Searches in Workplace

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This topic is shared by BAW, CP4BA. Last updated on 2025-03-13 12:15
You use searches, filters, and sorting options to manage your work items and customize your task and workflow list views in Workplace. In addition to basic searches, you can now define advanced searches that help you consolidate multiple search queries into one and refine your search results in a single query that uses a specific syntax and keywords such as AND, NOT, and OR together.
While you can reach many of your search objectives by using basic searches, sometimes you might need more powerful search capabilities to obtain the results that you want.
  • When you use basic searches to customize your task, workflow, and case list views, you narrow the scope of your search, combine simple filters, and select and sort visible columns. You can only use the AND keyword to combine simple field operator value filters in basic searches. To obtain the results that you want, you might need to define and maintain multiple basic queries.
  • For more refined results and to minimize the effort to maintain multiple queries, you can consolidate more basic queries and use different ways to combine them into one more complex advanced query that can be optimized. A single advanced query requires only one trip to the database and is faster than running multiple smaller queries, which improves performance.
    Tip:
    • Advanced searches for processes and cases are available in Workplace in either federated or nonfederated environments through indexing into Elasticsearch or OpenSearch. As of 24.0.0.0, Workplace connects directly to the Federated Data Repository, whose indexing capabilities enable you to search for process and case instance data in Workplace in both federated or nonfederated environments. For more information, see Administering the Federated Data Repository indexes.
    • Full text searches in Workplace are available when Federated Data Repository is configured. In Workplace in Business Automation Workflow earlier than 24.0.0.0, full text searches are available only when the Process Federation Server (either external or embedded) is configured.
Determine which search approach works better for your business needs. For example, you can start with basic searches if you have simple search criteria or are not comfortable using a more complex search query syntax. You can monitor performance and switch to using advanced searches when you want to build more refined queries for which the basic search capabilities are insufficient or to minimize the query maintenance and improve performance.