14.4 Making queries available to other users

14.4.1 Moving reusable search queries into shared areas

14.4.2 Adding a query to a shared area

14.4.3 Scope settings useful for reusable search queries

14.4.4 Queries available to all registered users

14.4.1 Moving reusable search queries into shared areas

Reusable search queries can be cut or copied from your Query bag in the same way as other objects are cut or copied. To do so, check the box to the left of the Search Query icon and choose the desired action from the Selected menu. Then move to the desired location and click  View/Change  |   Paste.

By moving them into a shared area, they become available to other users. Anyone who has access to this location will be able to obtain the results of the query by clicking on its name to execute it. The results will therefore be kept up-to-date because the results are not being saved and redisplayed - the results are recalculated whenever they are required.

(Note, however, that query folders cannot be transferred out of the query bag.)

14.4.2 Adding a query to a shared area

Alternatively, a query can be shared with other people by adding a query in a shared folder or workspace. Click on  Add  |   Search Query . Having given the query a name and description, you will be taken directly to the Edit Query form so that you can configure your search in the usual way.

14.4.3 Scope settings useful for reusable search queries

When queries are going to be reused by different users and may be moved to different locations, additional scope specifications become very useful. When conducting a search for particular events which have been carried out, it may be useful to be able to restrict the search to actions performed by the user who is currently logged in or the members of the current location. This permits you to move the search to a different location to find, for example, all events which you have carried out in this location while, for another user, the results will return all the events which resulted from their own actions.

Figure 14.2.1 shows how to configure a search to look for any action carried out by the current user between 4 and 8 days ago. It also displays the results of this search, as obtained by 2 different users (who are members of the same location).

In addition, when constructing a query, it may be useful to specify the scope of the search to be the current location rather than a named folder or workspace. This permits a complex search to be constructed in one place and reused to provide useful information about objects in another folder.

14.4.4 Queries available to all registered users

Note that only administrators can make queries publicly available. However, any user may run them once they have been made available.

In your Query bag (see section 14.2.2) certain queries or query folders may appear with a blue icon:   ,  . This indicates that this query is available to all registered users of the server, i.e. it is a server-wide query. They are run and edited in the usual way. However, they should only be changed with care because this will modify the query for every user of the server.

Note that such server-wide queries can only be created or edited by a server administrator. They are only available from your Query bag. Removing a server-wide query from your query bag and pasting it into another location will remove it from the query bag of all other users and, as a result, the query will only be available to any users who have access to its new location. (If the query is subsequently moved back into your query bag, it will no longer be a server-wide query. To share it once again with all registered users, an administrator will require to "Share query".)