Filters and Search

The search bar

The search bar on the toolbar can be used directly for searching, but it also allows you to apply filters. To place the cursor in the search bar, click in it with the mouse or press the / key.

The text entered in the search bar (or in the search bar at the top of the search results page) is case-insensitive; capital letters are ignored. For example, the letter “e” will be taken into account in any of its variant spellings: e, ē, Ē, ĕ, Ĕ, ė, Ė, è, é, ê, etc.

Filters

Filters are used to make it easier and more convenient to find the right entries.

Using the search bar, you can apply filters, which will allow you to display only certain entries in the view (left side of the screen). To apply the filter, enter a few characters in the search bar. As soon as you start typing, lines that do not contain words starting with the characters you entered are deleted from the view.

If you enter several words (or the first letters of these words) with spaces between them, then the lines containing all these words will remain in the view. The word order does not affect the result.

Example:

serv supp

When you enter these characters, the search results will contain lines containing the words “service” and “support”.

Phrase Filter ( " " )

If you put double quotes around a set of words, the filter will take into account only these words and only in this order.

Example:

1C Server

In the example above, only the lines containing the phrase “1C server" will remain visible in the view. The lines with the phrase “1C servers” are deleted from the view.

Open Phrase Filter ( " " )

If you put double quotes only at the beginning of the phrase, the filter will take these words into account in the specified order, but the end of the phrase can be any.

Example:

"1C serv

In the above example, the lines containing the phrases “1C server” or “1C servers” will remain visible in the view.

This feature is available in the Inbox view and in views containing a small number of records.

Search

The search function allows you to find records of any type that meet the specified conditions. Filters are applied to the view immediately when characters are entered into the search bar. The search function only works after entering text into a line and pressing the Enter key. After pressing the Enter key, a page with search results appears. Please note: if you press the Enter key at the same time as the Ctrl key, the results page opens in a new browser tab, which is quite convenient if you need to save information on the current tab.

In the search results, the most relevant entry is located at the top. Relevance is determined automatically. An entry is considered more relevant if the keywords (specified for the search) occur in the “ID”, “Name” or “Subject” fields rather than in other fields, especially if these words occur several times in the entry. The relevance of a record increases slightly if the keyword occurs in one of its links to another record.

The most important factor affecting the relevance of a record is the type of record specified in the view at the time of the search. For example, if the search is performed from the requests view, the requests will appear on top in the search results, and if the search is performed from the workflow view, then the workflow entries will be the most relevant in the search results.

After the search results are displayed, you can refine them. To do this, click Refine the search, located to the right of the search bar (a small icon with a gear). You can change the sorting order: by default, the sort is by relevance, but it can be switched to “Last updated” or “Created”, then the most recently updated or created entries will be displayed in the search results at the top. If you have access to multiple spaces, you can check the boxes next to the names of the spaces, then the search results will be limited to specific spaces. Similarly, you can limit the search results to certain types of records by marking the necessary ones.

In addition, special operators can be used when performing the search.

The OR operator ( | )

By default, the search takes into account all words. If you need to search for one of several words, use the OR operator.

Below is an example of a search that displays entries containing the words “mail” or “outlook” or both:

mail | outlook

The NOT operator ( – )

You can exclude certain terms from the search by specifying that entries containing a specific word should not be displayed in the search results. To do this, put a minus sign before the excluded word. The minus sign must be in front of the word, but there must be a space between the word and the minus sign to make a hyphen (for example, in the words URL or risk manager) it was not interpreted as an exception operator. You can also use an exclamation mark as a NOT operator.

Example:

mail -outlook -exchange

Please note: a search query must always contain at least one keyword for the search; a search query cannot consist only of terms that need to be excluded.

Phrase Search ( " " )

If you put double quotes around the words in the search bar, the results will display only these words and only in the specified order without any changes.

Example:

"Server maintenance SP1"

The proximity operator of terms ( \~ )

This operator is used if you need to find entries in which keywords are located close to each other.

The example below shows a search option that displays entries containing three keywords in a field (regardless of their order), but there are no more than five words between the first and last words of the keyword fragment:

"ibm server linux"~5