Create Search Queries in Case

How to create and save smart search queries in Case using Query Builder.

Functionality in Search » Query Builder

By performing a search from a form via the Query Builder, you can create and save search queries. Start by clicking on the search function under Case Management and select the form from which you want to retrieve data.

1. Execute. When you click Execute, the search is performed. If no conditions are set, the search result will display all registered cases in the form.
2. Save Query. Here, you save your search query and, in the dialog, you can name and describe the query.
   1. Your saved queries appear to the right of the form’s search function in the column titled My Saved Queries. (Additionally, all your saved queries, regardless of form, are collected under the heading My Saved Queries on the search start page.)
      
      Only you, as the creator of the search query, can view and edit the query.
      
      Options under the query’s settings gear icon:
      1. Execute. By selecting the query, you can view the search results either via this execute button or the one located in the menu bar above (1).
      2. Share Query. Here, you can choose to share the search results with existing groups created in the form or with individual users who have access to the form.
      3. Rename and Change Icon. By default, the query is created with the form’s icon settings. You can rename the query and also change the existing icon settings.
      4. Delete Query. If you choose to delete a query, it will be removed from the form for you and from My Saved Queries on the search start page. If you have shared the query, it will also be removed from the recipients’ Shared With Me section.
3. Create New Query. To avoid overwriting an existing query, use this option to create a new one.
4. Settings. Before saving the query, you can customize which fields should be displayed in the search results by adding or removing fields. This allows you to tailor the search results to your needs, regardless of the default settings previously configured under Default Fields in the Query Builder for the form. You can also Export or Import queries using this function. These features are primarily used to duplicate one of your own queries or to import a query created by someone else, saving it as your own to gain edit access.

Create a Query from Standard or Advanced Search

A. Standard

The Standard search function is the starting page of Query Builder, where you can immediately create simpler, dynamic searches using the form fields and/or the metadata visible on the page.
If you need more specific search results, you can choose to use Advanced Search.

B. Advanced

With the Advanced search function, you can further refine your search by creating even more dynamic conditions. For example: A search within a date range that can be set for a specific number of days/weeks/years before/after. Conditions such as a field contains/does not contain, is greater than/less than/equal to, and so on.

For both search methods (A and B), once you have selected the fields you want included in your search results, click Execute (1).

If you notice any missing data, you can modify the search query by selecting Edit Search Criteria in the results. If a column is missing in the results, you can add it via Settings (4). Then, choose Save Query (2).

Last updated: 16 January, 2025