Manage Shared Searches
The Manage Shared Searches tool provides a central location to oversee the saved searches that have been shared with user roles.
A Saved Search is a user-created preset that contains specific filter criteria and optionally a custom column configuration. While users can create searches for their own private use, they (or administrators) can also share them with specific roles. This tool allows you to centrally edit or unshare those instances.
To access this modal, select a form in the Dashboard Configuration module, then click the Saved Searches button in the top right corner of the Action Bar.
About Manage Shared Searches
Before making changes, it is important to understand the scope of this tool:
- Shared Only: This list only displays searches that are currently shared with a role. You will not see any individual user's private saved searches here.
- Management Only: This interface is strictly for maintaining existing shared searches. You cannot create new search criteria from this screen (see "How to Create" below).
Available Actions
For any search listed in the modal, you can perform the following actions:
- Edit: Click the Edit icon to modify the search name, its criteria, or the columns associated with it.
Note: This opens the default edit saved searches interface. For details on defining criteria and operators, please refer to the Using Search article in the end-user documentation.
- Unshare: Click the Unshare icon to remove the role association. This removes the search from this list and from the "Shared Searches" dropdown for those users.
Warning: If you unshare a search that is currently assigned as a "Default Search" in a Dashboard Configuration, that configuration will revert to showing the default record view.
How to Create a New Shared Search
To add a new search to this list, it must first be created on the dashboard.
- Navigate to the Form: Go to the home page and open the Listings or Records About Me card for the form.
- Build Your View: Configure your filters (criteria) and arrange your columns exactly how you want them.
- Save the Search: Click the Save Search button.
- Share with a Role: During the save process (or immediately after), assign the search to a specific role (e.g., "Teachers"). Once shared with a role, it will appear in the Manage Shared Searches modal for administrators to oversee.
Assigning a Default Search
Once a search has been shared, it becomes available to be used as a system default.
- Return to the Dashboard Configuration module and select the form.
- Edit the desired configuration (e.g., "Teachers").
- In the General Settings tab, locate the Default Search dropdown.
- Select the shared search from the list.
- Save the configuration. Users with that role will now see that specific filtered view (and its column layout) automatically upon loading their dashboard.
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