Creating and Saving a Form-Based Search Query

Creating and Saving a Form-Based Search Query
 

📌 Summary

This article walks through how to create and save a custom Advanced Search query for Forms in Ontraccr. This allows users to pull up specific sets of submitted forms based on standard and custom field criteria.

🚪 Where to Start

1. Go to the Advanced Search interface (see previous article).
2. Click the Forms tab on the left.
3. Click Open Search to bring up the right-hand slider panel.

🛠 Step-by-Step: Build a Form Query

1. Name Your Query (Optional but Recommended)

• Click the pencil/edit icon at the top of the slider panel.
• Enter a meaningful name (e.g., "FLHA Injury Reports").
• Click Save.

💡 Tip: This helps you reuse the same query later without setting it up again.

2. Select the Form Template

• Use the dropdown to choose which form template you want to search.
• All project-specific and global form templates are available.
• You can scroll or search by name.

3. Choose Your Filter Logic

• You’ll be asked to choose:
  • “All of the filters” – acts like AND logic (all conditions must be true).
  • “Any of the filters” – acts like OR logic (at least one condition must be true).

4. Add Conditions (Filters)

Click Add Condition to start adding filters. For each condition:

🔹 Choose a Field

You can filter using:

• Standard Fields (available for all forms):
  • Status
  • Form number
  • Created at
  • Last updated
  • Customer
  • Project
  • Card
  • Equipment
  • Vendor
  • Cost code
  • Assigned user
  • Submitted by user
• Custom Fields from the selected form template:
  • Any supported field from the form will appear (e.g. “Was anyone injured during this task?”)

🔹 Set a Filter Type

The available operators depend on the field type:

🔹 Example:

If filtering FLHA forms where an injury was reported:

• Field: Was anyone injured during this task?
• Operator: Equals
• Value: Yes

You can keep adding more conditions as needed (e.g. project name, submitted by user, etc.).

5. Apply a Date Filter (Optional)

Filter using:

• Created At
• Last Updated

Options include:

• Before
• After
• Within (e.g., from April 1, 2025 to May 1, 2025)

6. Submit the Query

Once all filters are set:

• Click Submit
• The system will return all submitted forms that match your criteria.

⏳ Depending on the volume of forms, the search may take some time to complete.

💾 Saving Your Query for Reuse

If you named and saved your query (Step 1), it will now be available in the “Select a Query” dropdown for quick access in the future.