R1171: Saving and Sharing Search criteria

 

The search criteria created in Process / Task Searches can be saved or shared with other Users. The search conditions that can be saved and shared differ depending on the contents of the criteria and the privileges that the executing user has. For example, in order to share an App-specified search condition, the [App Administrator Authorization] on the App is required.

1. Users who can Save/Share Search criteria

Normal User (without App/System Authorization)

• Search criteria targeting "All Apps" can be saved in the [list] in the [Others] menu
• Search criteria specifying an App can be saved
• However, criteria that include Data Items in [Filter] or [Column] cannot be saved
• The [Share] option is not available when saving

User with Data viewer Authorization

• The User can save the search criteria that specifies the App to which the Authorization has been granted and includes a Data Item defined in the App in [Filter] or [Column]

User with Process Manager Authorization

• The User can Share the search criteria that specifies the App to which the Authorization has been granted

User with System Administrator Authorization

• The User can Share the search criteria targeting [All Apps]

2. Users who can use the Shared search criteria

2.1 When an App specified search condition has been shared

Data Items are included in [Filter] or [Column]

• Users with [Data viewer Authorization] of the App can use the shared search conditions

Data Items are NOT included in [Filter] or [Column]

• Users who have been involved in the processing of any Human Task can use the Shared search criteria
• The following Users are also included in the "involved" Users
• Being Offered (a candidate who has been Offered the Task)
• Being the Operator of a Team Swimlane but did not actually complete the Task
• Users who have any of Authorization of [Process Manager], [Data Viewer], and [Data Viewer (only Progress Information)] of the App can use the shared search conditions

2.2. When a search condition targeting All Apps has been shared

• All Users can use the shared search condition

Notes

• Users with both [Data Viewer] and [App Administrator] for the App can save and share search criteria that include Data Items
• App specified search criteria will be included in the App archive if it is shared
• The result of a search using the shared search criteria depends on the User's Task processing records and the Authorization they have
• Users who cannot use the Shared search criteria will not see the shared search criteria in the Search Criteria List
• Shared search conditions may disappear from the [Search condition list] or the side menu and may become unavailable if:
• The user's Data viewer Authorization is lost
• All issue records that the User was involved in processing in the past have been deleted