Shared searches allow workflow item administrators to create custom searches and share them with all workflow item users or specific groups. Shared searches can be accessed on the Work page in the search bar. You can also access shared searches on the Manage page in the searches drop-down list and under Shared in the Search panel.
Create shared searches
Complete these steps to create shared searches:
- Access the Workflow Manager web app.
- Click the Design tab.
The Design page appears.
Note:
If you don't have sufficient privileges, the Design tab is not available.
- Click the Settings button
.Note:
If you don’t have sufficient privileges, the Settings button is not available.
- Click the Shared Searches tab.
- Click Create New in the Saved Searches panel.
- Provide a name for the search in the Search Name text box.
- Type an SQL expression in the Filters text box using the following example:
Searches for all high-priority jobs that are not closed.
priority='High' AND closed=0 - Optionally, specify the number of results to display per page in the Results Per Page text box.
- Optionally, create a custom display for your search results.
- Click Add Display Field.
- Type a field name in the Display Fields text box.
- Type a name for the column displayed in the search results in the Display Names text box.
- Click Add Display Field and repeat substeps a through c to add more display fields as necessary.
Note:
To delete a display field, click the Delete Field button
. - Optionally, change the order of the fields by clicking the Move Field To Top button
or the Move Field To Bottom button 
or by clicking the Reorder Field button 
and dragging the field to the desired location.
Note:
In ArcGIS Pro, the first three display fields appear in the job tile. If assignedTo or jobName are one of the first three display fields, the next display field is used. If currentStep isn't included in the first three display fields and your workflow has parallel steps, only the first step is shown in the job tile instead of the parallel steps drop-down list.
- Optionally, add sort fields to change the sort order of your shared search results.
- Click Add Sort Field.
- Type a field name in the Sort Fields text box.
- Click the Sort Order drop-down arrow and choose a sorting method.
- Click Add Sort Field and repeat substeps a through c to add more sort fields as necessary.
- Optionally, change the order of the fields by clicking the Move Field To Top button or the Move Field To Bottom button or by clicking the Reorder Field button and dragging the field to the desired location.
Note:
Sort fields can be deleted by clicking the Delete Field button
.
- Choose one of the following options in the Share Search With section:
- Everyone—Choose this option to share the search with all workflow item users.
- Group—Choose this option and check the Shared To check box next to each of the workflow item groups you want to give access to the shared search.
- Click Save to save the search.
Change the display order of shared searches
You can specify the display order of shared searches on the Manage and Work pages in the Workflow Manager web app and in the Workflow pane in ArcGIS Pro for all workflow item users.
- Access the Workflow Manager web app.
- Click the Design tab.
The Design page appears.
Note:
If you don't have sufficient privileges, the Design tab is not available.
- Click the Settings button .
Note:
If you don’t have sufficient privileges, the Settings button is not available.
- Click the Shared Searches tab.
- Click the search that you want to reorder in the Saved Searches list.
- Click the Move To Top button or the Move To Bottom button , or click the Reorder Search button and drag the search to the desired location.
- Click Save to update the display order.
- Repeat steps 5 through 7 to reorder additional shared searches.
Duplicate shared searches
Duplicating a shared search allows you to make a copy of a shared search that can be used as a starting point for similar job searches. Complete these steps to duplicate a shared search:
- Access the Workflow Manager web app.
- Click the Design tab.
The Design page appears.
Note:
If you don't have sufficient privileges, the Design tab is not available.
- Click the Settings button .
Note:
If you don’t have sufficient privileges, the Settings button is not available.
- Click the Shared Searches tab.
- Click the shared search that you want to duplicate in the Saved Searches list.
- Click the More Actions button
and click Duplicate Search.The duplicated shared search appears in the Saved Searches list with - Copy appended to its name.
The shared search can now be edited and used to search for jobs with similar search criteria.
Edit shared searches
Complete these steps to edit shared searches:
- Access the Workflow Manager web app.
- Click the Design tab.
The Design page appears.
Note:
If you don't have sufficient privileges, the Design tab is not available.
- Click the Settings button .
Note:
If you don’t have sufficient privileges, the Settings button is not available.
- Click the Shared Searches tab.
- Click the name of the shared search you want to edit in the Saved Searches list.
Tip:
You can filter the Saved Searches list by typing a search term in the Search Saved Searches text box.
- Update search settings as necessary.
- Optionally, click Test Search to test the new search settings.
- Click Save to save the changes.
Delete shared searches
Deleting a shared search is permanent and can’t be undone. Complete these steps to delete shared searches:
- Access the Workflow Manager web app.
- Click the Design tab.
The Design page appears.
Note:
If you don't have sufficient privileges, the Design tab is not available.
- Click the Settings button .
Note:
If you don’t have sufficient privileges, the Settings button is not available.
- Click the Shared Searches tab.
- Click the name of the shared search you want to delete in the Saved Searches list.
Tip:
You can filter the Saved Searches list by typing a search term in the Search Saved Searches text box.
- Click the More Actions button in the right panel and click Delete Search.
A confirmation message appears.
- Click Yes to delete the shared search or click No to cancel.
Searchable fields
The following is a list of searchable fields and their descriptions:
| Field name | Description | Example SQL expression |
|---|---|---|
active_versions | The current branch versions associated with the job | active_versions like '%JOB_343%' |
assigned_to | The people to whom the job is assigned | assigned_to = 'wmxuser' |
assigned_type | The type of assignment (User, Group, or Unassigned) | assigned_type = 'User' |
closed | The closed state of the job in integer format | closed = 1 |
created_by | The person who created the job | created_by = 'wmxuser' |
created_date | The job's creation date | created_date >= '5/7/2020' |
current_step | The job's current active steps | current_step = 'Data Edits' |
current_step_id | The unique identifier of the current step in the job's workflow diagram | current_step_id = 'f50d740d-cc04-9296-4ce3-181e82604465' |
description | The job description | description like '%Data Edits%' |
diagram | The job's workflow diagram | diagram = 'AV22bnx4LL5H4Mf3yv_R' |
diagram_version | The job's workflow diagram version | diagram_version = 1 |
due_date | The job's scheduled end date | due_date >= '5/7/2020' |
end_date | The date the job was closed | end_date = '5/7/2020' |
job_id | The unique identifier of the job | job_id = 'AV22cQZOLL5H4Mf3yv_T' |
job_name | The job's name | job_name like '%JOB%' |
job_status | The job's status | job_status = 'Ready to Work' |
job_template_id | The unique identifier of the job template from which the job was created | job_template_id = 'AV22cQZOLL5H4Mf3yv_T' |
job_template_name | The name of the job template from which the job was created | job_template_name = 'Data Edits' |
owned_by | The job's owner | owned_by = 'wmxuser' |
priority | The priority of the job in string format | priority = 'Low' |
priority_rank | The priority of the job in integer format | priority_rank = 10 |
start_date | The job's scheduled start date | start_date >= '5/7/2020' |
started_date | The date the job was started | started_date >= '5/7/2020' |
Display and sort fields
The following is a list of display and sort fields and their descriptions:
| Field name | Description |
|---|---|
active_versions | The current branch versions associated with the job |
assigned_to | The people to whom the job is assigned |
assigned_type | The type of assignment (User, Group, or Unassigned) |
closed | The closed state of the job in integer format |
created_by | The person who created the job |
created_date | The job's creation date |
current_step | The job's current active steps |
current_step_id | The unique identifier of the current step in the job's workflow diagram |
description | The job description |
diagram | The job's workflow diagram |
diagram_version | The job's workflow diagram version |
due_date | The job's scheduled end date |
end_date | The date the job was closed |
job_id | The unique identifier of the job |
job_name | The job's name |
job_status | The job's status |
job_template_id | The unique identifier of the job template from which the job was created |
job_template_name | The name of the job template from which the job was created |
owned_by | The job's owner |
priority | The priority of the job in string format |
priority_rank | The priority of the job in integer format |
start_date | The job's scheduled start date |
started_date | The date the job was started |