Using Saved Searches

You can save your search conditions in a saved search. This allows you to quickly perform a search without needing to manually enter all of the search conditions each time. You can create, modify, and delete a saved search.

You can view all of the saved searches available to your role and those applicable to the current workspace.

Viewing the List of Saved Searches Available to Your Role

1.Log into the Service Desk Console.

2.Open a workspace.

3.Click the down arrow next to the word All to open the Saved Searches menu for that workspace.

The system displays the first saved searches (listed alphabetically), a link for creating a new saved search, and a link to all of the saved searches. The specific results of any saved search depends on the workspace and business objects involved.

Saved Searches Menu

Running a Search from the Saved Search List

You can run a saved search from a list of all the saved searches that are available to your role.

1.Log into the Service Desk Console.

2.Open a workspace.

3.Click the down arrow next to the current selected search (usually the word All, but can be different) to open the Saved Searches menu.

Saved Searches Menu Down Arrow

4.To see the entire list, click All Saved Searches.

5.Click the name of a saved search from the list.

The saved search runs immediately and the results of the saved search appear.

Creating a Saved Search

Ivanti Service Manager provides an assortment of default saved searches based on your user role. You can also create your own search and add it to the saved searches list.

You can only create saved searches for personal use if your role has create permissions. If your role has edit permissions, you can edit saved searches created by other users and publish saved searches to other roles. Permissions for saved searches are defined by the administrator in the system settings for each role.

1.Log into the Service Desk Console.

2.Open a workspace.

3.Click the down arrow next to the word All to open the Saved Searches menu.

4.Click New Saved Search. You can also click the create new saved search icon.

New Saved Search Icon

The system displays a blank search form.

Example of Creating a New Saved Search

The New Saved Search link only appears if your role has create or edit permissions.

5.Click the settings icon .

6.In the Saved Search Settings dialog box, enter the requested information and click Save.

	Field	Description
Sharing	Publish action to	The roles to which to publish this saved search. Select from the drop-down list. This saved search is available for all users in those roles.
Sharing	Category	Specifies if the search is on the saved search list or on a dashboard. Category is a way to group searches into meaningful collections.
Defaults	Personal Default	Check Personal Default to make this saved search the default when you (the logged-in user) open this specific workspace. This search automatically executes and the results appear in the list when you open this workspace. Uncheck Personal Default if you do not want to make this your default search.
Defaults	Default for roles	The roles for which this saved search is the default. Choose the roles from the drop-down list. You can only designate roles to which you have write permissions.

If you have only create permissions, you can create and edit the saved search that you created. You cannot publish to your role or other roles.

If you have edit permissions, you can publish to your role or other roles.

7.Enter information into the other fields, as described in Using Additional Search Features.

8.Click Save as... give your search a name and then click Save.

The system saves the search and displays it on your list of saved searches.

Viewing the Dependencies of a Saved Search

Saved searches that are deleted or modified might affect the display of data in a dashboard part. You can view the dependencies associated with each saved search to determine if a dashboard part is affected.

1.Log into the Service Desk Console.

2.Open a workspace.

3.Click the down arrow next to the word All to open the Saved Searches menu.

The system displays a list of saved searches available to your role.

4.To see the entire list, click All Saved Searches.

5.Hover your cursor over the search name. If you have the correct permissions, four links appear: Edit, Clone, Dependency, and Delete.

6.Click Dependency. The system displays a Dependency dialog box with a list of dashboard items that depend on this search.

7.Click Close.

Modifying a Saved Search

Do not modify any default saved searches, as this could cause unexpected results due to dependent processes.

Before modifying a saved search, check for any affected dependencies.

You can modify or publish a saved search to any role if you have edit permissions. In this case, the edit icon appears next to the saved search. Permissions are set by your administrator in the system settings for your role.

1.Log into the Service Desk Console.

2.Open a workspace.

3.Click the down arrow next to the word All to open the Saved Searches menu. The system displays a list of saved searches available to your role.

4.To see the entire list, click All Saved Searches.

5.Hover your cursor over the search name. If you have the correct permissions, four links appear: Edit, Clone, Dependency, and Delete.

Saved Search Toolbar (Service Manager Application)

6.Click the edit icon , then change any of the fields and search criteria.

7.Click Save.

About Saved Searches and the Favorites List

Saved searches that are marked as favorites appear on the saved searches list with a yellow star next to their name. Saved searches that are not favorites have a gray star.

The administrator establishes the favorite saved searches for all users, but individual users can manage their own list of favorites. You can add a saved search to the favorites list and you can remove a search from the favorites list. Removing a saved search from the favorites list does not delete the saved search.

The system shows all saved searches that are marked as a favorite in the saved search drop-down list.

Removing a Saved Search from the Favorites List

1.Log into the Service Desk Console.

2.Open a workspace.

3.Click the down arrow next to the word All to open the Saved Searches menu. A list of saved searches available to your role appears.

4.To see the entire list, click All Saved Searches.

5.Hover over the yellow star on the same row as the saved search to remove from the favorites list.

6.Click Remove Favorite.

Adding a Saved Search to the Favorites List

1.Log into the Service Desk Console.

2.Open a workspace.

3.Click the down arrow next to the word All to open the Saved Searches menu. A list of saved searches available to your role appears.

4.To see the entire list, click All Saved Searches.

5.Hover over the gray star on the same row as the saved search to add to the favorites list.

6.Click Add as Favorite.

Deleting a Saved Search

You can delete a saved search if you have delete permissions. In this case, a Delete icon appears next to the saved search. Permissions are set by your administrator in the system settings for your role.

Before deleting a saved search, check for any affected dependencies. See Viewing the Dependencies of a Saved Search.

1.Log into the Service Desk Console.

2.Open a workspace.

3.Click the down arrow next to the word All to open the Saved Searches menu. The system displays a list of saved searches available to your role.

4.To see the entire list, click All Saved Searches.

5.Hover over a search name. If you have the correct permissions, the system displays a Delete icon.

6.Click the delete icon .

7.Click Yes in the confirmation window.

Accessing Saved Searches by Business Object

Administrators can see all saved searches for each business object.

1.From the Configuration Console, click Build > Search Tools > Saved Searches to open the Saved Searches workspace. The system displays a list of business objects with saved searches.

2.Click Edit under the Action column for the business object for which to view saved searches. The system displays the list of saved searches for the business object.

You can also access all saved searches for a business object by doing the following:

1.From the Configuration Console, click Build > Business Objects to open the Business Objects workspace.

2.Open a business object. The system displays the workspace for that business object.

3.Along the top, click Saved Searches. The system lists all of the saved searches associated with that business object.

Exporting a Saved Search

You can export the records found in a saved search to a Microsoft Excel (.xls) file. You must have permissions granted by the administrator to do this.

1.Log into the Service Desk Console.

2.Open a workspace.

3.Click the down arrow next to the word All to open the Saved Searches menu. A list of saved searches available to your role appears.

4.To see the entire list, click All Saved Searches.

5.Click the export icon next to the saved search to export. You do not see the icon if your role does not have permissions.

Saved Searches List Showing the Export Icon

The system downloads the file to your local computer.

Giving Roles Permission to Export a Saved Search

Users with administrator rights can perform this procedure.

1.From the Configuration Console, click Configure > Users and Permissions > Roles and Permissions to open the Roles and Permissions workspace. The list of roles appears.

2.Select the role to have export permissions. The Role Details page appears.

3.Select the System Permissions tab.

4.At the bottom of the page, check Allow Excel download from Saved Searches.

5.Click Save.

The users for that role see the export icons on the Saved Searches page after they refresh or login again.

Emailing a Saved Search

You can email the results of a saved search to yourself. You must have permissions granted by the administrator to do this.

1.Log into the Service Desk Console.

2.Open a workspace.

3.Click the down arrow next to the word All to open the Saved Searches menu. The system displays a list of saved searches available to your role.

4.To see the entire list, click All Saved Searches.

5.Click the email icon next to the saved search to email. You do not see the icon if your role does not have permissions.

Saved Searches List Showing the Email Icon

The Save As window appears.

6.Click OK. The file is sent to the logged-in user email address.

Giving Roles Permission to Email a Saved Search

Users with administrator rights can perform this procedure.

1.From the Configuration Console, click Configure > Users and Permissions > Roles and Permissions to open the Roles and Permissions workspace. The roles list appears.

2.Select the role to have email permissions. The Role Details page appears.

3.Select the System Permissions tab.

4.At the bottom of the page, check Allow Email to yourself from Saved Searches.

5.Click Save.

The users for that role see the email icons on the Saved Searches page after they refresh or login again.

Cloning a Saved Search

You can clone a saved search.

1.Log into the Service Desk Console.

2.Open a workspace.

3.Click the down arrow next to the word All to open the Saved Searches menu. The system displays a list of saved searches available to your role.

4.To see the entire list, click All Saved Searches.

5.Hover over a search name. If you have the correct permissions, a Clone button appears.

6.Click Clone.

7.Click Yes in the confirmation window.

The system adds a new saved search to the list. It has the same name as the saved search that you cloned, except that the new saved search has " - Copy" appended to the name. To change the name, edit the saved search. See Modifying a Saved Search.

Setting the Visibility of a Saved Search

You can make a saved search visible or hidden depending on a condition. Follow these steps:

1.From the Configuration Console, click either Build > Search Tools > Saved Searches or Build > Automation Tools > Saved Searches to open the Saved Searches workspace. The system displays a list of business objects with saved searches.

2.Click Edit under the Action column for the business object to set the visibility of a saved search for. The system displays the list of saved searches for that business object.

3.Hover over a search name and click Edit. The system displays the saved search format area.

4.Click Hidden Expression. The system displays an Expression Editor pop-up window where you can enter an expression that specifies when the saved search is visible.

5.Enter an expression such as $(GetGlobal("FeatureA")).

6.Click Save.

7.Save the saved search. The system displays the list of business objects with saved searches. Notice that there is a function symbol in the Hidden column, to denote that the saved search has a hidden expression associated with it.

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