"Button" Functionality on the Search Criteria/Grid Page

This topic describes the functionality of each button on the Search Criteria Results/Grid page of the views in the iBIS (Integrated Business Intelligence Suite) module of PointForce iTopia.

  • Note: This topic covers all buttons that may be available on the Search Criteria Results/Grid Page of the views. If a button (or an option within a button) is listed in this topic but is not available on the view you are currently working with, then the view does not support the functionality of that button.

The following table outlines the functionality of each button available on the Search Criteria Results/Grid page:

Button Label Icon Functionality
Search Search Initiates the search and returns records as per the entered criteria.
Clear Clear Clears the entered search criteria.
Create Create Initiates the creation of a new record.
More Actions Clear Allows you to select the Create Records with Excel option. When selected, a blank Excel spread sheet opens that contains only the headings from the search results page of current view. You can edit this spread sheet as required. For more information on editing with Excel, click here. Note: This option is only available if Excel is installed on your PC and the user has been assigned the Web Services license.
Personalize Personalize Opens up the Personalization section of iTopia which allows you to personalize the Search Criteria, Search Results, Sort and Details pages of the current view. For more information on personalizing a view, click here. Note: If this button is not available on your view, you have not been assigned to a role that has been granted the 'customize' permission. Please contact your system administrator for more details.
Warning: If you Personalize the current view you must include ALL of the required fields; if you exclude one or more of the required fields, you will not be able to save records in your new view..
Export to Excel Export to Excel Opens a spread sheet that contains all of the records retrieved by the search. Note: The information on this spread sheet cannot be edited and saved back into the current module.
Generate Graph Generate Graph Opens a graph representation of the data retrieved by the search. You can manipulate the graph by clicking on the Graph Type, Graph Layout and Graph Size drop down lists on the graph page.
Select Records check box Select Records The Select Records check box is located between the 'Use Record for Criteria for Action' and 'View Record Details' buttons. This check box is used to select multiple records when you intend to use the 'Edit with Excel', 'Update Field', 'Delete', 'Export to Outlook Contacts', 'Export to Outlook Appointments' or 'Export to Outlook Tasks' functionality (where applicable) from the 'Use Selected Records as Criteria for Action' icon. Note: If you wish to select all records displayed in the search results grid you can select the check box to the left of the column headings.
Use Selected Records
As Criteria for Action		 Use Record as Criteria (On top of the grid in the Header section)
Caution: When using any of the following options, you may inadvertently delete or modify records that you did not mean to change. The records can only be recovered to their original state from a backup of the system.

The following options may be available depending on the selected view:

  • Edit All Records with Excel – opens an editable Excel spread sheet that contains all of the records retrieved from the search up to the quantity entered in the 'Maximum Search Results Records to Display' field for this user. For more information about Edit with Excel, click here. Note: This option is only available if Excel is installed on your PC and the user has been assigned the Web Services license.
The following options work with the 'Select or Deselect all Rows' check box in the Header section and with the selected check boxes on the detail lines in the grid.
  • Edit with Excel – opens an editable Excel spread sheet that contains all of the records selected from the grid. For more information about Edit with Excel, click here. Note: This option is only available if Excel is installed on your PC and the user has been assigned the Web Services license.
  • Delete – a window opens with the following message: "Are you sure you want to delete these records? Yes/No". If you select 'No', the window will close and the record is not deleted. If you select 'Yes' the record is be deleted. Note: Records will not be deleted if they are in use anywhere else in the system.
  • Update Field – a window opens with the following message: "Updating x Records in (the current view name)”. The window includes a Field drop list that allows you to select the field you want to update. An input field automatically opens allowing you to enter the new information. Click Submit to update the record or click Close to cancel the request.
  • Export to Outlook Appointments – a window opens with the following message: "Export to Outlook Appointments. Updating Records ... ". You may also get an Internet Explorer message that appears on top of this window. If you do, simply click Yes in response to the Internet Explorer message. When the export is complete, the following message displays: "Number of Records Updated: #" (where '#' represents the number of records created). The records selected for export will now appear in your Outlook Calendar.Click the Close button on the Export panel to return to the Search Results.
  • Export to Outlook Tasks – a window opens with the following message: "Export to Outlook Tasks. Updating Records ... ". You may also get an Internet Explorer message that appears on top of this window. If you do, simply click Yes in response to the Internet Explorer message. When the export is complete, the following message displays: "Number of Records Created: #" (where '#' represents the number of records created). The records selected for export will now appear in your Outlook Tasks.Click the Close button on the Export panel to return to the Search Results.
  • Export to Outlook Contacts - a window opens with the following message: "Export to Outlook Contacts. Updating Records ... ". You may also get an Internet Explorer message that appears on top of this window. If you do, simply click Yes in response to the Internet Explorer message. When the export is complete, the following message displays: "Number of Records Updated: #" (where '#' represents the number of records created). The records selected for export will now appear in your Outlook Contacts. Click the Close button on the Export panel to return to the Search Results.
Use Record as Criteria
for Action		 Use Record as Criteria Only the record to the right of this icon is affected by the actions selected. The following options may be available depending on the selected view:
  • Link To – displays quick links to various views that are related to the current resource. 'Recent Views' will be available if you have previously selected any of the options from the Link To menu (a maximum of 5 recent views will display). 'Related Resource Group' will be available if there are Related Resources assigned to the Details page for this record.
  • Edit with Excel – opens an editable Excel spread sheet that contains the current record. This option is only available if Excel is installed on your PC and the user has been assigned the Web Services license. For more information about Edit with Excel, click here.
  • Delete – a window opens with the following message: "Are you sure you want to delete these records?Yes/No". If you select 'No', the window will close and the record(s) are not deleted. If you select 'Yes' the record(s) will be deleted. Note: Records will not be deleted if they are in use anywhere else in the system.
  • Update Field – a window opens with the following message: "Updating 1 Records in (the current view name)". The window includes a Field drop list that allows you to select the field you want to update. An input field automatically opens allowing you to enter the new information. Click Submit to update the record or click Close to cancel the request.
  • Export to Outlook Appointments – a window opens with the following message: "Export to Outlook Appointments. Updating Records ... ". You may also get an Internet Explorer message that appears on top of this window. If you do, simply click Yes in response to the Internet Explorer message. When the export is complete, the following message displays: "Number of Records Updated: #" (where '#' represents the number of records created). The records selected for export will now appear in your Outlook Calendar.Click the Close button on the Export panel to return to the Search Results.
  • Export to Outlook Tasks – a window opens with the following message: "Export to Outlook Tasks. Updating Records ... ". You may also get an Internet Explorer message that appears on top of this window. If you do, simply click Yes in response to the Internet Explorer message. When the export is complete, the following message displays: "Number of Records Created: #" (where '#' represents the number of records created). The records selected for export will now appear in your Outlook Tasks. Click the Close button on the Export panel to return to the Search Results.
  • Export to Outlook Contacts - a window opens with the following message: "Export to Outlook Contacts. Updating Records ... ". You may also get an Internet Explorer message that appears on top of this window. If you do, simply click Yes in response to the Internet Explorer message. When the export is complete, the following message displays: "Number of Records Updated: #" (where '#' represents the number of records created). The records selected for export will now appear in your Outlook Contacts. Click the Close button on the Export panel to return to the Search Results.
View Record Details Detail Opens the Details page for the current record.

 
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