View Documents application

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The View Documents application enables you to view documents and to create and save queries that you can use to view document subsets. In the View Documents application, you can also access the library application to create and manage documents in the form of a file or Uniform Resource Locator (URL) address.

On the Documents tab, you can filter the table to show documents that meet a specific criteria. You can also create and execute queries to search for documents that meet specific criteria. For example, if you only want to show file documents, you can type file in the URL Type field. When you click the Filter icon, only documents of type file will be listed in the table.

Documents table

The Documents table shows existing documents. Expanding the document will show additional document details. The following columns are in this table:

Document: Shows the document name. Click the document name to open the document. If it is a file document, the document is opened in the application associated with the file type. If it is a web document, a new browser is launched.
Document Folder: Shows the location where the document is stored.
Description: Shows a description of the document.
URL Type: Specifies whether the document is a file or a URL address.
URL/File Name: Shows the name of the file.

Search

Select the drop-down for the search field to view a menu with the following additional search options:

More Search Fields: Click to access additional record fields for query by example (QBE) searches.
Where Clause: Click to view your current structured query language (SQL) WHERE clause or to construct a new WHERE clause to use to search the database.
View Search Tips: Click to view a help topic containing tips for searching the Maximo database.

Save Query

If you frequently execute the same searches, you can save time by creating saved queries. You can also define a default saved query that you want executed every time you open the View Documents application. For example, if are only interested in file documents, you might define a default query to find all documents with a URL Type of file when you open the View Documents application. If no records that match your query are found, the message No rows to display is displayed.

Save Current Query: Click to name and save your current query so that you can reuse it at a later time. When the Save Query dialog box opens, type the name for the query in the Query Name field. Check the Public? check box if you want to make the query accessible to other users. Check the Default? check box to make this query the default query for the View Documents application. When you click OK, the query is saved and added to the Query menu. If you selected the Default? check box, the next time you launch the application, the query will be executed.
View/Manage Queries: Click to view and manage your saved queries for the current application. The View/Manage Saved Queries dialog box shows all queries that you have saved and named. To execute a saved query, click the Query Name. To delete a saved query, click the Mark Row for Delete icon for the query.

Note: The process management requester role is not specific to any process manager type, and the default query that is used to populate ITUP documents on the start center are not restricted to a particular process type. Therefore, you should create more specific requester roles or groups and queries that represent a restricted list of ITUP files to members of the more specific roles or groups.