Create and manage shared searches

Shared searches allow workflow item administrators to create custom searches and share them with all workflow item users or specific groups. Shared searches can be accessed on the Work page in the search bar. You can also access shared searches on the Manage page in the searches drop-down list and under Shared in the Search panel.

Create shared searches

Complete these steps to create shared searches:

1. Access the Workflow Manager web app.
2. Click the Design tab.

   The Design page appears.

   Note:

   The Design tab won't appear if you don’t have sufficient privileges.

3. Click the Settings button .

   Note:

   The Settings button won't appear if you don’t have sufficient privileges.

4. Click the Shared Searches tab.
5. Click Create New in the Saved Searches panel.
6. Provide a name for the search in the Search Name text box.
7. Type an SQL expression in the Filters text box using the following example:

   Searches for all high-priority jobs that are not closed.

   priority='High' AND closed=0

8. Optionally, specify the number of results to display per page in the Results Per Page text box.
9. Optionally, create a custom display for your search results.
   1. Click Add Display Field.
   2. Type a field name in the Display Fields text box.
   3. Type a name for the column displayed in the search results in the Display Names text box.
   4. Click Add Display Field and repeat substeps a through c to add more display fields as necessary.

      Note:

      To delete a display field, click the Delete Field button .

   5. Optionally, change the order of the fields by clicking the Move Field To Top button or the Move Field To Bottom button or by clicking the Reorder Field button and dragging the field to the desired location.

      Note:

      In ArcGIS Pro, the first three display fields appear in the job tile. If assignedTo or jobName are one of the first three display fields, the next display field is used. If currentStep isn't included in the first three display fields and your workflow has parallel steps, only the first step is shown in the job tile instead of the parallel steps drop-down list.

10. Optionally, add sort fields to change the sort order of your shared search results.
    1. Click Add Sort Field.
    2. Type a field name in the Sort Fields text box.
    3. Click the Sort Order drop-down arrow and choose a sorting method.
    4. Click Add Sort Field and repeat substeps a through c to add more sort fields as necessary.
    5. Optionally, change the order of the fields by clicking the Move Field To Top button or the Move Field To Bottom button or by clicking the Reorder Field button and dragging the field to the desired location.

       Note:

       Sort fields can be deleted by clicking the Delete Field button .

11. Choose one of the following options in the Share Search With section:
    • Everyone—Choose this option to share the search with all workflow item users.
    • Group—Choose this option and check the Shared To check box next to each of the workflow item groups you want to give access to the shared search.
12. Click Save to save the search.

Change the display order of shared searches

You can specify the display order of shared searches on the Manage and Work pages in the Workflow Manager web app and in the Workflow pane in ArcGIS Pro for all workflow item users.

1. Access the Workflow Manager web app.
2. Click the Design tab.

   The Design page appears.

   Note:

   The Design tab won't appear if you don’t have sufficient privileges.

3. Click the Settings button .

   Note:

   The Settings button won't appear if you don’t have sufficient privileges.

4. Click the Shared Searches tab.
5. Click the search that you want to reorder in the Saved Searches list.
6. Click the Move To Top button or the Move To Bottom button , or click the Reorder Search button and drag the search to the desired location.
7. Click Save to update the display order.
8. Repeat steps 5 through 7 to reorder additional shared searches.

Edit shared searches

Complete these steps to edit shared searches:

1. Access the Workflow Manager web app.
2. Click the Design tab.

   The Design page appears.

   Note:

   The Design tab won't appear if you don’t have sufficient privileges.

3. Click the Settings button .

   Note:

   The Settings button won't appear if you don’t have sufficient privileges.

4. Click the Shared Searches tab.
5. Click the name of the shared search you want to edit in the Saved Searches list.

   Tip:

   You can filter the Saved Searches list by typing a search term in the Search Saved Searches text box.

6. Update search settings as necessary.
7. Optionally, click Test Search to test the new search settings.
8. Click Save to save the changes.

Delete shared searches

Deleting a shared search is permanent and can’t be undone. Complete these steps to delete shared searches:

1. Access the Workflow Manager web app.
2. Click the Design tab.

   The Design page appears.

   Note:

   The Design tab won't appear if you don’t have sufficient privileges.

3. Click the Settings button .

   Note:

   The Settings button won't appear if you don’t have sufficient privileges.

4. Click the Shared Searches tab.
5. Click the name of the shared search you want to delete in the Saved Searches list.

   Tip:

   You can filter the Saved Searches list by typing a search term in the Search Saved Searches text box.

6. Click the More Actions button in the right panel and click Delete Search.

   A confirmation message appears.

7. Click Yes to delete the shared search or click No to cancel.

Searchable fields

The following is a list of searchable fields and their descriptions:

Field name	Description	Example SQL expression
active_versions	The current branch versions associated with the job	active_versions like '%JOB_343%'
assigned_to	The people to whom the job is assigned	assigned_to = 'wmxuser'
assigned_type	The type of assignment (User, Group, or Unassigned)	assigned_type = 'User'
closed	The closed state of the job in integer format	closed = 1
created_by	The person who created the job	created_by = 'wmxuser'
created_date	The job's creation date	created_date >= '5/7/2020'
current_step	The job's current active steps	current_step = 'Data Edits'
current_step_id	The unique identifier of the current step in the job's workflow diagram	current_step_id = 'f50d740d-cc04-9296-4ce3-181e82604465'
description	The job description	description like '%Data Edits%'
diagram	The job's workflow diagram	diagram = 'AV22bnx4LL5H4Mf3yv_R'
diagram_version	The job's workflow diagram version	diagram_version = 1
due_date	The job's scheduled end date	due_date >= '5/7/2020'
end_date	The date the job was closed	end_date = '5/7/2020'
job_id	The unique identifier of the job	job_id = 'AV22cQZOLL5H4Mf3yv_T'
job_name	The job's name	job_name like '%JOB%'
job_status	The job's status	job_status = 'Ready to Work'
job_template_id	The unique identifier of the job template from which the job was created	job_template_id = 'AV22cQZOLL5H4Mf3yv_T'
job_template_name	The name of the job template from which the job was created	job_template_name = 'Data Edits'
owned_by	The job's owner	owned_by = 'wmxuser'
priority	The priority of the job in string format	priority = 'Low'
priority_rank	The priority of the job in integer format	priority_rank = 10
start_date	The job's scheduled start date	start_date >= '5/7/2020'
started_date	The date the job was started	started_date >= '5/7/2020'

Display and sort fields

The following is a list of display and sort fields and their descriptions:

Field name	Description
active_versions	The current branch versions associated with the job
assigned_to	The people to whom the job is assigned
assigned_type	The type of assignment (User, Group, or Unassigned)
closed	The closed state of the job in integer format
created_by	The person who created the job
created_date	The job's creation date
current_step	The job's current active steps
current_step_id	The unique identifier of the current step in the job's workflow diagram
description	The job description
diagram	The job's workflow diagram
diagram_version	The job's workflow diagram version
due_date	The job's scheduled end date
end_date	The date the job was closed
job_id	The unique identifier of the job
job_name	The job's name
job_status	The job's status
job_template_id	The unique identifier of the job template from which the job was created
job_template_name	The name of the job template from which the job was created
owned_by	The job's owner
priority	The priority of the job in string format
priority_rank	The priority of the job in integer format
start_date	The job's scheduled start date
started_date	The date the job was started