Organisation MainSearch

Search

The Search view is used for searching for object, person and organization group.

How to - Show the Search View

1. Click Search

How to - Use the Search Function

1. Ensure that Search is selected in the menu
2. Check the boxes for what you want to search for: object, person and/or organization group
3. Open the menu for each type and make additional selections if needed, e.g. select subcategories or additional search parameters

   • On object you can choose to search particular object types and/or extended search

   • Info - search on given info on object
   • Owner - search on person or e-mail connected to object/s
   • Services - search on service name booked on object or text set in booking info field when booking was made
   • Old OTC services - search on old service name booked on object or text set in booking info field when booking was made
   • Pro 9 is master - search on object marked as Pro 9 is master
   • Unit path - search on organization tree structure e.g. level 0/level 1/level 2/level 3

   • On person, you can choose to search on active/inactive persons and/or extended search

   • E-mail - search on e-mail connected to a person
   • Services - search on service name booked on person or text set in booking info field when booking was made
   • Old OTC services - search on old service name booked on person or text set in booking info field when booking was made
   • Title - search on given title on person
   • Info - search on given info on person
   • Manager - search on all persons connected to a specific manager
   • Is manager - search on person marked as manager
   • ProOpinion user - search on person with a user connected to ProOpinion

   • On organization group, you can choose to search on a specific organization level and/or extended search

   • Services - search on service name booked on organization group or text set in booking info field when booking was made
   • Old OTC services - search on old service name booked on organization group or text set in booking info field when booking was made
   • Unit path - search on organization tree structure e.g. level 0/level 1/level 2/level 3

4. Enter the name (or a part of the name) of the object, person, or organization group

   • To show all items of the selected type, leave field blank, enter * or enter % in the search field
   • To show all items that start with xyz, enter xyz%
   • To show all items that end with xyz, enter %xyz
   • To show all items where xyz is in the middle, enter %xyz%
   • To show multiple separate items, enter xyz zyx
   • To show a specific sentence, enter "xyz zyx"
   • If you write space as the first character, that will be included in the search

5. Click search (the search result is presented with a row for each type, and within parentheses the number of items of that type)

   • Click cancel if you like to cancel your search

   Note: To cancel a search is only possible in the first part of the search process and the cancel button will be grayed out when the possibility has past

6. Click the row to expand the section and show a table with the items

Note: The Search result and settings used for a search is cashed during the web session. After an action is made in the search result you may click back to get back to the search result again. The search result is cached until a new search is done or settings for the search is changed, reset by pressing F5 button or restart the web browser.

How to - Search in Attributes

1. To search for items using their attribute values, select search in attributes in the menu at the top of the page
2. Read more about how to search in attributes

How to - Interpret the Search Results

Objects

• Name - the name of the object
• Node - the node the object is connected to
• Type - the object type the object has
• Person - shows if the object is associated with a person
• Info - usually shows the name of the person who is connected to the object (used when not using the person function)
• Date - shows the start date of the object on current organization group
• Organization group - the organization group the object belongs to
• Matched services - shows matched services booked on object, if multiple hits in a drop-down list

Persons

• ID - the unique ID for the person
• First name - the person's first name
• Last name - the person's last name
• E-mail address - the person's e-mail address
• Title - the person's title
• Consumption group - the consumption group the person belongs to, if any
• Info - any additional information
• Matched services - shows matched services booked on person, if multiple hits in a drop-down list

Organization Groups

• Name - the name of the organization group
• Organization level - the organization level the organization group belongs to
• Main group - the name of the main group the organization group belongs to
• Organization tree - cost center/organization groups/main group
• Inactive - if checked, the group is inactive

How to - Sort or Filter the Search Results

1. To sort the search result:

   • Click the column header you want to sort on
   • One more click reverses the sort order

2. To filter your search results:

   • Use the toolbar

     - or -

   • Click the filter button in a column header to select what values to show
     • The filter button is highlighted in blue when filter is applied

How to - Perform Actions on Items

The main reason to do a search is to find some items and perform an action on them, e.g. book services on selected objects, add selected persons to a consumption group or add selected organization groups to a bag.

Which actions that are available in the action menu depends on the selection you have made, e.g. if you have selected objects or organization groups and if you have selected one or more items.

1. In the search results, check the box for each item you want to perform the action on

   • If only one hit in main search you can use action drop directly

2. Click the icon to open the action menu in the toolbar above the table, and select your action

Objects

• Add to bag - Adds selected items to the selected bag
• Add to answer group - Adds selected items to the selected answer group
• Book service - Read more about how to book services
• Unsubscribe service - Read more about how to unsubscribe services
• Move - Moves the item to a new organization group
• Make the objects owner into a ProOpinion user - To make the objects owner a user in ProOpinion (By system setting the option to remove user name in invitation is possible)
• Reports - Access to a selection of reports adjusted to search result (If use of separate period lists for main groups, this option is not available when choosing objects from different main groups at the same time.)
  • Object cost specification
  • Object cost summary
  • Call detail on organization group
  • Availability report
  • Activity report
• Attributes
  • Show report - Allows you to show a report with the attributes
  • Send e-mail with attributes - To send an e-mail with attributes
  • Update multiple attributes - Read more about how to update multiple attributes
  • Quick update single attribute - Updates a single attribute on selected object(s), leave the value empty to erase the attribute value
• Send e-mail to owner(s) of the object(s) - To send e-mail
• Handle multiple objects - Read more about how to handle multiple objects
• Export to file - Exports selected items to a file, and you can select how to separate the items; with semicolon, tab, comma or excel

Persons

• Add to bag - Adds selected items to the selected bag
• Book service - Read more about how to book services
• Unsubscribe service - Read more about how to unsubscribe services
• Move - Moves the item to a new organization group
• Reports - Access to a selection of reports adjusted to search result
  • Object cost specification
  • Object cost summary
  • Personal communication cost
• Add to consumption group - Adds selected items to the selected consumption group
• Attributes
  • Show report - Allows you to show a report with the attributes
  • Send e-mail with attributes - To send an e-mail with attributes
  • Update multiple attributes - Read more about how to update multiple attributes
  • Quick update single attribute - Updates a single attribute on selected person(s), leave the value empty to erase the attribute value
• Send e-mail to person(s) - To send e-mail(s)
• ProOpinion
  • Make the person a ProOpinion user - To make the person a user in ProOpinion (By system setting the option to remove user name in invitation is possible)
  • Remove ProOpinion role - To remove the role ProOpinion on the user connected to the person
• Delete - Deletes the selected item
• Export to file - Exports selected items to a file, and you can select how to separate the items; with semicolon, tab, comma or excel

Organization Groups

• Add to bag - Adds selected items to the selected bag
• Book service - Read more about how to book services
• Unsubscribe service - Read more about how to unsubscribe services
• Move - Moves the item to a new organization group
• Reports - Access to a selection of reports adjusted to search result
  • Object cost specification
  • Object cost summary
  • Unit communication cost
  • Organization group and object cost summary
  • Organization group cost summary
  • Organization group cost summary (including spec)
  • Organization group summary
  • Top cost
  • Availability report
• Attributes
  • Show report - Allows you to show a report with the attributes
  • Send e-mail with attributes - To send an e-mail with attributes
  • Update multiple attributes - Read more about how to update multiple attributes
  • Quick update single attribute - Updates a single attribute on selected organization group(s), leave the value empty to erase the attribute value
• Export to file - Exports selected items to a file, and you can select how to separate the items; with semicolon, tab, comma or excel

How to - Save Search

When you have made the settings for a search, you can save the search to be used again later. Only the settings are saved, not the result from the search.

1. Click save in the upper right corner
2. Enter a name for the search in the save search field
3. Click save

   • The search will now be shown in the list of saved searches

How to - Use a Saved Search

1. Select a saved search from the saved searches menu
2. Click search

   • The search result is presented in a table

How to - Delete a Saved Search

1. Click save in the upper right corner
2. Select the search in the list
3. Click remove

   • The search is now deleted from the list of saved searches

How to - Handle a Default Saved Search

When you set a saved search as default the settings are saved, not the entered text in search field.

1. Click save in the upper right corner
2. Select the search in the list
3. Click Default: Enable to set a saved search as default
4. Click Default: Disable to remove a saved search as default

How to - Connect to Bag

This function makes it possible to automatically update bags based on your saved search.

1. Click Search
2. Click save in the upper right corner
3. Select your saved search in the saved searches drop-down list
4. Check the box connect to bag
   • Select new
   • Select bag type bag of objects, bag of persons or bag of billing groups
   • Enter a name for the new bag

     - or -

   • Select your bag in the drop-down list
5. Click save
   • The bag is automatically updated every night based on the saved search

Auto creation, updates and deletes of bags based on a person manager connection can be managed by the AD/HR integration.

How to - Edit bags

To edit bags, e.g. change the name of the bag or add/delete bag members:

1. Click Links and select Edit bags
2. Read more about how to edit bags