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Searching for Portfolios or Entities

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You are viewing content for Planview® Enterprise One release – Portfolio and Resource Management.

Required Features

To search for items related to a particular entity type, the appropriate corresponding feature must be enabled on your user role. Suppose you want to search for a work item. In that case, one or more of the following features must be enabled on your role: View Project & Resource Management and Use Project & Resource Management.

Required Global Options

To search for items related to a particular entity type, the appropriate corresponding global option must be enabled. For example, if you want to search for a work item, the Use Project and Resource Management global option must be enabled.

Prerequisites

  • You must have a read-only or a read/write grant to the entity for which you are searching.
  • When searching for portfolios, only the portfolios to which you have access (that is, a portfolio to which you have been invited or that you created) appear in the search results.
  • When searching for requests, you must have the appropriate security access to the request.

You can search the system for a specific entity, a portfolio of entities, or an entity's Work ID or Product ID using the Search text box located at the top of the screen, just above the Planview Enterprise One – PRM menus. This search functionality lets you bypass standard menu navigation to find a particular portfolio or entity. 

Searching for a Specific Portfolio or Entity

Tip!

For some information that is useful to know as you search for portfolios or entities, see Things to Keep in Mind when Searching.

To search the system for a specific portfolio or entity:

  1. Click the Search text box, then type one or more characters for the item you want to search. The system matches the search criteria you provide with portfolios, entities, Work IDs, and Product IDs.

    Search results include the portfolio or entity's category, description, and ID (if one is assigned), as described in the table following this procedure. An entity’s Work ID, Product ID, or level in the strategic hierarchy is displayed to the right of the result so you can distinguish between entities with duplicate names or descriptions.

    Note: The top results that most closely match your search criteria are displayed as you type. If there are additional possible matches, the number of matching results appears in parentheses beside See All Search Results.

    Tip!

    When searching by an entity’s Work ID or Product ID, you can omit leading zeros from your search criteria. For example, searching for ID 000123 is the same as searching for 123. You can also use a suffix search for *0123. To explicitly search for entity ID 123, add a space after it: “123 ”.

  2. Perform one of the following actions:
    • Click the action menu button next to the item you want to work with. The list of actions available to you for the item appears. Select an option to navigate to a screen or to perform an action on the item.
    • Click a search result to go to that portfolio or entity’s summary screen.

      Note: If a Portfolio View or Entity View screen has not been configured, the system directs you to the default summary screen configured for that portfolio or entity type.

  3. If you do not see the result you want, add relevant keywords or click See All Search Results as described in the Viewing All Search Results.

Search Result Elements

The table that follows describes the elements of a search result.

Element

Description

Category

The entity type to which the portfolio or entity belongs.

Description

The name of the portfolio or entity.

ID

The Work ID or Product ID of the entity, if one is assigned. For strategic entities, the entity's level in the strategic hierarchy is displayed.

Things to Keep in Mind when Searching

Keep the following information in mind when searching:

  • When you conduct a search, the system searches the Structure table in the database for portfolios and entities that match the keywords you provide.
  • The type of specific entities you can search for depends on your system's configuration. You can search for an individual work item, resource, strategy, or product or other type of outcome.
  • The order in which you enter keywords is not significant. The system ranks the results in the order that most closely matches the search string exactly, displaying the more exact matches higher in the search results list.
  • Search functionality is not case-sensitive.
  • When searching for resources, terminated resources are not included in the search results. If you want to include terminated resources, see the procedure in the Viewing All Search Results section of this topic.
  • When searching for work items, you can only search for entities at the primary planning level (PPL).
  • When you click a search result, it is added to the Recently Visited list on that portfolio/entity type’s menu. For example, if the search result is a Work portfolio, that portfolio is added to the Recently Visited list in the Work Portfolios section of the Work menu.

Customizing the Search Criteria by Using Wildcards

If you do not find what you are searching for using the preceding steps, you can tailor your search by adding an asterisk before and/or after a keyword, a portion of a keyword, or phrase to retrieve results that contain that word or phrase as part of a larger word or phrase. Placing an asterisk both before and after a keyword causes the system to search for matches that include the text between the asterisks.

Examples

The following examples show you possible ways to use asterisks to tailor a search for a work item called “build a better mousetrap.” Each of these searches returns the closest matches that include the provided keyword or phrase, filling in for the missing words before and/or after the provided keywords.

Search String

Result

build a be*

A prefix search: Performs a search using "build a be" as the prefix.

In addition to "build a better mousetrap," results could include "build a bezel," or "better build a bicycle made for two."

Note: By default, the system automatically performs this type of search while you type keywords into the Search text box.

*mousetrap

A suffix search: Performs a search using "mousetrap" as the suffix.

In addition to "build a better mousetrap," results could include "wooden mousetrap," or "research the best cheese to use in mousetraps."

*ouse*

An infix search: Performs a search using "ouse" as the infix.

In addition to "build a better mousetrap," results could include "houses," or "do not arouse the sleeping giant."

Note: The maximum number of asterisks you can use is two.

Viewing All Search Results

The following procedure helps you view more search results than are immediately displayed when performing a search.

To view all search results:

  1. Click See All Search Results in the search results list.
  2. To include completed work items or products, deactivated resources, or other non-current portfolios or entities in the results, click Include Historical Items. The Historical Notes column is displayed.

    Tip!

    You can exclude the Historical Notes column by clicking Exclude Historical Items.

    In the screen that appears, the results are initially sorted in groups by category. To sort by description, ID, Seq-ID (sequence ID), or Historical Notes, click the appropriate column heading. Note: The sequence ID of a portfolio or entity is the system's internal structure code for an entity and is for internal use only. Category and Seq-ID are provided in the results for your reference, but you can only conduct a search for a portfolio or entity's description, Work ID, or Product ID.

    Tip!

    Refreshing the screen reverts the sort order back to groups by category.

  3. Perform one of the following actions:
    • Click the action menu button next to the item you want to work with. The list of actions available to you for the item appears. Select an option to navigate to a screen or to perform an action on the item.
    • Click a result's description to go to that portfolio or entity's default summary screen.

      Tip!

      If your search produces many results, you can use your browser's find function to search through the list for the portfolio or entity you want.