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Agiloft search functionality is based on complex conditional statements and provides the foundation for rules, actions, and workflows. Simple searching, also called quick searching, is available from the table search block, and complex searches can be created in the Saved Search wizard, which are used in many different areas of the system. Due to their complexity, Saved Searches require a separate discussion. 

What is a Search?

A search is a filter applied to a table to find a set of records. Simple searches allow you to search for records by using the table search block.


This simple search will find Contracts for the company "Acme Micro" whose title contains the word "Amendment":

Table Search Block

The table search block is located above the the main table action bar and allows you to create simple searches. You can make it appear by clicking Search and hide it by clicking the arrow icon in the top right corner. 

Search Block Options

Although the search block is commonly used for simple searches, it also has options to refine your search criteria.

How do I use search block options to create simple searches?

Enter text in the right-hand value box to find records that contain that text. You can choose a specific field from the left drop-down to limit the search to that field. To search for an empty field, leave the value box empty.


Enter text to find all records submitted by a user, or numbers to find records by ID.

For example, 10-15,22,23 will find records 10, 11, 12, 13, 14, 15, 22, and 23.

You can further adjust your search by checking the boxes at the bottom of the search block:

  • Show All: Removes any filters to show all permitted records.
  • Refine: Allows you to add criteria to an already executed search.
  • String: Runs the search on strings instead of whole words. For example, if you searched "med," you may get results that include terms such as medicine, medical, and medic.
  • Context: Shows the context of the result beneath each found record.
  • Active Only: Further filters the search results to active records only, which are defined by clicking More Options.
  • More Options:

    • Fast Search and Search for Strings: Provides the ability to search on exact words, different grammar forms, phrases, or word fragments.
    • Best Match and Most Recent: Defines how the records returned by the search are sorted.
    • Treat numbers as words: Searches for numbers in text fields instead of the ID field.
    • Display search results in a new window: Opens search results in a new window.
    • Active Records: Uses a saved search to define which records are considered active.

Quick Search Fields

Administrators can configure which fields are available for users in the quick search drop-down to help optimize searching.

Quick Search drop-down

 How do I customize the Quick Search field list?

  1. Navigate to the Indexes tab of the Table wizard by selecting Setup [Table] > Indexes.
  2. Click Edit Quick Search Fields to open the selection screen containing a list of all fields in the current table.
  3. Select the appropriate fields.
  4. Click Finish.

Edit Quick Search Fields screen


  • All fields are selected by default.
  • The window also contains the following options:
    • Add New Fields by Default
    • Select All Fields
    • Clear All Fields
  • When subtables are present, the quick search drop-down in the parent table will show the combined list of fields selected in the Edit Quick Search Fields window for all subtables.