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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, Company, or Project Profile. This feature is useful in locating very specific information about the companies, contracts, and projects stored in Novatus. You can also use a set of criteria to search for contract requests and the clauses stored in the Clause Library. 

Search queries can also be performed to locate associated information, such as company relationships and specific messages sent and received in Novatus.  Currently, most of the stored data can be searched and reported upon, including the documents uploaded to individual Company and Contract Profiles using either an elastic search or the classic search.

The search query below will locate all the Supplier contracts with an Individual Agreement Type that are set to expire one year from the date on which the search is run.

1.  Click Search in the Navigation Toolbar, and select the Search Query link in the menu.

SearchQuery1.png

2.  In the Query Info view of  the screen, click New in the toolbar.

Review the search queries you have already saved by clicking on individual links in the Recent Searches section since updating a search query might be more efficient than creating a new query. To view a complete list of all your saved searches, as well as the global searches that have been shared by other users, click Load in the toolbar at the bottom of the screen.

3.  When the screen refreshes, set up the Company→Contract→Document hierarchy as the primary data set for the search:

  • Click in Result Type list and click the icon to the left of the Company folder.  Scroll down to the Contract folder and click its  icon, and then scroll down and click the Document folder.
  • (Optional) Select the All Top Entity Records check box to expand your search results to include records that match all levels of the hierarchy in the Result Type list (Company, Contract, and Document). Clear the check box to include only records that match the second (and lower) levels (Contract and Document).

4.  In the Criteria section, define the criteria for the search:

  • Identify the company as a supplier:
    • In the field list, click the icon to the left of the Company folder, and click the Company Type folder.
    • In the inclusion list, select In.
    • In the value list, select Supplier.
  • Click Icon SearchAdd.png to provide additional criteria and limit search results.  (Use Icon SearchOr.png to expand search results.)
  • Identify the agreement type for the expiring contract:
    • In the field list, scroll down past the Company folder to the Contract folder and click its  icon, and click the Agreement Type folder.
    • In the inclusion list, select In.
    • In the value list, select Individual.
  • Click Icon SearchAdd.png to provide additional criteria.
  • Identify the document type:
    • In the field list, scroll down past the Company and Contract folders to the Document folder and click its  icon, and then click the Document Type folder.
    • In the inclusion list, select In.
    • In the value list, select both Executed Contract and Final Word Version to cover the possible options for the final version of the contract.
  • Click Icon SearchAdd.png to provide additional criteria.
  • Identify the timeframe for the contract document:
    • In the field list, scroll down past the Company and Contract folders to the Document folder, locate the Document Current Expiration Date folder, and click on it to select it.
    • In the inclusion list, select After: today plus (x) days to ensure the search is based on the current date.
    • In the value field, enter 365 to search for contracts expiring within one year.

5.  Click Execute in the toolbar to run the query.

SearchQuery1A.png

6. When the Results view of the screen displays, review the search results.

To redisplay the criteria for the search, click the Query Info header at the top of the screen.  To redisplay the results, click the Results header at the bottom of the screen.

7.  (Optional) Customize the display of the search results:

  • Hover over a column heading until the  icon displays, and click on it to open the Sort/Column menu.  Click Columns to display a list of available fields, and select the fields you want displayed by clicking in the check box to the left of the field.
  • Sort the information in a column in ascending or descending order by clicking (toggling) on the column heading.
  • Resize a column by hovering over the right or left border of the column heading until the resize  icon appears. Then, click and drag the border to the desired width.
  • Move a column to a different location in the Results screen by clicking on the column heading and dragging it to the left or right, dropping it in the desired location. When the  icon displays, you are successfully moving the column.

8.  (Optional) Export the data in the Results screen:

  • Click Export to Excel to generate an Excel spreadsheet showing the information displayed in the screen.
  • Click Bulk Download Documents to export the results to a zip file that is downloaded to your PC.  Open the zip file to extract the individual documents.
  • Click Run Advanced Report to run an advanced report for the search results.

9. (Optional) Save the search query for future use by clicking Save Query in the toolbar.

  • In the Save Search Query prompt:
    • Enter a name for the search in the Filter Name field.
    • Enter a comprehensive description of the search in the Description field.
    • Click Save.

Criteria Record Fields

A criteria record includes a field list, and inclusion list, and a value list or field.  The table below summarizes the options for the fields that comprise a criteria record.

Field List Inclusion List Value List or Field
Use the expand icons to drill down and select the field for a criteria record.
  • If the criteria is a text field, the options are:
    • In - selection(s) in the value list appear in the search results.
    • Not In - everything except selection(s) in the Value list appear in the search results.
    • Is Null - displays search results where the field has a zero (0) value or is empty.
    • Is Not Null - displays search results where the field has a numeric value or is populated.
  • If the criteria is a value field, the options are:
    • Equals - search results are returned for number entered in the value field.
    • Greater Than - search results are returned for numbers larger than the one entered in the value field.
    • Less Than - search results are returned for numbers smaller than the one entered in the value field.
  • If the criteria is a date field, the options are:
    • Before - search results are returned for all dates before the date entered in the value field.
    • On search results are returned for the date entered in the value field.
    • After - search results are returned for all dates after the date entered in the value field.
    • Null - search results are returned for all records whose date field is not populated.
    • Not Null - search results are returned for all records whose date field contains any date.
    • Four ways to pinpoint a specific date:
      • After: today minus (x) days
      • After: today plus (x) days
      • Before: today minus (x) days
      • 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 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 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.

 

  • Value list includes text options
  • Value field can accommodate a number or date

  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 (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.

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