Records Search

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Records Search

• Demonstration

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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

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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.

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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.

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Quick Search Records Option

• This option allows users to enter in any of the
  searchable fields 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 ALL Records
  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 All Records option.

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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.

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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)

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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.

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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)

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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 doesnt
  have permission to view invoices they will not
  see the My Invoices link.

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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.

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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 its not longer needed.
• Saved searches are for the user only, global or
  shared saved searches is not available with this
  upgrade.

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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.

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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 Dont Have to Start Over - If you have
  performed a search and click Edit Search you 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 Search link 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.

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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 POs 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.

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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.

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Advance Search - Example

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

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Advance Search - Results

• And the results are (based on test data in the
  buyWays test site)