Create Search Queries in Case Management with Query Builder 

Functionality in Search » Query Builder

In addition to using free text search within cases, Query Builder allows you to create and save your own, more specific and advanced queries. Click on Search under the Case Management menu and select the form you wish to search from the "Search within forms" menu. If your form does not appear among the five most recent, select Show all forms to display a list of all forms you have access to.

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.

In the standard search, the search behavior differs depending on the type of field you are searching in. For text fields, the condition contains is used, which means the search returns all Cases where the entered value appears anywhere in the field. For example, searching for 212 will also return values such as 2125, since they contain 212. For number fields, the search works differently — searching for 212 will only return Cases where the field value is exactly 212. If you want to ensure an exact match in a text field, you need to use Advanced search and select the condition equals instead of contains.

B. Advanced

The Advanced search function allows you to refine your search further by creating even more precise and dynamic conditions. Here, you can combine multiple fields, choose different comparison operators, and control both which cases should be retrieved and how the results should be interpreted.

One example of when this is useful is when you want to search within a specific date range, where you not only enter fixed dates but can also let the system count backward or forward from the current date. For example, you can search for cases created between 7 and 30 days ago, or planned activities that fall within the next 14 days. In the same way, you can define ranges in weeks or years to capture longer periods, which is useful when following up on recurring inspections, audits, or repeated deviations.

In addition to dates, you can apply conditions to virtually any type of field in the form. For text fields, for example, you can specify that a field should contain or not contain a certain word or phrase, which is useful if you want to filter cases related to a specific machine, line, or location. For number fields, such as the number of deviations, measurement values, or costs, you can use conditions such as greater than, less than, or equal to in order to limit the search to cases above or below a certain threshold.

You can also combine multiple conditions on the same field or across different fields to make the search even more accurate. For example, this could mean displaying only cases where the status is “In Progress” and the priority is “High,” or finding cases where a certain risk value exceeds a defined level during a specific period. In this way, Advanced search becomes a powerful and smart tool for quickly retrieving the right basis for follow-up, analysis, and improvement work.

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).

Related content:

• Free Text Search in Case Management
• Share Search Queries from Query Builder in Cases
• Set Default Fields in Query Builder
• Create Charts from Search Results
• Export and Import Search Queries from Query Builder
• Can I delete multiple cases at the same time?