Process Portal Work page: Search tips

Quickly find a specific task in your list of tasks in the Work page.

Attention: If you are using Process Portal on a device that uses Apple Safari or you set Contextual or RTL - Right to left as the base text direction in your Process Portal user preferences, searching and filtering in dashboard pages work the same as they do in the Work page.

In addition, only task-based saved searches are searchable.

Basic searches
Searching for specific types of information
Searches for business data

Basic searches

The easiest way to search for a task is to enter terms in the search box that describe what you are looking for.

Tip: To clear the search results and return to your list of tasks, click the X icon in the search box.

The following table summarizes tips to make your searches more effective.

Table 1. Basic searches
What are you looking for?	What should your query look like?
Tasks that contain specific terms. For example, you are trying to find the loan application that you are working on for John Smith.	Enter the terms that describe what you are looking for. For example, `John Smith loan`. Although terms are automatically combined to narrow down the search, you can also use the AND operator to combine terms, for example `John AND Smith AND loan`. Because the search function is not case-sensitive, you can enter your terms in lowercase, uppercase, or a combination of lowercase and uppercase. For example If you enter `john smith loan`, the search returns the same results as if you entered `John Smith loan` or `JOHN SMITH LOAN`. If you enter `Müller`, the search returns the same results as if you entered `MÜLLER`. However, the search does not return results that contain Muller or Mueller. Attention: Search response time depends on the number of search hits. You can improve the response time by choosing search terms that are as explicit as possible and combining these terms with the AND operator.
Tasks that contain one term or another. For example, you are looking for all of your approval or rejection tasks.	To separate the terms that you are looking for, use the OR operator. For example, to find tasks for either loan approvals or loan rejections, you can enter `approval OR rejection` You can combine the OR operator with the AND operator. For example, to find all the approval or rejection tasks that are new, enter `(approval OR rejection) AND new` Attention: Always use uppercase characters for operators.
Tasks that contain one term but not another term	To include and exclude terms, use the plus (+) and minus (-) operators together. For example, to find all of your tasks that contain the term loan but are not home loan tasks, enter `+loan -home`. Attention: Always start this type of query with the plus (+) operator. You cannot use the minus (-) operator without the plus (+) operator.
Tasks that contain different variations of a term, for example, reject and rejection	Use a question mark (?) as a substitute for single characters in terms. For example, to find Meyer or Meier, enter `Me?er` Use the asterisk () as a substitute for one or more characters at the beginning, end, or within a term. For example, to find both reject and rejection, enter `reject`
Tasks that contain a set of terms in an exact order. For example, you are looking for all of your home loan approval tasks.	Put quotation marks around the terms. For example `"home loan approval"` Attention: You cannot include wildcard characters, an asterisk (*) or a question mark (?), within the quotation marks.
Tasks that contain terms with nonalphanumeric characters, for example, an at sign (@), or an ampersand (&)	Put quotation marks around the terms. For example `"johndoe@mycompany.com"`, or `"Smith&Jones"`

Searching for specific types of information

To narrow down your search, you might want to search for specific types of information, such as the process instance name or terms in the subject line. In this case, you can prefix your search term with the corresponding field name. You can combine field searches with basic searches.

You can use the following task and process instance fields in your searches.

Table 2. Searches for specific task-related information
What are you looking for?	Which field should you use?	What terms should you include?	What should your query look like?
Tasks with a specific subject line	subject:	Any terms from the subject of the task	If you are looking for a specific invoice in the subject line, enter `subject:Invoice subject:49723` If you know a phrase from the subject line, enter `subject:"Initiate Credit Check"`
The tasks that belong to a process instance with a specific name	instancename:	Any terms from the process instance name	If you know the exact name, enter `instancename:"Check Loan Application - 10247"` If you know only parts of the name, enter `instancename:Loan instancename:Application`
The tasks that belong to a process instance with a specific application name	application:	Any terms from the application name	If you know the exact name, enter `application:"Standard Hiring Package"` If you know only parts of the name, enter `application:Hiring application:Standard`
Tasks that are at risk on a specific date, or during a date range	atriskdate:	The date in Coordinated Universal Time (UTC) in the format: year, month, day, [YYYYMMDD] expressed as a date range. You can enter just the year [YYYY], or include hours, minutes, and seconds [YYYYMMDDHHMMSS]. Tip: To handle timezone issues, search from the day before to the day after the date that you are actually interested in. Use the `TO` operator to combine the dates.	All dates are UTC. For a specific date, for example 15 June 2013, enter `atriskdate:[20130614 TO 20130616]` For a range of dates, for example 15 - 30 June 2013, enter `atrisk:[20130614 TO 20130701]` Remember: Always use uppercase characters for operators.
The tasks that belong to a specific business process definition (BPD)	bpd:	Any terms from the business process definition name	If you know the exact name of the BPD, enter `bpd:"hiring process"` If you know only parts of the name, enter `bpd:hiring`
The tasks that were created on a specific date, or during a date range	createdate:	The date in Coordinated Universal Time (UTC) in the format: year, month, day, [YYYYMMDD] expressed as a date range. You can enter just the year [YYYY], or include hours, minutes, and seconds [YYYYMMDDHHMMSS]. Tip: To handle timezone issues, search from the day before to the day after the date that you are actually interested in. Use the `TO` operator to combine the dates.	All dates are UTC. For a specific date, for example 15 June 2013, enter `createdate:[20130614 TO 20130616]` For a range of dates, for example 15 - 30 June 2013, enter `createdate:[20130614 TO 20130701]` Remember: Always use uppercase characters for operators.
Tasks that are due on a specific date, or during a date range	duedate:	The date in Coordinated Universal Time (UTC) in the format: year, month, day, [YYYYMMDD] expressed as a date range. You can enter just the year [YYYY], or include hours, minutes, and seconds [YYYYMMDDHHMMSS]. Tip: To handle timezone issues, search from the day before to the day after the date that you are actually interested in. Use the `TO` operator to combine the dates.	All dates are UTC. For a specific date, for example 15 June 2013, enter `duedate:[20130614 TO 20130616]` For a range of dates, for example 15 - 30 June 2013, enter `duedate:[20130614 TO 20130701]` Remember: Always use uppercase characters for operators.
The tasks that belong to a process instance with a specific ID	instanceid:	The numeric ID of the process instance	`instanceid:57824`
Tasks with a specific name	activityname:	Any terms from the task name	If you know the exact name, enter `activityname:"Submit requisition"` If you know only parts of the name, enter `activityname:Requisition`
A specific task ID	taskid:	The numeric ID of the task	`taskid:12345`
Tasks that are owned by someone with a specific user login name	username:	The user name	`username:jsmith`
Tasks that are owned by someone with the specified name	userfullname:	All or part of a user's full name	If you know the user's full name, enter `userfullname:"john smith"` If you know only part of the name, enter `userfullname:john userfullname:smith`
Tasks assigned to a specific team	teamname:	All or part of the team name	`teamname:accounting`
All the tasks that have been claimed by users	isassignedtouser:	One of the following values: true, false.	For example, to find tasks that have not yet been claimed, enter `isassignedtouser:false`

Table 3. Searches for specific instance-related information in Process Performance dashboard pages.
Attention: The following values apply only if you are using Process Portal on a device that uses Apple Safari or the language is set to Arabic or Hebrew in your Process Portal user preferences.
What are you looking for?	Which field should you use?	What terms should you include?	What should your query look like?
The process instances that belong to a process with a specific application name	application:	Any terms from the application name	If you know the exact name, enter `application:"Standard Hiring Package"` If you know only parts of the name, enter `application:Hiring application:Standard`
The process instances that belong to a process with a specific name	instancename:	Any terms from the process instance name	If you know the exact name, enter `instancename:"Check Loan Application - 10247"` If you know only parts of the name, enter `instancename:Loan instancename:Application`
The process instances that belong to a specific business process definition (BPD)	bpd:	Any terms from the business process definition name	If you know the exact name of the BPD, enter `bpd:"hiring process"` If you know only parts of the name, enter `bpd:hiring`
Process instances that are at risk on a specific date, or during a date range	instanceatriskdate:	The date in Coordinated Universal Time (UTC) in the format: year, month, day, [YYYYMMDD] expressed as a date range. You can enter just the year [YYYY], or include hours, minutes, and seconds [YYYYMMDDHHMMSS]. Tip: To handle timezone issues, search from the day before to the day after the date that you are actually interested in. Use the `TO` operator to combine the dates.	All dates are UTC. For a specific date, for example 15 June 2013, enter `instanceatriskdate:[20130614 TO 20130616]` For a range of dates, for example 15 - 30 June 2013, enter `instanceatriskdate:[20130614 TO 20130701]` Remember: Always use uppercase characters for operators.
Process instances that were created on a specific date, or during a date range	instancecreatedate:	The date in Coordinated Universal Time (UTC) in the format: year, month, day, [YYYYMMDD] expressed as a date range. You can enter just the year [YYYY], or include hours, minutes, and seconds [YYYYMMDDHHMMSS]. Tip: To handle timezone issues, search from the day before to the day after the date that you are actually interested in. Use the `TO` operator to combine the dates.	All dates are UTC. For a specific date, for example 15 June 2013, enter `instancecreatedate:[20130614 TO 20130616]` For a range of dates, for example 15 - 30 June 2013, enter `instancecreatedate:[20130614 TO 20130701]` Remember: Always use uppercase characters for operators.
Process instances that are due on a specific date, or during a date range	instanceduedate:	The date in Coordinated Universal Time (UTC) in the format: year, month, day, [YYYYMMDD] expressed as a date range. You can enter just the year [YYYY], or include hours, minutes, and seconds [YYYYMMDDHHMMSS]. Tip: To handle timezone issues, search from the day before to the day after the date that you are actually interested in. Use the `TO` operator to combine the dates.	All dates are UTC. For a specific date, for example 15 June 2013, enter `instanceduedate:[20130614 TO 20130616]` For a range of dates, for example 15 - 30 June 2013, enter `instanceduedate:[20130614 TO 20130701]` Remember: Always use uppercase characters for operators.
A specific process instance	instanceid:	The numeric ID of the process instance	`instanceid:57824`

Searches for business data

You can search for tasks that include data in fields that are specific to your business, for example customer name, customer address, or order date.

Attention: Business data fields are searchable only if the corresponding business data was made available to be searched when the process was designed.

You can use the following syntax for searches on business data.

Table 4. Syntax for searches on business data
What are you looking for?	What should your query look like?
Terms in business data fields	Include the name of the field in your search. To find the name of a field, in the task area for a task, hover over the label of the field. For example, if the label for the data is Customer Name and the hover help for the label shows customername, enter `customername:`
Terms that include any of the following special characters: `+ - ! ( ) { } [ ] ^ " ~ * ? : \`	Because special characters are not indexed, you can substitute the character in your search with a space. If you include the special character in your search, include a backslash (\) before the character. For example, if the customer name is MyCompany! and the field label is customername, enter `customername:"MyCompany\!"` Attention: You cannot include wildcard characters, an asterisk (*) or a question mark (?), in search queries that contain special characters.
Numeric data in business data fields	To search for a number, for example 9 in the customer address field, enter `customeraddress:9` To search for numbers in a range, use the TO operator. For example, if you are looking for numbers in the range from 1 through 9 in the customer address field, enter `customeraddress:[1 TO 9]`
Dates in business data fields	Enter the date in UTC in the format: year, month, day, (YYYYMMDD) expressed as a date range. Use the TO operator to combine the dates in the range. Tip: To handle timezone issues, search from the day before to the day after the date that you are actually interested in. For example, to find tasks that are associated with orders from 1 February 2012, use 31 January 2012 as the start date and 2 February 2012 as the end date. If the label for the order date field is orderdate, enter `orderdate:[20120131 TO 20120202]`
Business data fields that can have the value true or false (Boolean fields)	Enter the value of the field in lowercase, for example, `iscustomer:true` If the value of a field can be either true or false, put the values in parentheses or repeat the field name. Enter, for example `iscustomer:(true OR false)`, or `iscustomer:true OR iscustomer:false`