Navigating Searches - PS Financials

Back to Main Training Menu

top

Using Keys and Search Pages

This documentation provides an overview of key fields (keys) and search pages. It will explain how to use searches to enable you to quickly retrieve specific data.

Understanding Keys

The fields that uniquely identify your data are called keys or key fields.  (not unlike the “keywords” you use in searches on the internet)

A field or a combination of fields uniquely identifies every table in your PeopleSoft database. For example, the employee ID field uniquely identifies your employee records. As another example, when employees enroll in training classes, the combination of employee ID, course code, and course start date uniquely identifies enrollment requests.


Using Tools That Help When Performing Searches

Using Wildcard Characters to Find Information 

PeopleSoft applications support three wildcard characters to help you search for data in character fields. You can use these wildcard characters to track down the exact information that you need.

Note. Wildcard characters only work with “the begins with” and “contains” operators.

Here are the supported standard wildcard characters:

Wildcard Definition
% (percent symbol) Match one or more characters.
_ (underscore) Match any single character.
\ (backslash) Escape character—do not treat the next character as a wildcard.

For example, if you enter Q%admin, as the User ID, the system returns a list of user IDs that begin with Q and contains 'admin' as you can see here.

User Profiles

Using Operators to Find Information

When performing an advanced search, you can use a variety of operators to further narrow your searches—By clicking on the drop down arrows, you are given a choice of operators. The below examples show the field “Empl ID” where the drop down arrow was clicked.

Expense Report
Operator Field Use
begins with Character fields (alpha only)
contains Character fields (alpha only)
= "Equals" -- All field types.
not= "Not Equal" -- All field types.
< "Less than" -- All field types.
<= "Less than or Equal To" -- All field types.
> "Greater Than" -- All field types.
>= "Greater Than or Equal To" -- All field types.
between  All field types.
in All field types.

Note. If you use the in operator to search for multiple items, separated by commas, and you enter a space after the comma, the search automatically strips out that space. (For example, if you search for 1000, 1001, the search assumes that you are searching for 1000,1001. If you actually do want to search for a character string that contains a space, include that string within double quotes, like this: 1000," 1001

Find an Existing Value

Note: The more fields you narrow your search to the fewer results you will achieve.

Using Search Page Buttons

The following search-related buttons appear on search pages of all types.

Search button

Click “Search” to process the search. 

Clear button

(Appears only to advanced searches.) Click to “Clear” entered text from all fields on the page (without saving) so that you can enter new criteria.


Using Search Pages to Retrieve Data

When you request information, the system often displays a search page. Search pages enable you to find, select and locate information with which you want to work.

A search record is the list of defined search keys that help you locate data. (a “key” to unlock the information you seek).

To display a page, you enter “keys” to search for on the search page so the system can retrieve the correct data. For example, if you wanted to find the Empl ID# for Ashlea Anderson you would:

  • Go to the personal data page
  • specify the “key data” in the search record for that employee (in this case the last name)

Then click “Search”

Employee Profile (Edit)

Find an Existing Value

organize search alphabetically


Using Different Types of Searches

There are three types of searches that you can perform on search pages:

  • Basic searches: enable you to search by just one field at a time, and then only using the “begins with” operator
  • Advanced searches: further narrows your search, both by searching on multiple fields simultaneously and by using a variety of search operators
  • Saved searches: If you are conducting an advanced search, you can click the “Save Search Criteria” link to name and save the specifics of your search for easy recall rather than having to continually enter the information each time

BASIC SEARCHES

Basic searches ask for just one simple reference to look up and search for your information. You will often have choices of more than one reference type. The “Search by” drop-down list will default to a reference (See example on Left below); but, the drop box provides more options by clicking on the arrow (See example on Right below). Enter your “key word(s)” then, Click the “Search” button for the results of your search.

Employee Profile (Edit)

ADVANCED SEARCHES

  • To get to the option to be able to select an “Advanced Search”, notice in the example(s) below
    • you may first choose a “basic” search in order to present the option of an “advanced” search (See example on the left)
    • OR; a different view of the “basic” search will show the link “Advanced Search” next to the “Search” button (See example on the right)  
Expense Transactions

Employee Profile (Edit)

Notice that both the basic and advanced search pages include the “Limit the number of results to….” field. This field enables you to control the number of items returned in the search results, which lowers processing time in case your search could yield large numbers of items.

Expense Transactions

Limiting the Number of Rows to Return: 

If the search retrieves more than the maximum number of the Search Results, it displays only the number of results requested in the “Limit the number of results to…” setting.

When the search criteria would otherwise yield a greater number of results than the limit, the actual total number of results appears in a message above the search results. You should narrow your search in   another way if you cannot retrieve the data that you need on the first attempt.

Entering Search Criteria for Advanced Searches

When specifying search criteria, you can enter a full or partial value for any key field. (REMEMBER: the more criteria that is entered, the narrower the search becomes). Based on what you enter, the system:

    • queries the search record,
    • presents a list of possible matches
    • or, if there is only one match, displays the page that you requested
  • You can use an operator for more than one field to make your search even more specific. “Advanced Searches” provide you with multiple opportunities to refine your searches. By clicking on the drop down arrows, these choices present themselves.

Expense Report

  • By clicking the drop-down arrow,
    • The operands appear
    • Select the one you’d like to use
    • In the blank field box next to the operand, enter the information you are seeking
    • You may use as many fields as you wish to narrow your search
    • Click the “Search” button
    • The criteria you are seeking will appear under the “Search Results”
    • You may also click the “Clear” button to clear any of the criteria you selected and begin anew
  • By NOT selecting any operands or data to narrow your search, results will populate with maximum data
Expense Report
  • In the below example, the same search was accessed only using criteria to narrow the search. Notice only 6 items presented themselves under the “search results” snapshot.
Expense Report

SAVED SEARCHES

Saved searches are a valuable tool and can be used to:

  • Search for information already configured so you don’t have to repeatedly enter your search criteria .
  • Use as a tool for your daily tasks.
  • See status of your documents.

Let’s use an example:

Your job requires you to produce an abundance of Requisitions for your department/program. You would like to keep track of them “at a glance” and assure you know where they are at during any given time. Saved searches allow you to make tracking them simple and a part of your morning or end-of-day tasks.

  • Go to the screen normally associated with your task (in this example, notice the “breadcrumbs”)
breadcrumbs
  • Click “Basic Search” to simplify your options (see the menu on the right which will appear)
Requisition Document Status
  • Click “Advanced Search” to return to the screen with more options to narrow your search
  • If you were to click “Search” prior to designating any search criteria, a list of all values would appear
Requisition Document Status

Examples of Advanced “Saved Searches”

In the next examples below, four “Advanced Searches” will be “saved” to track Requisition status:(PLEASE NOTE: generic “Requestor ID’s” are being used in the examples. You would normally use your own “Requester ID” to pull your own work)

  1. Requisitions which are in open status (you’re still working on)
  2. Requisitions which are in pending status (submitted for approval)
  3. Requisitions which are in approved status (you’d now go to eProcurement to monitor status as a PO)
  4. Requisitions which are in denied status (rejected by the approver)

Example 1: Tracking the “Open Status” Requisitions

  • Enter criteria which will pull all “Open Status” Requisitions for your Requester ID#
  • Save this search by
    • Clicking “Save Search Criteria”
    • Giving the search a unique name
    • Clicking the “Save” button
  • A confirmation note will pop up to confirm the save of your search
  • Click the “Return to Advanced Search” Link to continue
Requisition Document Status

Example 2: Tracking the “Pending Status” Requisitions

  • Enter criteria which will pull all “Pending Status” Requisitions for your Requester ID#
  • Save this search by
    • Clicking “Save Search Criteria”
    • Giving the search a unique name
    • Clicking the “Save” button
  • A confirmation note will pop up to confirm the save of your search
  • Click the “Return to Advanced Search” Link to continue
Save Search As

Example 3: Tracking the “Approved Status” Requisitions

  • Enter criteria which will pull all “Approved Status” Requisitions for your Requester ID#
  • Save this search by
    • Clicking “Save Search Criteria”
    • Giving the search a unique name
    • Clicking the “Save” button
  • A confirmation note will pop up to confirm the save of your search
  • Click the “Return to Advanced Search” Link to continue
Save Search As

Example 4: Tracking the “Denied Status” Requisitions

  • Enter criteria which will pull all “Denied Status” Requisitions for your Requester ID#
  • Save this search by
    • Clicking “Save Search Criteria”
    • Giving the search a unique name
    • Clicking the “Save” button
  • A confirmation note will pop up to confirm the save of your search
  • Click the “Return to Advanced Search” Link to continue
Save Search As

Recalling Your Advanced “Saved Searches”

Now that four “Advanced Searches” have been saved” to track Requisition status, you may now pull them up quickly as part of your daily tasks. Once you have logged onto PeopleSoft and are at the “Main Menu”:

  • Go to the screen normally associated with your task (in this example, notice the “breadcrumbs”)
  • For the field “Use Saved Search”, click on the drop down arrow
  • Your “Saved Searches” will appear
  • Select the search you would like to review (it will display current data)
Requisition Document Status

AN ALTERNATE WAY OF RECALLING YOUR “SAVED SEARCHES”:

  • Review the training documentation “Favorites”
  • If you saved your “Document Status” pagelet to “My Favorites” you could just click on that favorite rather than have to follow your “breadcrumbs)
Requisition Document Status
  • The next time you login to PeopleSoft Financials you would go to your “Favorites”
  • Click on your “MyReqStatus” favorite
  • You would automatically be taken to your saved searches for the status of your Requisition Documents
Favorites
  • For the field “Use Saved Search”, click on the drop down arrow
  • Your “Saved Searches” will appear
  • Select the search you would like to review (it will display current data)
Requisition Document Status

Editing Your Advanced “Saved Searches”

  • Call up the “Saved Search” you wish to edit
  • Make the necessary changes to the criteria
  • Click on “Save Search Criteria”
  • Click “Save”
Deleting Your Advanced Saved Searches

Back to Main Training Menu



top

Related Services

Available to studentsAvailable to facultyAvailable to staff

PeopleSoft (also known as "LOUIE") is NAU's student and employee information management system. ITS provides technical support for the PeopleSoft system.  

top