Searches and saved searches in the Work dashboard

In the Work dashboard, you can run searches by entering filters to create customized lists of tasks. You can save and share search results.

User rights on saved searches

By default, any user can create a saved search directly from the Dashboards section in the navigation pane or from the Saved Search Editor in the Work page. For example, you might want to save a search that includes specific business data for your tasks, or that shows your high priority tasks. You can search on strings or on filters, or combine both.

Administrators can restrict the rights to create and update saved searches to a user or group of users.

Filtering on columns

By default, the Filter Criteria fields are hidden. To display them, click the visibility icon " ", which is shown only if the user has the appropriate permissions. Users who are not authorized to create saved searches can still use the quick-filter field to run ad-hoc searches.

Your search must include a task status filter, such as:
  • All: All tasks that you are authorized to see.
  • Available: Available tasks that you can claim. You claim a task to be able to start working on it.
  • Claimed: Tasks that you have claimed and can work on.
  • Claimed and available: (Default) A combined list of your claimed and available tasks.
  • Completed: Tasks that you have already completed.
Then, use filters to refine your search. From the Filter criteria menu, you can select a column from the list, such as Instance name or Task due date, and then use one of the operators and provide a value. The default operators are Contains, Equals, NotEquals, StartsWith. Depending on the column you select, more operators can be available. For example, date filters support the Before and After operators. String and number type also support the In operator, so that you can input multiple values to filter.

To refine your search even further, you can use multiple filters in one saved search definition and you can use the Search field for a full-text search, as explained in Full-text search.

More about filters

Some filters have a specific behavior.

String filters
The Contains and StartsWith filters are case-sensitive operators for the String type. Enter the exact string that you want to search on. If you need to run a case-insensitive search, use search filter operators for a full-text search.
Date filters
Dates apply millisecond precision. By default, seconds and milliseconds are set to 0.
Screen capture showing the Before and After due dates of a task, with no seconds nor milliseconds.

On date filters, results are more accurate if you specify an interval by using a combination of Before and After operators.

Sharing searches

From the Show advanced options page of the Work dashboard, you can name and share your saved searches. You can share them with everybody, or with a single team that you are a member of or manage, unless your administrator turned off saved-search sharing. To share a saved search with multiple teams, you can duplicate and rename the saved search, and specify the additional team with which to share the saved search. If you have administration authorization, you can share the saved search with any team. Even if you share a saved search, you can still update or delete it later.
Attention:
  • Whether you work in a federated or nonfederated environment, when you duplicate a saved search, the new search is a personal search. The criteria are duplicated but not the search name and sharing status.
  • In federated environments, saved searches can be shared with everyone or with teams that are defined by processes deployed on federated systems version 8.6.0, 18.0.0.1, or later.

Results

The list in the navigation pane includes your saved searches, saved searches that are shared with everyone, and saved searches that are shared with teams that you are a member of or manage.
Note: Business users can change the label of result columns for business data. For more information, see Making business data available in searches and views.