Create and manage shared searches

Shared searches allow workflow item administrators to create custom searches to share with workflow item users or groups. Shared searches can be accessed on the Work page on the search bar. You can also access shared searches on the Manage page in the searches drop-down menu or on the Search tab in the Search/Create panel.

Create shared searches

To create shared searches, complete the following steps:

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

   The Design page appears.

   Note:

   If you don't have sufficient privileges, the Design tab is not available.

3. Click Settings .

   Note:

   If you don’t have sufficient privileges, Settings is not available.

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. Provide an SQL expression in the Filter 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, add a display field for the search results:
   1. Click Add Display Field.
   2. Provide a field name in the Display Fields text box.
   3. Provide a name for the column displayed in the search results in the Display Names text box.
   4. Click Add Display Field and repeat these substeps to add more display fields.

      Tip:

      To delete a display field, click Delete Field .

      To change the order of the fields, hover over the display field and click Move Field To Top or Move Field To Bottom , or click Reorder Field and drag the field to the new location.

10. Optionally, add sort fields to set the sort order of the shared search results:
    1. Click Add Sort Field.
    2. Provide 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 these substeps to add more sort fields.

       Tip:

       To delete a sort field, click Delete Field .

       To change the order of the fields, hover over the display field and click Move Field To Top or Move Field To Bottom , or click Reorder Field and drag the field to the new location.

11. Choose one of the following options in the Share Search With section:
    • Everyone—Share the search with all workflow item users.
    • Group—Check the Shared To check box next to each workflow item group that you want to share the search with.
12. Optionally, click Test Search to test the search settings.
13. Click Save to save the search.

Edit shared searches

To edit shared searches, complete the following steps:

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

   The Design page appears.

   Note:

   If you don't have sufficient privileges, the Design tab is not available.

3. Click Settings .

   Note:

   If you don’t have sufficient privileges, Settings is not available.

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 providing a search term in the Search Saved Searches text box.

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

Change the display order of shared searches

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

To change the display order of shared searches, complete the following steps:

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

   The Design page appears.

   Note:

   If you don't have sufficient privileges, the Design tab is not available.

3. Click Settings .

   Note:

   If you don’t have sufficient privileges, Settings is not available.

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

Duplicate shared searches

Duplicating a shared search allows you to make a copy of a shared search that can be used as a starting point for similar job searches.

To duplicate a shared search, complete the following steps:

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

   The Design page appears.

   Note:

   If you don't have sufficient privileges, the Design tab is not available.

3. Click Settings .

   Note:

   If you don’t have sufficient privileges, Settings is not available.

4. Click the Shared Searches tab.
5. Click the shared search that you want to duplicate in the Saved Searches list.
6. Click More Actions and click Duplicate Search.

   The duplicated shared search appears in the Saved Searches list with - Copy appended to its name.

The shared search can now be edited and used to search for jobs with similar search criteria.

Delete shared searches

Deleting a shared search is permanent and can’t be undone.

To delete a shared search, complete the following steps:

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

   The Design page appears.

   Note:

   If you don't have sufficient privileges, the Design tab is not available.

3. Click Settings .

   Note:

   If you don’t have sufficient privileges, Settings is not available.

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 providing a search term in the Search Saved Searches text box.

6. Click More Actions and click Delete Search.

   A confirmation message appears.

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

Configure custom search

Custom Search is a predefined shared search that contains the default display and sort fields for the Manage and Work page. You can add, edit, or remove values to apply custom search results for workflow item users.

To modify the Custom Search results, complete the following steps:

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

   The Design page appears.

   Note:

   If you don't have sufficient privileges, the Design tab is not available.

3. Click Settings .

   Note:

   If you don’t have sufficient privileges, Settings is not available.

4. Click the Shared Searches tab.
5. Optionally, specify the number of results to display per page in the Results Per Page text box.
6. Optionally, add a display field for the search results:
   1. Click Add Display Field.
   2. Provide a field name in the Display Fields text box.
   3. Provide a name for the column displayed in the search results in the Display Names text box.
   4. Click Add Display Field and repeat these substeps to add more display fields.

      Tip:

      To delete a display field, click Delete Field .

      To change the order of the fields, hover over the display field and click Move Field To Top or Move Field To Bottom , or click Reorder Field and drag the field to the new location.

7. Optionally, add sort fields to set the sort order of the shared search results:
   1. Click Add Sort Field.
   2. Provide 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 these substeps to add more sort fields.

      Tip:

      To delete a sort field, click Delete Field .

      To change the order of the fields, hover over the display field and click Move Field To Top or Move Field To Bottom , or click Reorder Field and drag the field to the new location.

8. Edit or remove search values as necessary.
9. Optionally, click Test Search to test the search settings.
10. Click Save to save the changes or Discard Changes to cancel.

    To revert to the default search values, click More Actions and click Revert To Default.

Searchable fields

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

Tip:

Use the syntax tablename.fieldname to search for a field in an extended properties table. This format cannot be used to search for feature service extended properties and ArcGIS Survey123 extended properties.

Field name	Description	Example SQL expression
assigned_to	The user 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 user who created the job	created_by = 'wmxuser'
created_date	The job's creation date	created_date >= '5/7/2020'
current_step	The step name of the job's current step	current_step = 'Define Location'
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 that was used to create the job	job_template_id = 'AV22cQZOLL5H4Mf3yv_T'
job_template_name	The name of the job template that was used to create the job	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'
step_action_type	The step action associated with the step template. Accepted values include the following: AdvancedAssignment Attachment ClaimVersion Cleanup CreateJob CreateReplica CreateVersion DataQualityRules DefineLocation Email GPService JobProperties JobProperties1M Manual OpenApp ProGPTool ProMappingAndTask Question ReconcilePost SetVersion Survey WebRequest	step_action_type = 'AdvancedAssignment'

Display and sort fields

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

Field name	Description
assigned_to	The user 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 user who created the job
created_date	The job's creation date
current_step	The step name of the job's current step
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 that was used to create the job
job_template_name	The name of the job template that was used to create the job
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
step_action_type	The step action associated with the step template. Accepted values include the following: AdvancedAssignment Attachment ClaimVersion Cleanup CreateJob CreateReplica CreateVersion DataQualityRules DefineLocation Email GPService JobProperties JobProperties1M Manual OpenApp ProGPTool ProMappingAndTask Question ReconcilePost SetVersion Survey WebRequest