SFA - Search Find and Action

Contents

Overview

Search, Find & Action is essentially the main Search page. You have a range of Search options - but will only display search results for Documents where you have permission to access them. 

Upon opening SF, you are presented with the main Search options page explained in detail in the following.

For full details on Search options, please go to the chapter - Search Filters Functionality.

From the Search Results page, you also create New Document(s), add Documents to 'My Collections', Follow / Unfollow Documents.

Note - Power Search is another option you may have access to depending on your security profile.  Power search is more on context search.  SF is focused on structured searches using the Register metadata.

Note - Today's Status (TS) and My Inbox (MI) provide the most direct access to Documents and Workflows that need your attention.

Screen Explanation

Search Filters

When you select the SF (Search, Find & Action) Menu Item on the Main Menu, you are presented with the Results Document Search page instantly followed by the Filters pop-up.

This page will be further explained in a separate link Search Filters Functionality.

Search Results

This page displays the search results based on what you have filtered.

• Fields/Columns in Search Results 

The nominated fields that are displayed in the Search Results Page are the following columns:

Field	Description
Document No	Document Number for the registration. This has been manually entered by the User or system-generated depending on how the Register was configured. This column is a toggle - i.e. it can be changed to either Document No, Reference No, or Alternative No.
Subject	The Subject or Title of the Document registration. Documents always contain a Subject.
Discipline	This is list of proper assignment of document in a register.
Package	This is list of packages awarded to a company to use in a project.
From	This is the originator user/company of the created document.
To	This is for the user/company recipient of the document.
Status	This is the 'current' Status of the Document.
Rev	The current Revision for the Document registration and the linked attachments. A Revision will only be displayed in the Document if the Register has been set as a 'Revisable Register'
Overdue Day(s)	This show count of how many days is already overdue.
Day(s) To Overdue	This show count overdue within 3 days.
To Has Responded	It will show  green check once the document does a responded.
Respond by	This has a respond by date that indicate to a user required until when to response.
Purpose	This stand what is the
Last Updated	The last time the Document metadata was edited or updated in some manner. Note - Attachment upload, Conversation sent, Comments added, Workflow initiated, Routing created, Media added, and Cross-references created are not changes in metadata; these are activity changes thus will not be captured in the Last Updated column.
Created Date	This stand for when does the document is created
Created By	The User Name and Company that created the Document.
Process Register	The Register the Document belongs to.
Seq	Unique Sequence No for the Document within the Register. This also shows you the chronological sequence of when the Document was created.

• Icons displayed in Search Results

There are two columns that display icons to indicate additional data, as follows:

Icon	Used
1 - Icons related to the Search/Filters pop-up options
Alerts           Unpublished            Overdue in Next 3 days          Overdue Now	Used as caution as what is the status of a document. This means the document in not yet Published. This means the document will become overdue within 3 days. This means the document is already past the respond by date.
Following	This icon is used to follow or unfollow a Document. See also Search Filters Page.
2 - Icons related to specific data loaded to the Document.  If an Icon appears under the Header Icon, this indicates data of that type exists.
Paperclip Icon	This stands for Attachments
Conversation Icon	This stands for a Conversation in a document.
Chain Link Icon	This stands of count that is being Cross References from another document.
Transmitted Icon	This stand of count for transmitted file.
Workflow Icon	This stands of count for initiated/action Workflows that created.
Routed Icon	This display counts of routed reviews created.
Version Icon	This display what version is been created in register document. Note: Recent version created should always be seen in latest on top.

• Action Bar

The following Buttons, Field & Icons are placed on the Action Bar.

Search Results

When a search is completed, the results will be returned, showing 100 records per page.  You can move through the results using the page arrows.

For example, If 'All' Registers are searched, the page will display all the documents of the Registers you have access to. The most recent document is displayed on top.

At the bottom of the page, a 'nag' appears containing a message regarding editable fields.

• Column Sorting

You can sort the search results by a particular column by selecting the column header.  For a specific column, click the header once to sort ascending, then again to sort descending.

To sort by Document No, the left-most blank part of the Document No column.

How Do I?

How Do I Open the Search Filters Page?

1. Select the SF Menu or the Search, Action & Find the label on the Left Hand Side
To search/find a certain Document, Files, etc or do an Action for a Document or Workflow, you can select the SFA item (Search, Find & Action) to open the Search Filters page. Note - you can also click the Document hyperlink in My Project Dashboard or use the Vertical Menu for direct access to items needing your attention.
2. Enter Filters and Search
On the Search Filters screens, there are several fields that can be used to filter the search. Often times, the documents are filtered by Register (as shown above example). You can further filter by selecting a Status from the list, entering a Subject, the Document No itself; or part of the Quick Search. Once the desired filter(s) are entered, you can now click the Search button; the Searched Documents will then appear on the Results page. Note: There are  added filter search functions available in the SFA screen to further refine the search result, provided you select first a Register:          1. Responsible Person, Raised By, Attention, Keywords filters (as configured per Register)          2. Multiple selections of Statuses           3. Date Fields          4. Global Lookups          5. Address Selector (To/From/Cc) Fields          6. Discipline          7. Code 1 to Code 5 Fields

Examples of Use

<insert examples of use here>

Hint - When you need help locating a document, try using Power Search (please see PS - Power Search).

Related Topics

Search Functionality for SFA

PS - Power Search