What are saved searches and lists? Search requests that have been saved by users and lists that were enabled for the quick access by administrators can be accessed below the collections in the quick access.
Saved Searches
What are saved searches? Unlike the collections, saved searches save the search request instead of specific records. Meaning, when opening a saved search a new search will be started and the search result can be different to the search result when saving the search.
Who can use saved searches? Users with the system right “Fixed saved searches for editors” can access 3 pre-defined saved searches.
| Saved search | Description |
|---|---|
| Created or updated today | Shows all records that were either created today or updated today by the logged in user. |
| Created today | Shows all records that were created today by the logged in user. |
| Updated today | Shows all records that were updated today by the logged in user. |
How do I save a search? Users with the system right “Saved Searches” can save searches in the following way:
- Perform a search.
- Use the three dot menu in the search and click “Save search…”.
- Set a name for the search so you can identify the saved search later (duplicate names are allowed but not recommended).
How do I use a saved search? By clicking on the saved search in the quick access, a search with the same request will be started (the settings for the “Sources” and the search terms in the search bar will be restored). You can then modify the search by removing or adding search terms or filter the result.
Other options: Use the right click on a saved search to access the following options:
| Option | Description |
|---|---|
| Share | Share the saved search with other users. For the settings please see the collection sharing options. |
| Rename | Rename the saved search. |
| Delete | Delete the saved search. |
Lists
What are lists? Administrators can add lists such as keywords, people or locations to the quick access. This is done by selecting “Object Types” > “Show in Quick Access”. The lists will be shown as an alphabetical list / hierarchy with a count for each record.
How do lists work? Clicking on a keyword will start a search and show all records of the main search that are linked to this keyword (subordinate records will be included). Long lists will automatically be grouped in chunks of 50 records, showing the first and the last record of the chunk as a superordinate group.
Who can see the lists? Lists will only be shown to users who have at least read permissions for the list.
How do I use lists? Use the right click on a record in the list to access the following options:
| Option | Description |
|---|---|
| Quick View | Opens a popover with details of the record. |
| Use in Search | Beams the record in the search bar and starts a search for all records that link to this one. Same as clicking on the record in the quick access. |
| Show in Detail | Opens the details of the record in the detail view on the right. |