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

1.1. Search criteria specifying an App

When a Data Item defined in the App is contained in [Filter] or [Display column]

• Users who have [Data Viewer] authorization in the specified App can save search criteria in [Search condition list]
  (Users who do not have [Data Viewer] authorization cannot save search criteria)
• In addition, Users with [App Administrator] authorization can enable the "Share" option and save

When a Data Item is not contained in [Filter] or [Display column]

• Users who can search for the specified App are able to save the search criteria in [Search condition list]
• However, only Users who have [App Administrator] authorization to the specified App can save with the [Share] option enabled

1.2. Search criteria not specifying an App

• All User can save the search criteria in [Search condition list]
• However, only Users who have [App Administrator] authorization to the specified App can save with the [Share] option enabled

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
  • Being Offered (a candidate who has been Offered the Task)
  • Being the Operator of a Team Swimlane but did not actually complete the Task
• The following Users are also included in the "involved" Users
• Users who have either [Process Manager], [Data Viewer], or [Data Viewer (only Progress Information)] Authorization for 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] Authorization 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