Creating and Managing Saved Searches

Creating and Managing Saved Searches

If you find yourself building the same search every morning—like looking for all "Active" students in your specific homeroom—you can save those rules so they are ready for you the next time you log in. This saves you the effort of rebuilding complex filters and ensures your workspace is set up exactly how you like it.

Creating a Search Shortcut


You can save your current filters by clicking the Save Search button at the bottom of the Search Criteria popup. This opens a new popup where you can customize how your information is displayed.

The General Tab


This is where you name your saved search and decide how it behaves:
  1. Saved Search Name: Give your search a clear, recognizable name, such as "Grade 5 Behaviour".
  2. Set as my personalized default search: Checking this box ensures this specific search is the one displayed every time you first open the form on the Home Page after logging in.
    1. Replacing your Default: By selecting this, your current default search is replaced with the one you are currently creating.
    2. Setting the Default Later: If you do not check this box while creating the search, you can always apply this setting later in the Manage Saved Searches area.
    3. Note: If you change your search criteria later in your session, the system will keep that new view active until you log out. Your personalized default will reset and appear again the next time you log back in.
  3. Search Criteria: This area shows you a summary of the rules you are about to save.

The Columns Tab

This tab allows you to change which columns appear in your record list when you use this search.
  1. Automatically configure columns: When this is checked, the record list will change its layout to match the columns you select here.
  2. Selecting Columns: You can select one column at a time or click multiple items to add or remove them in bulk.
  3. The Order Matters: The order in which you select columns is the order they will appear on your screen from left to right.
  4. Rearranging Your View: You can move a single column to a new position or select several columns at once and drag the entire group to a different spot in the Selected Columns list.
For more information about configuring columns, read our article on Customizing Your View with Columns.

The Shared Roles Tab


This tab allows you to share your search rules and column layout with other members of your team. You will only see this option if your administrator has granted you the permission to share searches with others.
  1. How to Share: By checking the box next to a specific role (such as "Teacher"), any staff member with that role will be able to see and use your saved search from their own menu.
  2. Tab Numbers (): The number on this tab shows you how many roles currently have access to this search.

Using Your Saved Searches


Once saved, you can access your searches directly from the main Search menu without opening the criteria window.
  1. Click the Search icon in the Tool Bar.
  2. Look for the list under the Saved Searches header.
  3. Click the name of the shortcut you want to use to apply it instantly.

Organizing Your Saved Searches


To rename or clean up your list, select Manage Saved Searches from the Search menu. This opens a management table where you can oversee all your saved views in one place:
  1. Editing and Deleting: For searches you created, you can use the Edit button to update your rules or the Delete button to remove them.
  2. Creating a Personal Copy of a Shared Search: If another staff member has shared a search with you, a Copy button will be visible.
    1. Clicking Copy creates your own personal version of the search so you can personalize it. The original search remains unaffected and stays in the list so that you and others can still access the original starting point.
  3. Default Settings: You can use the Set as Default button to change which search loads automatically upon login.
  4. Removing a Default: Clicking Remove Default will return your view to either the standard default view or the specific default search assigned to you by your administrator.

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