Records Search - PowerPoint PPT Presentation

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Records Search

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  1. Records Search Demonstration

  2. Records Search Options • Searching Across All Records • Searchable Fields for the Simple Search Box • Records Option in the Quick Search • Relative Date Ranges • Post Filter Options on Search Results • My Requisitions, My Purchase Orders, & My Invoices • Next & Previous Links on Quick View • Saving and Editing Searches • Starting a New Search • Advance Search • Searching by Custom Fields

  3. Searching Across All Records • Records Search provides the ability to search across Requisitions, Purchase Orders, and Invoices at the same time. • When doing this, users will be presented with search results that span across the multiple records types. • Searches on a specific Records type (PR, PO, or Invoice) are still allowed. • All Records is the default Records type for performing record searches.

  4. Searchable Fields in Simple Search Box • The following fields are searchable in the simple search box: • Requisition Number • Purchase Order Number • Invoice Number • Supplier Invoice Number • Contract Number • Catalog Number • Requisition Name • Supplier Name • You may also enter a combination of the above fields and the search will treat it as an AND search. • You may also perform a starts with search on any of the Records numbers.

  5. Quick Search – Records Option • This option allows users to enter in any of the searchable field’s data into the quick search and search across all Records. • Once you select a specific Record the system will remember that and it will be the default option for the quick search for your user. • The default date range when using the ALLRecords option is ALL DATES and the user can further filter their results after that. • The user must enter a value into the quick search box when using the AllRecords option. 5

  6. Records Search – Simple Search • For Simple Search there are three main selections. These include: • What type of records do you want to search? Select a specific record type (Requisition, Purchase Order, or Invoice) or ALL records. The default is to search across all records. • What are you looking for? The following information can be entered in the search box: Requisition Number, Purchase Order Number, Invoice Number, Supplier Invoice Number, Contract Number, Catalog Number, Requisition Name, and Supplier Name. • What dates do you care about? Users can now select from relative date ranges for the query. They can choose by number of days, calendar span, fiscal year, or other, which allows custom date ranges. Examples of relative ranges include last 30 days, last 60 days, Last Year, etc.

  7. Simple Search - Example • An example of the simple search would be to search for purchase orders to Office Max since January 1, 2011. • And the results are: (based on test data in the buyWays test site)

  8. Record Search – Relative Date Ranges • Record Search offers a variety of relative date ranges to search by. • They are broken up into the following categories: • Days (Ex. Today, Yesterday, This Week, Last Week, Last 30 Days, Last 60 Days) • Calendar (Ex. Month-To-Date, Last Month, Year-To-Date, Previous Year) • Fiscal (Ex. Fiscal Year to Date, Previous Fiscal Year) • Other (Ex. All Dates, Custom Date Range) • The relative date range may be selected prior to running your search as well as used after running your search to narrow down or expand your search. • Searches can be saved with Relative Date Ranges allowing the search to always be current with the date range selected. • Relative Date Ranges are also available on the advanced search pages. 8

  9. Record Search – Post Filter Options • There are a series of post filter options available from the results of a record search that are very similar to product search. • Examples of post filter options include: • Supplier • User • Department • Workflow Step • Workflow Status • Post Filter options change based on the record type you are searching for. (Ex. If you perform a Purchase Order search your post filter options will be PO specific and will look different from your post filter options if you do a PR search) • You are allowed to select multiple post filter options. (Ex. You can select 2 suppliers and 2 departments at the same time)

  10. My Requisitions, My Purchase Orders& My Invoices • Within Records Search there are links for My Requisitions, My Purchase Orders and My Invoices (NEW). • Using these links from Records Search allows the user to take advantage of the relative date ranges and post filter options that are available. • My Invoices is brand new and only available from Records Search. It provides the user with 1 click of the mouse access to all invoices that they created. • The default date range for these links is 90 days just like the tabs underneath History. Now within Records search you can narrow down or expand upon the 90 days worth of results using the relative ranges. • Users will only see links and only see records that they have access to. If the user doesn’t have permission to view invoices they will not see the My Invoices link. 10

  11. Records Search – Quick View Next & Previous • Records Search provides the same Quick View link for Records just like the existing History tab. • The Quick View within Records Search contains a Next & Previous link. The Quick View is a read only view of the Records. • The Next & Previous link allows users to scroll through their search results without having to navigate back to the results and select the next one. • This functionality is only available from the Quick View within the Records Search Tab.

  12. Records Search – Saving Searches • Users can save their search criteria from Records Search. • When a search is saved, the user is saving the search criteria including any keywords, date ranges, and post filters. • Once a search is saved it lives within a saved search dashboard on the Records search screen and can be ran again with 1 click. • Any search can be saved including advanced searches. • At any time the user can delete the saved search if it’s not longer needed. • Saved searches are for the user only, global or shared saved searches is not available with this upgrade. 12

  13. Records Search – Exporting Search Results • Exports are available from Records search just as they are today from the history tab. • Users will only see the export option when they have either searched on or filtered on a specific Records type. • Exporting an All Records search is not available with this release. • All permissions for exports still apply when performing exports from the Records Search tab. 13

  14. Records SearchEditing & Starting a New Search • Links are available at the top of the search results screen that allow a user to edit their search or start a new one. • You Don’t Have to Start Over - If you have performed a search and click Edit Searchyou are taken back to the search screen and all of your search criteria is retained. • After performing a search and selecting various post filters, if you decide you want to start over the Start New Searchlink is available and will allow you to start over. • Editing a saved search is not available. If you wish to edit a saved search you should run the saved search make your adjustments and then save that search as a new search.

  15. Records Search – Advance Search • Advance Search is available to any user with the Show Records Search permission. The user will still only be allowed to search and view Records they have access to. • Advance Search provides the ability to search across multiple Records just like the simple search box. • The default Records type for Advanced Search is All Records • As you select different Records types the Advance Search fields change and are specific to that Records type. • With Advance Search you are able to pre-select what you are looking for. (Ex. All PO’s pending for Fisher) • Searching by Custom Fields is only available from Advanced Search. • Relative Date Range options and post filter options still apply for all advanced searches.

  16. Records Search – Advance Search • Advanced Search offers users the option to enter very specific, detailed search criteria. Advanced search offers users the ability to pre-define your search criteria. You can perform an advanced search across multiple records or select a specific record type. Users should use advance search when they know up front the criteria they are looking for.

  17. Advance Search - Example • An example would be Purchase Orders for CDWG that have been sent to the supplier within the last 30 days.

  18. Advance Search - Results • And the results are: (based on test data in the buyWays test site)