Searching for Portfolios or Entities

Searching for a Specific Portfolio or Entity

To search the product for a specific portfolio or entity:

1. In the primary navigation bar, click  Search.
2. Type one or more characters for the item you want to search. The product matches the search criteria you provide with portfolios, entities, Work IDs, and Product IDs. To include completed work items or products, deactivated resources, or other non-current portfolios or entities in the results, select the Include Historical Items check box at the top of the search pane.

              

   NOTES

   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 that have duplicate names or descriptions.

   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.

   Search results may include recently completed work items until an IIS reset is performed. The IIS reset removes completed work items—that is, work items that have a status of Completed and that also have an Actual Finish date—from search results. After the IIS reset, search results only include completed work items when the Include Historical Items option is turned on. 

              

              

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   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 ”.

              

3. Perform one of the following actions:
   • Click  next to the item you want to work with. The list of actions available to you for the item appears. Click 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 product directs you to the default summary screen configured for that portfolio or entity type.

                

4. 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 Result (Including Historical Items) section.

Things to Keep in Mind when Searching

Keep the following information in mind when searching:

• When you conduct a search, the product 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 product's configuration. You can search for an individual work item, resource, strategy, or product or other type of outcome. When searching for requests, the product will only display closed, denied, or canceled requests when the Include Historical Items option is selected; otherwise, those types of requests are not displayed.

  Only requests that you have created or where you are the dispatcher are displayed.

• ​​The order in which you enter keywords is not significant. The product 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 (Including Historical Items) section. Resources that have an end date that occurs earlier than the current date are not displayed.
• When searching for work items, you can only search for entities at the primary planning level (PPL). Search results may include recently completed work items until an IIS reset is performed. The IIS reset removes completed work items—that is, work items that have a status of Completed and that also have an Actual Finish date—from search results. After the IIS reset, search results only include completed work items when the Include Historical Items option is selected. The search results do not display completed work (where there is an actual finish date at PPL), unless the Include Historical Items option is selected.
• 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 product to search for matches that include the text between the asterisks.

Viewing All Search Results (Including Historical Items)

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, turn on the Include Historical Items toggle. The Historical Notes column appears.

              

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   You can remove the Historical Notes column by turning off the Include Historical Items toggle.

              

   The results on this screen 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 product'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.

              

              

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

              

3. Perform one of the following actions:
   • Click  next to the item you want to work with. The list of actions available to you for the item appears. Click 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.

                

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     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.

                

Prerequisites (Why can't I search for portfolios or entities?)

If you can't search for portfolios or entities, contact your administrator to ensure that the following prerequisites are met.