Advanced Search

An advanced search allows you to select one or more fields, enter up to two values for comparison operations and apply a sort order to the results. You may be able to select a search from the Predefined Searches drop down list if your XTRAC administrator has configured it.

Specifying Search Fields and Values

At least one of the search fields must be indexed in the XTRAC database to avoid creating a search request that times out. You can include a custom field (all custom fields are indexed) or one of the following indexed predefined fields:

• Account Number (If no indexed fields are included, the search fails.)
• Create Node
• Create Operator
• Current Queue
• Customer ID
• Document ID
• Entry Date
• Item Type
• Last Name
• Node
• Organization
• Status

You can perform an advanced search on a combination of the following predefined fields, as well as any custom field.

Field	Indexed
Account Number	Y
Amount	N
Cause	N
City	N
Communication Type	N
Country	N
CPCState	N
CPCTD	N
Create Node	Y
Creator (Create Operator)	Y
Current Operator	N
Current Queue	Y
Customer Name	Y
CustomerId	Y
Document ID	Y
Entry Date	Y
FCState	N
FCTD	N
First Name	N
Item Type	Y
Last Name	Y
Middle Name	N
Node (the work item’s current node)	Y
Organization	Y
Party	N
Phone Number	N
Postal Code	N
Priority	N
QCState	N
QCTD	N
State	N
Status	Y
Status Type	N
Sub Cause	N
Subtype	N

Note: You cannot search by custom fields defined as external fields. These fields do not appear in the list of search fields.

When you search for a work item, you can specify the following:

• No values for the field:  Remove all values comparison if the field is to be used for sort order not as search criteria. When all values are blank except the Sort Order field, search results are ordered based on this field. If Sort Order is blank, the field is ignored and no error is displayed.
• One value for the field: XTRAC searches for all work items that have the designated value for the specified field.
• A range of values for the field: XTRAC searches for all work items that have a value for the specified field in the designated range. For example, you can search for dollar amounts between $5,000 and $10,000. XTRAC determines whether the Value 1 or Value 2 field is available based on the type of the selected field. For example, the Amount field supports a range of values, but the Country field does not.
• Multiple values for the same field: You can add multiple values for the same field by listing the field multiple times (in consecutive order) and specifying a different value each time. For example, if you are unsure about the spelling of the last name of the party on the work item for which you are searching, you could enter the following:
• Last Name: Kelly
• Last Name: Kelley
• XTRAC finds all work items containing the last name of Kelly and Kelley.
• The fields must be entered in consecutive order. If you enter the same field separated by a different field, as shown in the following example, XTRAC does not find the work items.
• Last Name: Kelly
• Entry Date: 1/1/15 - 1/20/15
• Last Name: Kelley
• Multiple fields: When you specify more than one search criterion, XTRAC finds work items that match all the specified criteria. For example, if you search for the following criteria, XTRAC finds work items that include both search criteria:
• Amount between $5,000 and $10,000 sorted in descending order
• NACCT item type
• In this example, XTRAC finds NACCT work item types with a value in the Amount field between $5,000 and $10,000.
• Multi-select fields may not be used for sorting results.
• Sort Order: The sort order (ascending or descending) specifies how XTRAC sorts the search results.

Available Search Fields Table

The Available Search Fields tabs list the names of fields you can use in advanced searches. Select fields from Available Search Fields list, click the right bracket ( > ) to add search criteria.

• Recent: Displays the names of the last ten fields that were used in previous searches.
• Quick: Displays only indexed fields. Searches must include at least one indexed field:
  
• Account Number
• Create Node
• Creator
• CustomerId
• Document ID
• Entry Date
• Item Type
• Last Name
• Node
• Organization
• Current Queue
• Status
• All: Displays the name of all available field names that can be used in your search:
• Note: XTRAC Workbench displays a warning icon ( ) next to fields that are not indexed and includes the message:
• At least one field without this symbol must be included to optimize your search.
• If you immediately add the same field again as shown in the following example, XTRAC searches for work items with both values.
• Last Name: Kelly
• Last Name: Kelley
• The field must be added in consecutive order. If another field separates the fields, XTRAC does not find the work items.

Selected Search Fields Table

This unlabeled table to the right of the Available Search Fields table displays the names of the fields you have selected for the search. In this table you can specify the values you want to search for in each field.

• Predefined Searches — drop-down list: Your XTRAC administrator may have defined customized searches (using defined search rules) to assist you. These customized searches include predefined search criteria. You can use these searches as they are defined or modify the search criteria by adding or removing selected search fields.
• Field Name — Displays the name of the field you added from the Available Search Fields table.
• Comparison — Lets you select a comparison operator to use in the search. Comparison operators include:
• equals — Performs a one to one comparison. For example, Account Number equals 1234567.
• is like — Lets you insert wildcard characters into the search. Use the percent sign ( % ) in place of one or more characters in a string. The search will find all applicable work items that contain values that can be replaced by the percent sign. For example, if you enter %RK12% in an Account Number field, the search finds work items that contain the "RK12" string in the middle of the account number (such as ARK123, BRK123, ARK124, and so on)
• is between — Lets you enter a range of values. For example, if you enter 1234 in the Value 1 column and 1334 in the Value 2 column for an Account Number field, the search will find all work items that contain the account numbers between 1234 and 1334 inclusive.
• No Value — Remove comparison if the field is to be used for sort order not as search criteria. The Value 1 and Value 2 fields should be blank.
• Value 1 — Lets you enter one specific value for the selected search field. Depending on which type of field is selected, you can enter a value in a text box or select a value from a drop-down list.
• Value 2 — Lets you search a range of values. Enter the starting value in the Value 1 column and the ending value in the Value 2 column.
• Sort Order — Lets you displays the results alphabetically in ascending or descending order.
• Search for process instances checkbox: Includes process instances in the search results. When a business process is implemented by a split hierarchy, XTRAC returns the top-most split parent in that split hierarchy. If the entire business process is represented by a single work item, then XTRAC returns that one work item.
• Note: When you select or clear this option, XTRAC retains the preference until it is changed again.
• Include resolved items check box: When selected, resolved work items are included in the search results.
• Note: When you select or clear this option, XTRAC retains the preference until it is changed again.
• Search all parties check box: When selected, the following party fields are also included in the search results:
• First Name
• Last Name
• Organization
• Customer ID
• Phone Number
• Country
• Postal Code
• Account Number
• Note: By default, the search only includes the ORIG party fields.

Include a Field for Sort Order only

Fields can be added that will only be used for the sort order.

1. Set the value in the Comparison column to blank.
2. Set the value of both Value 1 and Value 2 to blank.
3. Select a Sort By value.
   Note: If the Sort By field is left blank, no error is returned; it is ignored.

Buttons

Button	Description
	Displays and hides the Available Search Fields tabs pane.
	Adds the selected field name to the custom search.
	Removes the selected field name from the custom search.
	Removes all field names from the custom search.
	Takes the predefined search you select from the Predefined Searches drop-down list and loads it into the search criteria area (including field names, comparisons, and values).
	Starts the search using the specified criteria. When XTRAC completes the search, the results are displayed on the Search Results tab.