Performing a search

Who is this article for?

Users searching for objects using the platform search feature.

Reporting authorities, roles, and record access controls restrict data visibility.

Overview

Search helps users quickly find records across Ideagen EHSQ Enterprise or Decani. You can search by keyword, apply filters, narrow results by module, and save searches for use in reports and notifications.

Your reporting authorities, roles, and record access controls determine which records you can view.

Perform a keyword search

Enter a keyword or phrase to find matching records and related information.

Enter a word or phrase in the search box in the page header.
Do not select Enter. As you type, the search prompt automatically displays matching results and the number of matches found.
Review the results displayed beneath the search box.
Select a result above the divider line to open that record directly.
Select a result below the divider line to open a filtered list of matching records.

Keyword search filter tips

Search for multiple words: When you enter multiple words, the search performs an OR search. Results can contain any of the entered words.
- Example: valve leak
- Returns results containing valve OR leak.
Search for an exact phrase: Enclose multiple words in quotation marks to perform an AND search. Results must contain all words in the specified order.
- Example: "valve leak"
- Returns results containing valve AND leak.
Find word variations: Searches automatically include suffixes and plural versions of words.
- Example: valve leak
- May also return results containing valves and leaking.
Include or exclude specific words: Add a + before a word to require it in the results. Add a - before a word to exclude it.
- Example: +valve -leak
- Returns only results that contain valve and do not contain leak.

Note: The first character in a search cannot be a minus sign (-). For example, -valve will not return results.

Use wildcard searches: Leading and trailing wildcards can both return matching results.
- Example: ference or prefere
- Returns results containing preference.
Understand result sorting: Keyword searches sort results by relevance to the entered keywords. Other searches are typically sorted by the most recently updated records.
Search using consistent capitalization: To avoid unexpected results, do not use mixed-case terms. For best results, use lowercase search terms whenever possible.
- Example: McAfee, MCAFEE, and mcafee
- Return results, but mCAfee will not.

Narrow searches by module

Restricting searches to specific modules reduces the number of results returned and helps users locate relevant records more quickly.

Select a module from the - All - drop-down list before entering a keyword.
Select one or more modules.
Enter a search term.
Select Enter to display matching results using the selected search criteria.

Apply filters to a keyword or module search

Quick Search Filters

Quick search filters appear at the top of every search result list. To maximize the available viewing area, users can hide the quick filter panel.

To add additional filtering criteria, select Add Filters.

If the standard filtering options do not provide the required flexibility, select Advanced to access advanced filter criteria.

Combining Multiple Quick Search Filters
When multiple filters are selected, the expression is written as an AND search, meaning the results displayed will display items that meet the criteria for the first filter AND every additional filter after it.

"Me" and "My" Search Filters

Search reports can use the following dynamic filters:

Me
My Alternates
My Teams

When a report containing these filters is shared, the filter automatically adjusts to the user running the report.

For example, a manager can create an assignment report using the "Me" filter and distribute it to a department. Each recipient sees results specific to their own assignments rather than the manager's.

These filters can also be used with scheduled report notifications. See Managing a report notification schedule.

Date search filters

By selecting specific dates, users can analyze data trends over different intervals, which can reveal significant changes and developments that occur over time. This temporal aspect is essential for making informed decisions based on historical data as well as forecasting future outcomes.

For dynamic search results involving Dates, where the criteria are relative to when the search is run, use one of the predefined options, e.g. Today, Tomorrow, Last Week, Next Month, Last Fiscal Quarter, Last Year, Last Fiscal Year, Last 365 Days, etc. Click Advanced to open a new filter box and expand the list.

Using the Between option enter a date range.

This date range can also be dynamic from Today. The Today keyword can be used in lieu of selecting an actual date for all date field search options. It can also be used with + or - to add or subtract days from Today.

Future improvements coming to exact-match searches

Future improvements to exact-match searches from the primary search bar will be included in future releases.

Contains (exact): For additional information see Search Results "Contains vs. Contains Exact"

Search similar objects

Users are able to search for object that share similar characteristics, provided that the relevant fields have been configured by a module developer with the Search similar field property. See Editing an object or assignment

This configuration is essential as it determines which fields are taken into account during the similarity search process.

When fields are assigned the 'Search similar' property, users can select an object and then utilize the Find similar feature available under the Option button. By doing so, a search is triggered that presents a list of quick filters, displaying objects that are similar based on the criteria defined by those fields.

For instance, consider that both the Type and Title fields have been configured with the Search similar property. In this scenario, when a user selects the Find similar option from the Option button, the system will initiate a search that returns objects which have a matching Type and whose Title contains words similar to those of the selected object. This allows users to efficiently locate other objects that closely resemble the one they are interested in, based on the predefined fields.

Search attachments

Toggle on the Attachment search to scan attachments for the keywords of the search and return items with attachments where those keywords exist.

Attachment search limitations
The use of quotation marks or +/- symbols are not supported in attachment keyword search.

Searching Common Fields
System administrators define common fields. Fields that are searchable over some or all selected data types or applications are called Common Fields. For more information on Common fields, see Preparing for deployment

Search result display options

Customize how search results are displayed to focus on the information most relevant to your work.

By default, search results are shown in the list view. The search count is visible from the bottom right-hand corner of the page. The number of results per page can be set from a search result page navigator when there is more than one page of results.

Search results can be:

Saved
Bookmarked
Shared

The searches saved can be reused in reports and visualizations see Report Management screen.

Whether searching for a specific application or across all data, a predefined list of basic search criteria can be chosen. Additionally, filtering by a particular application in the primary search bar reduces the results to criteria specific to the application. Multiple fields can be added as search filters. Multiple filters perform an AND search, meaning the results displayed will be items that meet the criteria for every filter.

Tip
Quickly find filter fields. If an application has a lot of fields or measures, narrow the list by entering part of the field name or selecting one of the field type selectors.

When entering field criteria, keep these rules in mind:

Is one of - returns items that have the criteria selected.
Is not one - returns items that do not have the criteria selected.
Is empty - returns items that do not have a value for the selected field.
Is not empty - returns items that have data entered for the selected field.
Contains - returns items that include the selected item(s) or text.
Does not contain - returns items that do not include the selected item(s) or text.
Contains Exact - returns items that equal the exact item or text. (case sensitive)

Contains vs. Contains Exact
Using double quotes in the Contains search field treats the text as text that should be included in the search. For instance, if a Contains search uses the text "Test Air Safety", the search results will display all the objects that contain "Test”, “Air”, and “Safety” regardless of their position or surrounding characters.

During a hierarchical reference field search, there are two other options:

Is at or below - returns items at an authority level equal to or below the selected item. For example, when searching for a person choose "at or below" to return all items created by anyone who falls below the selected person's reporting chain.
Is below - is the same as "at or below" except it does not include the selected item.

Search result reports and notifications

For more information on search reports and notifications, review the following articles: Managing a search report or sharing a search report

When records are created or updated, the search results are dynamically updated. This allows search results to reflect current information.

For more information see Creating a report from a search.

Overview