ProcessMaker API Documentation
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Create and Share a Saved Search

Create and share a Saved Search with ProcessMaker users and/or groups so that they can take advantage of your search parameters.

Create and Share a Saved Search

ProcessMaker Package Required

To create and share Saved Searches, the Saved Searches package must be installed in your ProcessMaker instance. The Saved Searches package is not available in the ProcessMaker open-source edition. Contact ProcessMaker Sales or ask your ProcessMaker sales representative how the Saved Searches package can be installed in your ProcessMaker instance.

Optional ProcessMaker Package

You may also create and share Saved Searches when using ProcessMaker Collections. Use Saved Searches in ProcessMaker Collections to search for records in a Collection. To use ProcessMaker Collections, the Collections package must be installed in your ProcessMaker instance. The Collections package is not available in the ProcessMaker open-source edition. Contact ProcessMaker Sales or ask your ProcessMaker sales representative how the Collections package can be installed in your ProcessMaker instance.

Permissions Required

If you are saving record searches from a ProcessMaker Collection, your ProcessMaker user account or group membership must have the "Collections: View Collections" permission to view the list of ProcessMaker Collections unless your user account has the Make this user a Super Admin setting selected. See the ProcessMaker Collections permissions or ask your ProcessMaker Administrator for assistance.

Furthermore, your ProcessMaker user account or group membership must have the View record permission from a Collection's configuration to view that Collection's records. See Configure a Collection or ask the manager of that ProcessMaker Collection for assistance.

Follow these steps to create and share a Saved Search:

  1. Enter the advanced search criteria using ProcessMaker Query Language (PMQL) parameters for your Request, Task, or ProcessMaker Collection record search. It is this criteria from which the Saved Search settings are based. See the following topics for how to compose PMQL search parameters in an advanced search:

  2. Click the Save Search button. The Save Search screen displays.

  3. In the Name field, enter the name of your Saved Search. Since this name displays in the left sidebar of the Requests/Tasks/Collections pages, ensure that this is a descriptive name based on the PMQL parameters that compose the search. This name is helpful for yourself and those with whom you share this Saved Search to know for what this Saved Search's results are. The Saved Search name does not need to be unique within your ProcessMaker instance. Therefore, multiple Saved Searches may have the same name when your own Saved Search and one shared with you have the same name. This is a required field.

  4. Follow these guidelines to select an image that represents the Saved Search results. Saved Searches associated with Requests display in the left sidebar of Requests pages. Saved Searches associated with Tasks display in the left sidebar of Tasks pages. Saved Searches associated with ProcessMaker Collection records display in the left sidebar of Collections pages.

    • Follow this step to select an image that ProcessMaker provides to represent the Saved Search:

      Select the radio button that corresponds with the image.

    • Follow these steps to select a custom image to represent the Saved Search:

      1. Click the Would you like to use a custom icon? checkbox. The Choose File button displays.

      2. Click the Choose File button and locate the icon that represents the Saved Search. The icon must not be larger than 2 kilobytes large or the following message displays below the Choose File button: The file is too large. File size must be less than 2KB when base64 encoded..

  5. From the Share With Users drop-down menu, select with which ProcessMaker user(s) to share your Saved Search by selecting the person's full name. Multiple ProcessMaker users may be added, one at a time, to this field. You may click the Remove icon to remove a ProcessMaker user from the Share With Users drop-down menu. These selected ProcessMaker users will see your Saved Search with the image you selected in the left sidebar for pages associated with its search type.

  6. From the Share With Groups drop-down menu, select with which ProcessMaker group(s) to share your Saved Search by selecting the group. Multiple ProcessMaker groups may be added, one at a time, to this field. You may click the Remove icon to remove a ProcessMaker group from the Share With Groups drop-down menu. These group members will see your Saved Search with the image you selected in the left sidebar for pages associated with its search type.

  7. Click the Save Search button.

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