Search Configuration

This article contains the following topics:
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This article contains the following topics:
You can configure searches to simplify how users search for information in the repository and export the results. To configure searches, complete the following tasks:
  • Set a search result limit.
  • Make it easier to search by assigning a default search for a role.
  • Make it easier to specify search criteria by completing the following tasks:
    • Adding fields
    • Removing fields
    • Moving fields
    • Changing the field name
    • Replacing fields
  • Make it easier to find information in the search results by completing the following tasks:
  • Make it easier to search by allowing users to save searches.
  • Make it easier to use search results in spreadsheets by allowing users to export search results.
  • Delete a search that you do not need.
Set a Search Result Limit
When you search for an object and the results are difficult to manage because too many object records appear, you can set a limit. For example, when you search for assets, over 2,000 assets appear in the search results. The results are difficult to navigate, you cannot find the assets you want, and the performance is negatively impacted. Therefore, you set a maximum of 50 object records to return.
Follow these steps:
  1. Click the tab and optional subtab for the search that you want to configure.
    On the left, click Manage Searches.
    A list of saved searches displays. Click a search in the list.
  2. In the Additional Settings, Maximum Search Results Returning area, specify the total number of objects to appear.
    For performance reasons, we recommend that you set this value to less than 500.
  3. Click Go.
    The limited search results appear and help you see the impact on the results before you save the limit. All future search results are limited to the specified number or percentage.
Assign a Default Search for a Role
You can assign a default search for a role so that all users in the role have the same default search when they click a tab or subtab. For example, all users responsible for reviewing and negotiating contracts, agreements, and services belong to the Contract and Vendor Management role. To simplify the search setup for users so they do not have to specify a default search for themselves, you configure the default legal document search. You assign the configured legal document search as the default for all users in the Contract and Vendor Management role. When users in this role click the Legal Document tab, they see the configured legal document search as their default, rather than the default legal document search provided by the product.
Consider the following information when assigning a default search for a role:
If you do not assign a default search for a role, the default search for the object appears when users in the role click the tab or subtab.
  • You can assign multiple default searches for a role. However, you can only assign one default search for a particular object type (for example, model, asset, legal document, and so forth) to a role.
  • When a user saves a search as their default, that search is the default for the user, even when you assign a different search as the default for the role. For example, a user in the Asset Technician role sets their default search as the asset search provided by the product. You configure the default asset search by adding a field to the search criteria and removing a field from the search results. You then assign the configured asset search as the default search for the Asset Technician role, to which the user belongs. The default asset search is the default for the user, even when you have assigned the configured asset search as the default for the role.
  • A search must be available to a role before you can assign the search as the default for the role. For example, you create a legal document search. To make the search available to the Contract and Vendor Management role, assign the Contract and Vendor Management role to the search. You can then assign the legal document search as the default for the Contract and Vendor Management role.
    For more information about assigning a role to a search, see Search Security.
Follow these steps:
  1. Click Administration, User/Role Management.
  2. On the left, expand the Role Management menu.
  3. Click Role Search.
  4. Search for and select a role.
    The role details appear.
  5. In the Default Searches area of the page, click Select New.
  6. Select the default search for the role.
    The default search is added to the Default Searches list.
  7. Click Save.
    The search is saved as the default for all users in the role.
Add a Field
CA APM lets you extend the information that appears in your search criteria and results by adding additional fields. For example, you can add the DNS Name field to the asset search. You can add fields to a new and saved search. You cannot add fields to the default searches provided by the product.
Follow these steps:
  1. Click the tab and optional sub tab for the object that you want to find.
  2. On the left, click Manage Searches.
    A list of saved searches displays.
  3. Click a search in the list.
  4. At the top of the page, click CONFIGURE SEARCH: ON.
    The configuration of the search is enabled.
  5. Click Add Fields.
    The Add Fields dialog appears.
  6. Select the fields to add to the search criteria, results, or both.
  7. At the top of the page, click CONFIGURE SEARCH: OFF.
    The configuration of the search is complete.
  8. Click Save.
    The field appears in the search criteria and results.
Remove a Field
CA APM lets you remove a field when you do not want a particular field included in the search criteria. For example, you can remove the DNS Name field from the asset search.
Follow these steps:
  1. Click the tab and optional sub tab for the object that you want to find.
  2. On the left, click Manage Searches.
    A list of saved searches appears.
  3. Click a search in the list.
  4. Complete the following steps:
    1. At the top of the page, click CONFIGURE SEARCH: ON.
    The configuration of the search is enabled.
    1. Click the appropriate icon next to the field in the search criteria.
    2. At the top of the page, click CONFIGURE SEARCH: OFF.
    The configuration of the search is complete.
  5. (Optional). Complete the following steps:
    1. In the search criteria area of the page, click Advanced.
    2. At the top of the page, click CONFIGURE SEARCH: ON.
    The configuration of the search is enabled.
    1. Click the Mark for Deletion icon next to the field you want to remove from the search criteria.
    2. At the top of the page, click CONFIGURE SEARCH: OFF.
    The configuration of the search is complete.
  6. Click Save.
    The field is removed from the page and does not appear in the search criteria.
Move a Field
CA APM lets you move a field in the search criteria to a new location to help make it easier for you to enter your search criteria. For example, you can move the Bar Code Number field so that the field appears before the Serial Number field.
Follow these steps:
  1. Click the tab and optional sub tab for the object that you want to find.
  2. On the left, click Manage Searches.
    A list of saved searches displays.
  3. Click a search in the list.
  4. At the top of the page, click CONFIGURE SEARCH: ON.
    The configuration of the search is enabled.
    Drag-and-drop the field to a new location in the search criteria.
  5. At the top of the page, click CONFIGURE SEARCH: OFF.
    The configuration of the search is complete.
  6. Click Save.
    The new location of the field is saved.
Change the Field Name
CA APM lets you change the label for a field to help make the field name more familiar in your search criteria. For example, you can change the label
Asset Quantity
to
Quantity
.
Follow these steps:
  1. Click the tab and optional sub tab for the object that you want to find.
  2. On the left, click Manage Searches.
    A list of saved searches appears.
  3. Click a search in the list.
  4. Complete the following steps:
    1. At the top of the page, click CONFIGURE SEARCH: ON.
    The configuration of the search is enabled.
    1. In the search criteria, click the field label and enter the new label.
    2. At the top of the page, click CONFIGURE SEARCH: OFF.
    The configuration of the search is complete.
  5. (Optional). Complete the following steps:
    1. In the search criteria area of the page, click Advanced.
    2. At the top of the page, click CONFIGURE SEARCH: ON.
    The configuration of the search is enabled.
    1. Click the Edit Record icon next to the field for which you want to change the label.
    2. Enter the new field label.
    3. Click the Complete Record Edit icon.
    4. At the top of the page, click CONFIGURE SEARCH: OFF.
    The configuration of the search is complete.
  6. Click Save.
    The new field label appears in the search criteria.
Replace a Field
CA APM lets you replace an existing field in your
advanced
search criteria with a different field. For example, when searching for companies, you can replace the field
Company ID
with
Company Name
.
You can replace fields only in a custom search that you created. You cannot replace fields in the product default search.
Follow these steps:
  1. Click the tab and optional sub tab for the object that you want to find.
  2. On the left, click Manage Searches.
    A list of saved searches appears.
  3. Click a search in the list.
  4. Complete the following steps:
    1. In the search criteria area of the page, click Advanced.
    2. At the top of the page, click CONFIGURE SEARCH: ON.
    The configuration of the search is enabled.
    1. Click the Search icon next to the field that you want to replace with a different field.
      The Add Fields dialog appears.
    2. Select the replacement field and click OK.
    3. At the top of the page, click CONFIGURE SEARCH: OFF.
    The configuration of the search is complete.
  5. Click Save.
    The existing field is replaced in the search criteria.
Manage Columns in Search Results
You can configure search results columns in the following ways:
  • Add a new column to the search results to help make it easier for you to find the information you need in search result lists. For example, you have several people in your enterprise with the name John Smith. Their first and last names are the same, but their additional contact information (email address, supervisor, department, and so forth) is different.
    You can add columns to a new and saved search. You cannot add columns to the default searches provided by the product.
  • Move a column to a new location to help make it easier for you to find the information you need in the search results. For example, you can move the Asset ID column so that the column appears before the Asset Name column.
  • Change the label for a column heading to help make the label more familiar in your search results. For example, you can change the label
    Asset Quantity
    to
    Quantity
    .
  • Remove a column when you do not want a particular column included in the search results. For example, you can remove the Mac Address column from the search results.
Follow these steps:
  1. Click the tab and optional sub tab for the object that you want to find.
  2. On the left, click Manage Searches.
    A list of saved searches displays.
  3. Click a search in the list. At the top of the page, click CONFIGURE SEARCH: ON.
    The configuration of the search is enabled.
  4. To add a column to the search results, complete the following steps:
    1. Click Add Fields.
    2. Select the fields to add to the search results.
    3. At the top of the page, click CONFIGURE SEARCH: OFF.
    4. Click Save.
      The column is added to the search results.
  5. To move a column to a new location, complete the following steps:
    1. In the search results list, drag-and-drop the column to a new location.
    2. At the top of the page, click CONFIGURE SEARCH: OFF.
    3. Click Save.
      The new location of the column is saved.
  6. To change a column heading label, complete the following steps:
    1. In the search results, select the column heading and enter the new label.
    2. At the top of the page, click CONFIGURE SEARCH: OFF.
    3. Click Save.
      The new column label appears in the search results.
  7. To remove a column, complete the following steps:
    1. In the search results, click the appropriate icon next to the column.
    2. At the top of the page, click CONFIGURE SEARCH: OFF.
    3. Click Save.
      The column is removed from the page and the search results.
Add a Sorting Field
CA APM lets you add sorting fields to the search results and extend the default sort of a single column using either ascending or descending order. For example, you currently sort assets by asset name. You can add asset family to the sorting so that you can sort on both asset name and asset family.
Follow these steps:
  1. Click the tab and optional sub tab for the object that you want to find.
    1. On the left, click Manage Searches.
    2. A list of saved searches displays.
    3. Click a search in the list.
    4. At the top of the page, click CONFIGURE SEARCH: ON.
    5. The configuration of the search is enabled.
  2. Click a search in the list.
  3. In the Additional Settings, Search Result Sorting area, add the additional field for sorting.
  4. Click Go.
    The results appear with the extended sorting and help you see the impact on the results before you save the sorting. The new field is added and you can use the field to sort the search results.
Prevent Duplicate Object Records
CA APM lets you prevent duplicate object records from appearing in the search results. For example, you have several people in your enterprise with the name John Smith. Their first and last names are the same, but their additional contact information (email address, supervisor, department, and so forth) is different.
You have a saved contact search in which only the first and last name of the contact appears in the results. When you search using the saved contact search and specify
John
as the first name and
Smith
as the last name, two instances of John Smith appear in the search results. When you prevent duplicate records from appearing, only one instance of John Smith appears.
Follow these steps:
  1. Click the tab and optional sub tab for the object that you want to find.
    1. On the left, click Manage Searches.
    2. A list of saved searches displays.
    3. Click a search in the list.
    4. At the top of the page, click CONFIGURE SEARCH: ON.
    5. The configuration of the search is enabled.
  2. Click the search for which you want to prevent duplicate records from appearing.
  3. In the Additional Settings, Unique Search Characteristics area, select the Make Results Unique check box.
  4. Click Go.
    The results appear without the duplicate records and help you see the impact on the results before you save your settings. The DISTINCT argument is added to the SQL statement, preventing duplicate records from appearing in the search results.
Prevent Opening Records
CA APM lets you disable the ability to open individual records from the search results. For example, you do not want users to open and display contact information from the contact search results.
Follow these steps:
  1. Click the tab and optional sub tab for the object that you want to find.
    1. On the left, click Manage Searches.
    2. A list of saved searches displays.
    3. Click a search in the list.
    4. At the top of the page, click CONFIGURE SEARCH: ON.
    5. The configuration of the search is enabled.
  2. Click a search in the list.
  3. In the Additional Settings, Unique Search Characteristics area, clear the Allow Selection of Results check box.
  4. Click Save.
    A hyperlink does not appear in the search results to open the object.
Allow Users to Save Searches
You can grant permissions to users so a Save button appears to save searches.
Follow these steps:
  1. Click the tab and optional sub tab for the object you want to configure.
  2. On the left, click CONFIGURE: ON.
    The configuration of the page is enabled.
  3. In the Configuration Information area of the page, specify the information for the new global or local configuration, or select an existing configuration that you want to change.
    Global configuration changes affect all users, regardless of their role. Local configuration changes only affect users in the roles assigned to the selected configuration.
  4. In the Permissions area of the page, complete the following steps in the Granted and Denied Permissions lists:
    When you grant any combination of the following permissions, the user can save searches.
    1. To allow only the current user who is logged in to save a search, move Save Search to User to the Granted Permissions list.
    2. To allow the current user who is logged in and specific configurations to save a search, move Save Search to Configuration to the Granted Permissions list. The search is available to the current user and all users that you select for the configuration.
    3. To allow the current user who is logged in and specific roles to save a search, move Save Search to Role to the Granted Permissions list. The search is available to the current user and all users in the roles you select.
  5. Click Save Configuration.
    The configuration is saved. Verify that you correctly assign a configuration to a role.
Allow Users to Export Search Results
You can grant permissions to users so they can save exported search results.
Follow these steps:
  1. Click the tab and optional subtab for the object you want to configure.
  2. On the left, click CONFIGURE: ON.
    The configuration of the page is enabled.
  3. In the Configuration Information area of the page, specify the information for the new global or local configuration, or select an existing configuration that you want to change.
    Global configuration changes affect all users, regardless of their role. Local configuration changes only affect users in the roles assigned to the selected configuration.
  4. In the Permissions area of the page, complete the following steps in the Granted and Denied Permissions lists:
    When you grant any combination of the following permissions, the user can save exported search results.
    1. To allow only the current user who is logged in to save the exported search results, move Export for User to the Granted Permissions list.
      When this is the only permission granted to a user, the user cannot select the Export to All Configurations assigned on Search and Export to All Roles assigned on Search check boxes when scheduling search requests. For information about scheduling search requests, see Search Results Export. An email is sent to the current user only. The email includes a link to the CSV file or specifies the name of the database view, depending on the type of export.
    2. To allow the current user who is logged in and specific configurations to save the exported search results, move Export for Configuration to the Granted Permissions list. The export is available to the current user and all users in the selected configurations assigned to the search used by the export.
      When this permission is granted to a user, the user can select the Export to All Configurations assigned on Search check box when scheduling search requests. For information about scheduling search requests, see Search Results Export. An email is sent to all users in the selected configurations. The email includes a link to the CSV file or specifies the name of the database view, depending on the type of export.
    3. To allow the current user who is logged in and specific roles to save the exported search results, move Export for Role to the Granted Permissions list. The export is available to the current user and all users in the selected roles assigned to the search used by the export.
      When this permission is granted to a user, the user can select the Export to All Roles assigned on Search check box when scheduling search requests. For information about scheduling search requests, see Search Results Export. An email is sent to all users in the selected roles. The email includes a link to the CSV file or specifies the name of the database view, depending on the type of export.
  5. (Optional) Select the Inherit Permissions from Parent Object check box to apply any security permissions from a top-level (parent) object to the lower-level (child) object using the same configuration.
    For example, you create a local configuration for an Organization. In the configuration, you deny permissions to change field labels, move fields, make fields required, and hide fields. After you save the configuration, you open Attachments under Organization and select the Inherit Permissions from Parent Object check box. All permissions from the Organization are applied to Attachments. In this example, because permissions to change field labels, move fields, make fields required, and hide fields are applied to the Organization, the permissions are also applied to the Attachment.
  6. Click Save Configuration.
    The configuration is saved. Verify that you can correctly assign a configuration to a role.
Delete Saved Searches
As an Administrator, you can delete user-defined searches if they are not in use for long time.
You cannot delete searches that are out-of-box.
Follow these steps:
  1. Click the tab and optional sub tab for the object that you want to find.
  2. On the left, click Manage Searches.
  3. Under Search Results, select the user-defined search you want delete.
  4. Click Delete.