3.1.4 Item Query Search

 

The Item Query search allows the administrators to search all of the content by entering/selecting a combination of search criteria as well as manage items through the Item Query search results gird and its functions.


The Item Query is located and accessed by either using the quick navigation menu on the left hand side of the Admin Suite screen or the by using the Item Query button located in the Workspaces tab.


Welcome Screen


By choosing either of the above highlighted functions a new Item Query tab is opened.


Item Query Window


The Item Query search function is divided into three sections:


  • Basic Search Options allow to:
    • Search by keyword within the item title and/or number
    • Search by keyword within the item’s content (this does not work with photos, images or scanned PDF files)
    • Limit Search to specific item types – ability to select single or multiple items
    • Limit Search to specific workflow status.


Basic Search Options


  • Advanced Properties Search Options (be default this option is collapsed):
    • In addition to the basic search options it is possible to search against any Advanced Properties which have been set up within the system, see Section 5.2 ‘Advanced Properties’.


Advanced Property Search Options


  • Advanced Search Options (be default this option is collapsed)
    • In addition to the basic and advanced properties search options it is possible to use item roles as search criteria. It is also possible to search for items where specific roles have not been set.


Advanced Search Options


  • Additional search options based on item type selection from basic search options:
    • When selecting Item Type: Document it is possible to search based on the Document File Extension.



  • When selecting Item Type: Role it is possible to search based on the Role Type or Reports To information.


  • When selecting Item Type: Overview it is possible to search based on the Overview linked items.



  • When selecting Item Type: Group it is possible to search based on the group type, type of security or group members.


When selecting Item Type: Person it is possible to search based on the active directory or login specific information



  • When selecting Item Type: Process Map it is possible to search based on the process map actioners, links, or item types.



  • When selecting Item Type: Risk Evaluation it is possible to search based on the risk type where the type is risk matrix.


Please note, Risk Matrix, Risk Control, Hazard and Evidence do not have further search options


  • When selecting Item Type: Glossary it is possible to search based on the glossary type



Once the search criteria are in place the Item Query is executed by clicking on the Search button located on the bottom of the search criteria section.




The search is executed and the system returns relevant items in the search results grid located on the right side of the screen.


Item Query Search with Results Grid


It is possible to Save, Export or Preview items with the use of the Item Query tab once a search is carried out and a specific item is selected:


  • Save – When an Item is edited with the use of the Item Query functions it is possible to save the changes with the use of the Save button
  • Export – When an Item Query is carried out it is possible to export the results into a .CSV file for reporting purposes
  • Preview – When an Item is selected it is possible to preview the Item with the use of the Preview button.


Items can be managed from an Item Query once selected.


Item Query - Edit Item Options


Once search criteria have been specified it is possible to reset the search criteria to default (which is empty search) with the use of the Reset button.