Creating a Search View

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Summary

Search views are a powerful tool that allows you to easily categorise jobs, sites, assets, appointments, and contacts to fit your business processes.

Oneserve search views can be shared between different user types, allowing you to efficiently manage your users' workflow and empower them to easily find the information they need to find day-to-day.

Views can be created using the built-in search parameters or, for more advanced views, by making use of Oneserve's search query language: OQL.

User Type Rights

List of user type rights
Code Name Description
SEA_NEW Search Access to the Job search page through the header. This can be set as a user home page so they would require this right to stop a error after logging in to the system
OQL_ADVANCED_QUERY Search - advanced oql query The ability to use the advanced query box on the search page, this will allow users to create complex searches and views. Basic filters can be used before turning the search into the advance view, the help centre contains more information about what you can achieve using the advanced search
MANAGE_SEARCH_CRITERIA Search - Manage search criteria Control around the basic filters, the cog to control what columns are used for the results and the option to save and share search views. This right will need to be assigned to any user type who need to build and save views but for basic and view only users you can remove the complexity to the search pages so its easier for them to use. Without this right users can still access search views shared with them and have the option to search using Job numbers and site address
SEARCH_PAGE_SHOW_ALL Determines if the 'All' option is available in the search pages The search page will default to the 'All' option if you have this right assigned. Without this right you would be directed to a empty search page or the first shared view in the list. This will prevent user types accessing all information if they should only have access to a reduced amount of data. This right will grant permission to the All option for Jobs, Sites, Contacts, Assets and Appointments
SITE_LIST Sites Search Access to the Site search tab under the search header
ASSETL Search Assets Access to the Assets search tab under the search header
APPOINTMENT_LIST Appointments Search Access to the Appointment search tab under the search header

Guide

Filters

Note: By default, user types with the SEARCH_PAGE_SHOW_ALL right will see the "All Jobs" view. If you wish to curate the views for a user and disable them from searching within all jobs, this right will need to be removed. Users will need the MANAGE_SEARCH_CRITERIA right to use filters.

Each new view starts out with a view of all jobs in the system, sorted in reverse-chronological order by creation date. In order to create a view, you will need to add filters according to your criteria.

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The "More Filters" menu contains the following filters:

Job Search Page
Filter Name Description
Client The name of the client against the job
Job Status Group The group that the job's status is included in (e.g. "Pending", "In Progress", "Complete"). This will include all jobs at a status within the group
Reported Date The date at which the job was reported (can be different from the job's creation date)
Modified The date on which the job was last modified
End Date The actual end date of the job
Start Date The actual start date of the job
Planned End Date The planned end date of the job
Planned Start Date The planned start date of the job
Created Date The date on which the job was created (can be different from the job's reported date)
Post Code The post code of the site the job is set against
Client Ref The job's client reference
Site The site reference of the site the job is loaded against
Contact The contact reference of the contact against the job
Job Status The job status the job is currently in
Owner The name of the user that owns the job (can be set to "Current User" for shared views)
Coding The code field of the job coding
Coding Description The description field of the job coding
Region The region of the site against which the job is raised
Cause The cause against the job
Invoice The job invoice number against the job
Job Cost Invoice No. The invoice number against a cost on a job (will return all jobs with costs against this invoice)
Priority The priority assigned to the job
Service The service against the job
Work Log Type The work log type the
Team The team assigned to the job
Target Date The target date of the job
Risky Date The date at which the job is in risk of going out of target (based on the priority)
Invoice Date The date at which the job was invoiced
Work Type The work type of the job
Job Refs The references of jobs (allows you to select multiple distinct jobs)
Team Type The team type of the team assigned to the job (Direct or Subcontractor)
Usage Type The usage type of the site the job is raised against
Site Type The site type of the site the job is raised against
Site Group The site group to which the job's site belongs
Site Warning The warning(s) against the job's site
Workflow The workflow the job is following
Version Status The status of the job's current version (New, Awaiting Approval, Approved, or Rejected)
Has Pending Appointment Whether the job has a pending appointment or not (true/false)
All Activities Complete Whether all of the activities against the job have been completed (true/false)
Additional Appointment Notes The notes against the additional appointment reason
Additional Appointment Reason The reason for the additional appointment
Pending Appointment Start Date The planned start date of the job's pending appointment(s)
Pending Appointment End Date The planned end date of the job's pending appointment(s)
In Progress Appointment Actual Start Date The actual start date of the job's in progress appointment(s)
In Progress Appointment Start Date The planned start date of the job's in progress appointment(s)
In Progress Appointment End Date The planned end date of the job's in progress appointment(s)
Additional Appointment Date The date of the job's additional appointment
Completed Within Target Whether the job was completed within target (based on priority)
Site Search Page
Filter Name Description
Site Name The name of the site
Site Ref The unique reference of the site
Site Status The current status of the site
Site Type The site type of the site
Parent Site The parent site reference of the site
Region The region of the site
Client The client to which the site belongs
Usage Type The usage type of the site
Site Group The site group to which the site belongs
Site Warning The warning(s) against the site
Address Line 1 The first line of the site's address
Address Line 2 The second line of the site's address
Address Line 3 The third line of the site's address
Address Line 4 The fourth line of the site's address
Postcode The postcode of the site
Live Date The date on which the site went live
Site Archived Whether or not the site is archived (true/false)
Site Code The code of the site
Asset Search Page
Filter Name Description
Asset Ref The unique reference of the asset
Asset Status The current status of the asset
Asset Type The asset type of the asset
Location The site location in which the asset is located
Client The client to which the site belongs
Condition The current condition of the asset
Modified The date at which the asset was last modified
Site The site reference of the site in which the asset is located
Manufacturer The asset manufacturer
Model The model of the asset
Site Type The site type of the site in which the asset is installed
Contact Search Page
Filter Name Description
Forename The contact's forename
Surname The contact's surname
Ref The contact's unique reference
Site The site reference of the site a contact is connected to
Postcode The contact's postcode
Client The client to which a contact belongs
Appointments Search Page
Filter Name Description
Resource The resource assigned to the appointment
Team The team of the resource assigned to the appointment
Job Status The job status of the job the appointment is booked for
Booked By The user who booked the appointment
Job Refs Specific references of jobs that appointments are booked for
Duration The duration (in minutes) of the appointment
Planned Start The planned start date of the appointment
Planned End The planned end date of the appointment
Actual Start The actual start date of the appointment
Actual End The actual end date of the appointment
Created The date on which the appointment was created
Modified The date on which the appointment was last modified
Status The current status of the appointment
Job Completed Within Target Whether or not the job was completed in within target (based on priority)
Rescheduled Reason The reason for which the appointment was rescheduled

Columns

Note: In order to access the search configuration menu users will need the MANAGE_SEARCH_CRITERIA assigned to their user type

Search views include the most commonly used columns to surface information about jobs, but more can be added if further detail is needed.

To add more columns:

  • Click on the cog icon at the top right of the search view to enter the column configuration page

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  • Search for the column(s) you would like to add using the search bar. Click on them to add them to the current view

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  • You can also click and drag columns to re-order them in the search view (top to bottom in the column view is left to right in the search view)

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  • Click "Save" in the bottom right of the page to save your changes

Creating a New Search View

Once you have selected your columns and applied your filters, you can save your search view in order to share it with others.

To do this:

  • Click on the "Save" button (or click the dropdown to save a view under a different name/group using "Save As")

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  • In the popup menu that appears, enter the name of the search view and (optionally) select a colour for the view. Assign the view to an existing group or select "Create New" to add a brand new search group for your search view

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  • Click "Save" to create your view and group

Once you've created your search view, you can share it with specific user types

Exporting Search Views

Note: Exporting views with large numbers of results can take a while as the server will need to gather the data. If there are too many results, it can cause a timeout.

In order to allow you to work with data collected from search views more easily, Oneserve offers the ability to export the data from search views to .csv files which can be easily manipulated and queried using tools such as Microsoft Excel and Libreoffic Calc.

To export a view:

  • Click on the export icon (downwards arrow) of the view you'd like to export. Your browser will prompt you to download the resulting file

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