You can create search templates to be used in Workspace to search for instances of processes from the To Do and Tracking pages. You can also edit or delete existing search templates.
When creating or editing a search template, you can specify the layout and sort order of the search results. However, users can modify these settings in Workspace after the search results appear.
You can create as many search templates as required.
When saving a search template, you must give it a unique name. Otherwise, an existing template can be overwritten without a warning message.
In administration console, click Services > Workspace > Search Templates.
(Optional) If you are editing an existing template or using an existing template as the basis for a new template, select the template from the Search Template Name list.
In the Search Template Description box, provide the purpose of the template.
(Optional) In the User Instructions box, provide any instructions that can help in using the template. These instructions are displayed in Workspace when a user selects the search template.
Click the Criteria tab. This is where you define one or more search criteria. To add a search criteria:
At the top of the Criteria tab, select a Process Element or Task Element.
Tip: If you previously selected the Process Name element and specified a process, any Process Variables defined in that process are also available for selection.
Tip: If you select the Task Visible element, users will be able to remove completed tasks from the search results.
The search criteria fields for the selected element appear at the bottom of the Criteria tab.
For each Process Element, Task Element, and Process Variable that you select, fill in the corresponding search fields at the bottom of the Criteria tab:
Tip: If you selected Process Name as the element, you can click the icon beside the operand field to display a list where you can select a process that is running on the forms server. After selecting a process, any process variables defined in that process are available for selection under Process Variables in the top section of the Criteria tab.
Tip: You can delete an element from the search template by clicking the Delete icon beside the element’s search criteria.
(Optional) For each column heading to display in the search results, click the Layout tab and perform the following steps:
The layout specified in the search template overrides the user’s preferences specified for column headings in Workspace.
(Optional) For each column to sort in the search results, click the Sort tab and perform the following steps:
Click the Save tab.
(Optional) If creating a new search template, give it a unique name. If you do not specify a unique name, you could overwrite an existing template.
Click the Save button.