Basic searches in Workplace

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This topic is shared by BAW, CP4BA. Last updated on 2025-01-20 10:38
Use basic searches when you want to customize your task, workflow, and case list views by using simple search criteria. As part of the view customization, you can narrow the scope of your search, combine simple filters, and select and sort visible columns.

Basic searches enable you to build simple field operator value filters and combine them by using the AND keyword. Additional keywords such as OR and NOT are not available in basic searches. To refine the results of your search, you might need to define and maintain multiple basic queries. You can also name and save your customized views for reuse or share them with other people or your teams.

Tip: If you need more powerful search capabilities where you can combine multiple basic searches into more complex search queries that use and, or, and not keywords together, see Advanced searches in Workplace. Note that keywords are case insensitive.

Full-text search

Use the quick search option Search icon to trigger a full-text search of your task list. Notice that the full-text search in Workplace is different from the full-text search in Process Portal:
  • In Process Portal, the full-text search uses the Lucene search index, which does not depend on the Process Federation Server or any external features.
  • For Workplace in Business Automation Workflow releases earlier than 24.0.0.0, the full-text search is enabled only when the Process Federation Server (either external or embedded) is configured.
  • For Workplace in Business Automation Workflow 24.0.0.0, which has the federated data repository enabled, the full-text search is also available.
For more information, see Searches and saved searches.

Customize your views

The highly customizable Workplace enables you to tailor your own custom views that display the most relevant information, search for specific items in larger sets, and can be reused for frequently used queries.

To customize your views Customize view icon, you can scope your search, and build and combine filters that refine your search results. When you are done, name and save your customized views for reuse or to share them with other people or your teams. To share a saved view with another team, duplicate, rename, and share the view.
Scope the search
The search scoping section is available for the task list view. You can scope the search around a specific workflow definition or workflow application that generated the tasks.
Select the filters to use
A default filter narrows down the search based on the state of your tasks, workflow or case instances. To the default filter, you can add more basic field operator value filters until you obtain the results that you want. The fields you include in the filters can be system data, business data, or both.
Select the column to sort by
You can select the field by which to sort the information and also specify the sorting order.

For concrete examples, refer to the following section.

Examples

The following examples illustrate a few basic queries.

Example 1
Search for all the claimed and available tasks that are part of the Hiring Sample and have a very high priority.
Example 1 of a basic search: in the Scope the search section, the Enable scoping checkbox is selected, and the scoping filter is set to Workflow app acronym is HSS. In the Select the filters to use, three basic filters are added: Task stateisClaimed and available + Activity typeisUser task + PriorityisVery High. Under the Select the columns to sort by section, the field is Due on and the sort order is Ascending.
Example 2
Search for all tasks that are due before May 15, 2024, whose task name contains "Approval".
Example 2 of a basic search: in the Scope the search section, the Enable scoping checkbox is clear. Under Select the filters to use, four basic filters are added: Task stateisAll + Activity typeisUser task + Due onis before5/15/2024 + NamecontainsApproval.
Example 3
Search for all the completed tasks that are assigned to John, which are sorted in a descending order based on the completion date.
Example 3 of a basic search: in the Scope the search section, the Enable scoping checkbox is clear. Under Select the filters to use, three basic filters are added: Task stateisCompleted + Activity typeisUser task + OwnerisJohn. Under Select the column to sort by, the field is Completed on and the sort order is Descending.