This article provides detailed step-by-step instructions and tips for using Advanced Search to comb through submission data on the Submissions Page.
Instead of sifting through pages of generic results, users can locate necessary information using date ranges, metadata, and field values.
Advanced Search
Users with the ability to view all submission data may use submission search for many different reasons, such as:
- Searching for a user’s submission(s) within a date range.
- Locating all submissions with a specific status.
- Editing submissions with out-of-date language that was corrected in a current version.
Please Note
Use the Search box for simple keywords, usernames, or Submission Numbers. Use Advanced Search for anything more nuanced than a simple keyword.
Submissions Page
The following instructions are applicable regardless of if your account is in Core or Project Management View.
- From the left navigation, navigate to the Submissions page.
- Click the hyperlink of the form name you wish to search. If your form is in a Folder, click that first to find the correct form's hyperlink.
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At the top right of the page, click Advanced Search to reveal the following search parameter fields:
- Choose a screen from your form
- No. (i.e. Submission Number)
- Submission ID (i.e. Submission Name)
- Submitter
- Group
- Submission date range
- Select the form version
- Select a submission status
Follow the order of operations below to increase your chances of finding the submission you need.
Search Order of Operations
Advanced Search does require a specific order of operations to yield better results.
-
Enter the Submission Criteria that is relevant to submission(s) you are trying to find.
Note
Crucially, the Date Range must be set to a valid range where submission were completed, even if no other fields are changed.
- Click Search.
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Once the results appear, if you wish to get more specific, expand the first dropdown Choose a screen from your form.
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Select a Screen Name from the list and the search parameters will be replaced with the fields labels from within that screen. Type your next search value in the field(s).
Note
Remember that these search fields are text fields, even if the form uses Choice field types or Reference Data. The values you search here can be close but don’t have to be exact to yield relevant results.
- Click Search to view your results.
Notes to Keep in Mind
- Deleted screens from previous form versions it will be listed in the dropdown Choose a screen from your form.
- Advanced Loops/Loop Screens are listed as 2 separate screens (e.g. Key Field Screens and/or the internal screen of a single Loop) in the dropdown Choose a screen from your form.
- If there is a Pass/Fail field, it will automatically add a field called Dependent Form in the Advanced Search.
- Advanced Search cannot search multimedia fields (e.g. Photo, Video, Drawing, Static Image, Signature, or Attachment).
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Comments
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I'm not sure why this fresh help file was created, I would think the last 6 years for requests for a decent search function would have made you act, and it does not provide instruction for an Advanced Search.
Field staff may not always enter data accurately, or in a format you expect and the inability to perform wildcard or partial searches is a significant problem, in my opinion. It's a feature of EVERYdatabase.. even 1980's MS DOS let you perform wildcard searches.
Other members in this forum have recommended to download ALL the data stored with GoCanvas, then use Excel or almost any program that lets you perform a search. Is this the only solution for a partial search... get my data OFF, not use your platform for my searches?
I have been trying to obtain a bulk download of our data.. without success, and I'm obviously getting frustrated. I know my collegues are very familiar with the serious limits in your search feature, this task was given to me because it was a problem that needed a solution. I need the answer to my databse query.. rather urgently, go figure >.<
I request and require a timeline for partial/wildcard searching, please advise.
Hi @...
Thanks for posting to the Community!
I completely understand your frustration when searching for submission data and have passed this concern along to our Product team. I welcome you to reach out as well by contacting beta@gocanvas.com if you would like to include your support for this request. The Product team immensely values feedback that comes directly from our users.
In the meantime, below are several additional search options that are not specifically detailed in this article, although we appreciate the spotlight so this content can be improved!
Firstly, it is important to note which Account View type that your account has. Both views have the Submissions page detailed in this article, accessible from the left navigation. The search function does have limitations, such as only searching within a specific form’s submissions.
Given these limitations, the Advanced Search option may provide more specific results. Select the form you wish to search and click Advanced Search to reveal the following search parameters:
Advanced Search does require a specific order of operations to yield results.
Please note that more search criteria will result in more search results that fit the individual criteria instead of filtering down to only the submissions that fit all criteria queried. I have identified this to Product as it is inconsistent with expectations of the average user.
If these parameters are too limiting, there are additional search options available and their locations vary based on your Account View type, as detailed below.
If your account is in Core View, or the classic GoCanvas view, you can also search within the Submitted Tab in Work Hub, which is explained in the article, “Work Hub Search & Filter.” This will search across all submissions and I find it does yield better results for more specific queries.
If you are in Projects View, navigate to the Project page from the left navigation and toggle to the Submitted tab to search and filter through submissions. This will work similarly to Work Hub so the above article may have some helpful tips, even if they don’t look exactly the same.
Although I cannot guarantee that updates to the search function will be in an upcoming release, I hope that you are able to use one of the methods above and please let me know if you have any additional questions.