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To access the Search section, the user must have the PM_CASES and PM_ALLCASES permissions assigned to their role.

Advanced Search

The Advanced Search submenu is available for users with the PM_ALLCASES permission in their role. This menu displays all the cases in the workspace and allows users to search for cases using the following criteria:

Warning: The statuses in the Status column display the case status, NOT the task status.

  1. Category: Select a process category. Only cases of processes of the process category selected will be listed.

    If you change the category, the process field will reset and it will only provide the processes within the respective category.

    Note: If you only select a category and not a process, the search will not show any result, it is necessary to select a process in order to display the cases.

  2. Process: Enter the name of a process. This field has an autocomplete feature, which lists all the processes matching cases.

    It will only display the processes that are involved in the category previously mentioned.

  3. Status: View cases with all statuses or filter the results by a specific status, such as Draft, To Do, Completed and Canceled.

  4. User: View the cases assigned to a specific user. This field displays a suggestion field with an autocomplete feature. All coincidences displays as the text is entered.

    A search can be done with one or more search criteria at the same time.

  5. Search: Search a specific word in the case number, case title or task name columns by entering it into the search box, as shown in the image below:

    Enter the search term and click Search. For example, searching for a case number will result in the following:

    As of ProcessMaker 3.3.12, when the search is being performed, a progress indicator displays on the screen.

    If the search takes longer than 2 seconds, the following message displays:

    When the search displays an error or it does time out, the following messages display:

    • “An unexpected error occurred while searching for your results. Error Code {HTTP status Code}” and “please contact your administrator.”

    • “Your search timed out.”

    If an error occurs and it is not classified, the message error displays: “An unexpected error occurred while searching for your results. Please contact your administrator.”

  6. As of ProcessMaker 3.2.2, the Filter By field is available to define the column, such as Case Number, Case Title or Task, and where the search of the text entered in the Search field is performed.

  7. Delegate Date From and To: Search for cases that were last routed (delegated) to the current task between specific dates.

    Click on to select a date. After selecting the dates, click on to display the results.

    Click on the X button next to the Delegate Date From and To fields to clear the dates selected.

In the following table, there is an explanation of what a user can expect when accessing the Advanced Search option in different scenarios:

# Case Status Case Flow Result
1 The case is open or active. Only one flow is active. The current case flow is displayed in the list.
2 More than one flow is active. Active case flows are displayed in the list.
3 Some flows are open and other flows are completed (at the end event). Active case flows are displayed in the list.
Complete case threads are NOT displayed in the list.
4 The case is completed. The case is completed with only one end event. The last task before the end event is displayed in the list.
5 The case is completed with more than one end event. Only the last task before one end event is displayed in the list.
6 The case is completed (special case) The last element before the end event of the case is an element that does NOT require user intervention. The element before the end event is displayed in the list. See the example below.

The special case (#6) includes a process like the one in the image below:

Once completed, the process above will be listed in the Advanced Search option with its last element. In this case with an intermediate email event.

Open a Case in The Advanced Search

As of ProcessMaker 3.4.0, cases and cases summaries opened from the Advanced Search have the option to go back to the Advanced Search with the filter previously used, otherwise it returns to the Advanced Search without filters.

Search Restrictions

Available Version: As of ProcessMaker 3.4.0.

If you select Case Title in the Filter By field, ProcessMaker checks that reserved words are not used in the search since these words may cause conflicts with the database:

  • The default InnoDB stopword list to get a sensible result, instead of ignoring these words:
    a            about        an           are           as
    at           be           by           com           de
    en           for          from         how           i
    in           is           it           la            of
    on           or           that         the           this
    to           was          what         when          where
    who          will         with         und           the
  • If the ProcessMaker server is configured to use the ucs2, utf16, utf16le, or utf32 collations that belongs to latin1, the default stopwords for MyISAM search indexes are:
    a's           able          about         above         according
    accordingly   across        actually      after         afterwards
    again         against       ain't         all           allow
    allows        almost        alone         along         already
    also          although      always        am            among
    amongst       an            and           another       any
    anybody       anyhow        anyone        anything      anyway
    anyways       anywhere      apart         appear        appreciate
    appropriate   are           aren't        around        as
    aside         ask           asking        associated    at
    available     away          awfully       be            became
    because       become        becomes       becoming      been
    before        beforehand    behind        being         believe
    below         beside        besides       best          better
    between       beyond        both          brief         but
    by            c'mon         c's           came          can
    can't         cannot        cant          cause         causes
    certain       certainly     changes       clearly       co
    com           come          comes         concerning    consequently
    consider      considering   contain       containing    contains
    corresponding could         couldn't      course        currently
    definitely    described     despite       did           didn't
    different     do            does          doesn't       doing
    don't         done          down          downwards     during
    each          edu           eg            eight         either
    else          elsewhere     enough        entirely      especially
    et            etc           even          ever          every
    everybody     everyone      everything    everywhere    ex
    exactly       example       except        far           few
    fifth         first         five          followed      following
    follows       for           former        formerly      forth
    four          from          further       furthermore   get
    gets          getting       given         gives         go
    goes          going         gone          got           gotten
    greetings     had           hadn't        happens       hardly
    has           hasn't        have          haven't       having
    he            he's          hello         help          hence
    her           here          here's        hereafter     hereby
    herein        hereupon      hers          herself       hi
    him           himself       his           hither        hopefully
    how           howbeit       however       i'd           i'll
    i'm           i've          ie            if            ignored
    immediate     in            inasmuch      inc           indeed
    indicate      indicated     indicates     inner         insofar
    instead       into          inward        is            isn't
    it            it'd          it'll         it's          its
    itself        just          keep          keeps         kept
    know          known         knows         last          lately
    later         latter        latterly      least         less
    lest          let           let's         like          liked
    likely        little        look          looking       looks
    ltd           mainly        many          may           maybe
    me            mean          meanwhile     merely        might
    more          moreover      most          mostly        much
    must          my            myself        name          namely
    nd            near          nearly        necessary     need
    needs         neither       never         nevertheless  new
    next          nine          no            nobody        non
    none          noone         nor           normally      not
    nothing       novel         now           nowhere       obviously
    of            off           often         oh            ok
    okay          old           on            once          one
    ones          only          onto          or            other
    others        otherwise     ought         our           ours
    ourselves     out           outside       over          overall
    own           particular    particularly  per           perhaps
    placed        please        plus          possible      presumably
    probably      provides      que           quite         qv
    rather        rd            re            really        reasonably
    regarding     regardless    regards       relatively    respectively
    right         said          same          saw           say
    saying        says          second        secondly      see
    seeing        seem          seemed        seeming       seems
    seen          self          selves        sensible      sent
    serious       seriously     seven         several       shall
    she           should        shouldn't     since         six
    so            some          somebody      somehow       someone
    something     sometime      sometimes     somewhat      somewhere
    soon          sorry         specified     specify       specifying
    still         sub           such          sup           sure
    t's           take          taken         tell          tends      
    th            than          thank         thanks        thanx
    that          that's        thats         the           their
    theirs        them          themselves    then          thence
    there         there's       thereafter    thereby       therefore
    therein       theres        thereupon     these         they
    they'd        they'll       they're       they've       think
    third         this          thorough      thoroughly    those
    though        three         through       throughout    thru
    thus          to            together      too           took
    toward        towards       tried         tries         truly
    try           trying        twice         two           un
    under         unfortunately unless        unlikely      until
    unto          up            upon          us            use
    used          useful        uses          using         usually
    value         various       very          via           viz
    vs            want          wants         was           wasn't
    way           we            we'd          we'll         we're
    we've         welcome       well          went          were
    weren't       what          what's        whatever      when
    whence        whenever      where         where's       whereafter
    whereas       whereby       wherein       whereupon     wherever
    whether       which         while         whither       who
    who's         whoever       whole         whom          whose
    why           will          willing       wish          with
    within        without       won't         wonder        would
    wouldn't      yes           yet           you           you'd
    you'll        you're        you've        your          yours
    yourself      yourselves    zero

For more information about restricted words, see Full-Text Stopwords.