the future.
  5. Click Finish.

Create Active Only Filters

Make it easy for users to filter out inactive records from search results with the Active Only checkbox. You can also use the Active Only checkbox to filter out undesirable records of any kind, just to make it easy for users to quickly apply a favorite filter. To make this checkbox useful, set up a saved search to identify active records and help users select that search in their More Options menus.

Example

For example, at a company with multiple departments, users might want to quickly filter any set of records to only those linked to their department. This can be done using the Active checkbox in the quick search.

  1.  Create a saved search with the criterion: department equals my department. Use a global user variable to identify the current user's department, such as $global.my_department.
  2. Hold a training session with users and help them complete these steps:
    1. Click More Options in the quick search bar for the table.
      More Options link on old UI quick search area
    2. Select the search you created based on user department.
    3. Save their changes.

Now when any set of records are shown, including those returned by some other saved search, users can quickly filter that set of records to only those linked to their department by checking the Active Only button.