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Creating a Search Query

Search Query is a robust feature that allows you define a set of criteria to search the populated fields in a Contract or Company Profile. This is useful if you want to locate very specific information about the companies or contracts stored in Novatus. You can also use a set of criteria to search for project data, as well as information on company relationships, contract requests, and the clauses stored in the Clause Library.  Search queries can also be performed to locate specific messages sent and received in Novatus.  Currently, most of the stored data can be searched and reported upon, including all the documents uploaded to individual Company and Contract Profiles.

In the following example, a search is being performed to locate all the Supplier contracts with an Agreement Type of Individual that are set to expire before January 2018.

Search Query1A

A

Navigation Toolbar

Click on Search to display a menu, and then select Search Query to display the Search Query screen.

Note: The Search Query screen can be toggled to show two different views: Query Info screen, which is the default view and displays the criteria for the search query, and the Results screen, which displays the result records when the search is executed. Use the expand Icon Expand4 and collapse Icon CollSear icons to toggle the screens.

B

Recent Searches link

Review the search queries you have already saved by clinking on individual links since updating a search query might be more efficient than creating a new query.

Important: To view a complete list of all your saved searches, as well as the global searches that have been saved by other users, click the Load button to display a Query Selection window.

Note: To view the results and the criteria for a saved search, click on its link to run the search.

C

New button

Click to display the fields needed to create a new search query.

SQ1

  A search query can be run to locate the clauses that have been revised by selecting Clause in the Result Type list, and then selecting Clause Revision as the search field in the Criteria record. Using an operator (i.e., Equals, Greater Than, or Less Than) and entering the appropriate number in the value field will generate the desired results. For example, to locate all clauses that have been revised more than once, select Greater Than as the operator and enter "1" in the value field.

D

Result Type hierarchy list

Click on the list arrow to display the top-level options: Clause, Company, Project, and Request. Click on the Expand arrow to the left of the Company folder to display a list of all reporting fields available for companies, locate the Contract folder, and click on it to select it.

Note: The Result Type list is used to select the primary data set for the search. Since we are searching by contract agreement types, and since Contract Profiles are contained within Company Profiles, you must first select the Company folder, and then the Contract folder so that the field is populated as Company → Contract.

Search Query2

E

All Top Entity Records check box

Select the check box if you want to expand your search results to include all of the records that match your selections in the Result Type list (e.g., Company and Contract). If you want to limit your search results to include only the records for the second level (and lower levels) in the Result Type list (e.g., Contract only), do not select the check box.

F

Criteria list

In the Criteria section of the screen, click on the list arrow to display the Company folder, and then expand the folder to display its contents. This list allows you to drill down and select the field for the criteria record.

G

Criteria folder

Locate the Contract folder, and expand the folder to display a list of searchable contract fields. The Company (Profile) list displays first because of the way in which contracts are stored in the Novatus system, but since we are searching for a specific type of contract, we need to display the fields in the Contract Profile.

H

Criteria field

Locate the field that you want to be searched, and click on it to select it (e.g., Agreement Type).

Note: Once you select a field, the Inclusion and Value lists display so that you can define the parameters for the search. The Criteria list, Inclusion list, and Value list constitute a criteria record.

SQ2

I

Inclusion list

  • Select "In" if you want the selections in the Value list to appear in the search results.
  • Select "Not In" if you want everything other than this field value to appear in the search results.
  • Use the "Is Null" option to display search results where the field has a zero (0) value or is empty.
  • Use the "Is Not Null" option to display search results where the field has a numeric value or is populated.

Note: If the search field is a value, the options are Equals, Greater Than and Less Than.

Important: If the search field is a date, the options are Before, On, After, Null, Not Null, and four options that allow you to pinpoint a specific date (After: today minus (x) days, After: today plus (x) days, Before: today minus (x) days, and Before: today plus (x) days). For example, if today is January 1, 2017 and you want to search for contracts that expire prior to January 1, 2018, you would select After: today plus (x) days and enter 365 in the Parameter Value field since there are 365 days in a year. Similarly, if you wanted to search for contracts that expired last year, you would select Before: today minus (x) days and enter 365 in the Parameter Value field. The After: today minus (x) days where x =1 can be used to designate today's date, and the Before: today plus (x) days where x = 2 can be used to designate tomorrow's date.

J

Value list (field)

  • If the field is a list, select as many values as needed for the selection you made in the Criteria list, and in accordance with the selection you made in the Inclusion list. In the example above, we selected "Agreement Type" in the Criteria list and "In" in the Inclusion list. Therefore, we will select "Individual" in the Value list since we are searching for contracts with an Agreement Type of Individual.
  • If the field is a text box, enter the appropriate value for the selection you made in the Criteria list, and in accordance with the selection you made in the Inclusion list.

SQ3

K

Operand buttons

If you want to add another search parameter, click the AND button to refine your search results, or click the OR button to increase your results. To remove any search field, click its delete Icon Delete icon. In this example, we are adding a criteria record that requires the Company Type to be Supplier, and another criteria record that requires the contract's Current Expiration Date to occur before January 1, 2018.

L

Execute button

Click to run the query and display the search results in the Results screen.

Search Query3

M

Search Results display

  • If you want to change the fields that are displayed, click on the arrow image188.png icon to the right of any column to display the Sort/Column menu. Click on Columns to display a list of available fields for the search results, and then select the fields you want displayed by clicking in the check box to the left of the field. The fields that display in the list include both Company Profile and Contract Profile fields, so the list will be lengthy.
  • If you want the search results sorted by the data in a particular column, click on the arrow image188.png icon to the right of the column to display the Sort/Column menu, and then select Sort Ascending (A-Z or 0-9) or Sort Descending (Z-A or 9-0). You can also click on a column heading to quickly toggle the sort order.
  • If you want to resize a column to accommodate the information in that column, mouse over the right or left border of the column header until the resize image189.png icon appears. Then, click on the border and drag it until the column is the desired width.
  • If you want to reorder the columns of information, click on a column header and then drag it to the left or right, and drop it in the desired location. If you are successfully moving a column of data, the image190.png icon displays during the move.

Note: If you export the search results to an Excel spreadsheet or run an Advanced Report, the changes you make to the display of the search results will be reflected in the spreadsheet or report.

N

Result records

Review the search results to ensure your criteria returned the expected results.

Note: Profiles that house documents that have been downloaded to the profile include the Icon Download Document icon.

O

Expand icon

If the search results need to be modified, click on the Icon Expand4 icon to redisplay the Query Info screen, and update your criteria.

P

Save Query button

If the search returned the expected results, click the button to display the Save Search Query window.

Q

Filter Name field

Enter a descriptive name for the search.

R

Description field

Enter a comprehensive description of the search. Since search queries can be saved, a comprehensive description will allow users to identify a complex search so that it does not have to be recreated, as well as modify a complex search to accommodate changes in your company's reporting needs.

Note: If the text you enter exceeds the viewing area of the field, click the Expand link to display a window that will allow you to view the text in its entirety.

S

Save button

Click to create the search query and save it for future use.

image193.png

T

Recent Searches section

Verify that the search has been saved to your recent searches.

U

Export to Excel button

Click if you want to generate an Excel spreadsheet showing all the information displayed in the Results screen.

V

Run Advanced Report button

Click to run an advanced report for the search results. You can generate the report as a PDF file, an Excel spreadsheet, or display the report in Preview mode.

Note: You are prompted to select an advanced report, so the appropriate advanced report must exist, and include fields that match those in the search query.

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