Saved Searches

A saved search is a reusable search definition that can include advanced search filters and results display options. If you have the Publish Search permission, you can share the results with other users. Saved search results help with reporting, tracking, business analysis, and strategic decision-making.

You may choose to save a search when you are defining it or after you run it. You may also know in advance that you want to create a saved search. When you decide to save a search and you've opened a saved search page, you can set up the saved search. For step-by-step instructions, see Defining a Saved Search.

When setting up a saved search, you can choose to email results automatically to selected people if you have the Publish Search permission. Emails with search results can be sent on a schedule, when results are updated, or both, without you having to rerun the search. See Saved Search Email.

After you've defined a saved search, you and any audience members can access it by its title from the saved search menus. For information, see Accessing a Saved Search.

Each saved search has a log that shows who ran or exported it in the past 60 days, and the dates and times of each execution. See Auditing Saved Search Execution. There's also an audit trail for tracking changes. See Audit Trail for Saved Searches, Reports and Schedules.

Your administrator gives you search permissions and access by record type so you can create and run saved searches. Your level of permissions determines if you can email, export, and persist saved search results, share them with others, and view execution logs. For more information, see Permissions for Searches.

If your saved search takes a long time to run, try scheduling an email or persisting search results. For more details, see Enabling Saved Search Scheduled Email and Persisting Search Results. If you have the Application Performance Management SuiteApp, you can also use the Search Performance Analysis dashboard to check performance details. For more information, see Analyzing Search Performance.

You can link or display saved search results in dashboard portlets:

• Add links to results pages in the Shortcuts portlet. See Creating Shortcuts to Saved Search Results.

• Show detailed results in a Custom Search portlet. See Displaying Saved Search Results in Dashboard Portlets.

• Use other portlets to display multiple saved searches on your home page. See Displaying Multiple Saved Searches on Your Home Page.

• Show summary values from saved searches as custom KPIs, which can be displayed in these portlets:

  • Key Performance Indicators Portlet. See Adding a Custom KPI to the Key Performance Indicators Portlet

  • KPI Scorecard Portlet. See Using a Custom KPI in a KPI Scorecard.

  • KPI Meters. See KPI Meters.

  • Trend Graphs. See Trend Graphs.

  • For more information about custom KPIs, see Custom KPIs.

• Add counts of and links to results in the Reminders portlet. See Creating Custom Reminders.

You also can use saved searches in the following ways:

• Use results as the dashboard view, list view, sublist view, or all three, for the chosen record type. See Using a Saved Search as a View.

• Use a search's filters and display settings on forms for the selected record type. See Defining a Saved Search as a Preferred Search Form.

  Note:

  Users with the Administrator role can use these options to create a baseline of saved search templates for other users. These templates offer a quicker way to run saved searches. For example, you may have a “Sales – My Customers – Template” that your sales team uses as a starting point, and they can adjust the filters as needed.

• You can publish the results of public saved searches to your website. Users with the Publish Search Permission can make saved searches public.

General Notices