Search

Searching the whole FormFlow

Use the search field in the upper right part of the application window to search in the whole FormFlow, that is in both documents and forms (processes). It is a fulltext search, which means that FormFlow will search for the words in the whole contents of forms and documents.

While searching, you can make use of the following properties:

  • Multi-word phrases. Text entered in quotes will be looked up as a whole, exactly as it was written, e.g.: "May 2017" will find Minutes May 2017, but not Minutes May and June 2017.

  • AND. Space between words is treated as the AND operator, which means that if more than one word is entered, the system will look up entries containing all the words at any positions, e.g.: job description will find Job description, Job – detailed description as well as Description of the job.

  • OR. If you want to search for entries that contain at least one of the keywords (the OR operator), separate them using the || symbol, e.g.: timesheet may || june will find both Timesheet for May and Timesheet for June.

  • Text to exclude from the results. If you want to find documents that do not contain a word or a phrase, place a minus sign before them, e.g.: sheet -time will find Balance sheet, but not Time sheet.

    + NOTE: A space must be placed before the minus sign, otherwise it is treated as a hyphen and therefore part of the word, e.g.: january-june will find Timesheet January-June, while searching for january -june will not find it.

You can find more search options in various sections of FormFlow – for example in individual folders on the Documents or Processes tabs. The corresponding controls are always placed above the list of entries and only apply to the specific folder. For more details, see chapter Filtering.

Advanced search

The easiest way to search is to simply enter the searched expression in the search field and confirm the query by clicking image69 Advanced search.

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FormFlow will look up all documents and processes that contain the expression. The results are displayed in the Search results window as a table.

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Advanced search parameters

Another option is advanced search, where you can enter, besides the searched expression, also other parameters to specify the search in more detail. To open the Advanced search window and set the search parameters, click image72 Advanced search parameters.

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You can set the following parameters here:

  • Use the Search switch to specify whether to search in documents, processes or all records.

  • Text placed in the Searched term field will be looked up in the contents or metadata of searched documents or processes.

  • Use the section Created or modified on to specify a time interval. Only documents or processes that were created or modified in the given interval will be found.

  • The last item – Search in trash – can be used to specify whether to include deleted documents and processes – those “in the trash” – in your search, or even to search in the trash only.

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Start searching by clicking the Search button. FormFlow will look up all documents and processes that contain the expression. The results are then displayed in the Search results window as a table.

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Filtering

When working with documents and processes, you might often need to look up something, and sometimes based on a combination of various properties. That is why FormFlow contains, apart from general search options (described above in chapter Searching the whole FormFlow), also another tool, which allows both simple and advanced search within a given list, data filtration and also settings that enable you to adjust the layout of the search result table.

This filtration tool is available in various document and process lists on the Documents, Processes, Records management and other tabs. It consists of two parts: the quick filter field, available above every folder with which the user is currently working, and the buttons of the advanced filter with fulltext search options on the given folder.

The controls for these filters are placed in the top left part of the document or process folder window.

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The quick filter field to search by the name, and the advanced search button

Quick filter

The easiest way to filter data is using the Quick filter. It is an entry field that allows filtering based on one specific preset data item (it is written in the field as gray italics; for example Name). Which one it will be, depends on the folder or list settings, managed by the FormFlow administrator.

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Entering just a part of the document name is usually enough: on the image above, entering "cont" will display all documents with "contract" in the title. Then click the magnifying glass button lupa v modre or press Enter. FormFlow then displays a table with the list of all documents containing the search expression.

Advanced search

A more detailed search is available using the filtr vetsi Filter button placed next to the quick filter field. When you click it, FormFlow displays a dialog window with all the details (metadata) that can be used for searching, and more search options.

For more details, see chapter Advanced search.

The specifics of searching for users and document processors

Displaying the results when loading a list of users and document processors (formerly officers) when using the autocomplete has some specifics. If there are many (the order of thousands) such items registered for a company, FormFlow will not load them all in a list or a right-side pane. Instead, these users will be loaded gradually.

Browsing lists

If there are many entries available, the list is displayed page by page. Browse the pages using a navigation tool placed on the left below the list.

The individual buttons allow you to:

  • «« – go to the first page,

  • « – go to the previous page,

  • » – go to the next page,

  • »» – go to the last page,

  • Load all – display all remaining entries,

  • Go to page – enter a specific page number to display directly.

Some of the buttons, like Go to the last page and Go to page, might be hidden. This depends on FormFlow permission settings that administrators can change. Similarly, the Load all button might not be available if there are too many entries.

You can set the number of items displayed on one page: open the application settings and edit the value in field Rows per page.

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Information on which entries are displayed on the current page is placed next to the navigation tool. The exact number of entries matching the current filter is only displayed for lower amounts (the threshold is set by the administrator). You can click aktualizovat Update data to update the page contents.