Saved Searches increase efficiency for yourself and your team by allowing you to create predefined search criteria so that users no longer have to type in search queries with complex filters or remember how to find content by browsing through libraries and model categories.
First, we’ll show you the advantages of using Saved Searches and then we’ll show you how to set it up.
Start by clicking on the saved search icon on the left side of the screen. Notice that you have Company Saved Searches and your Saved Searches. Only Company Admins can create Company Saved Searches.
Under Company Saved Searches, click on Architecture, and then Fire-Rated wall.
This is a saved search where the admin has identified a set of families here that are maybe less intuitive to find using the other search methods (for example, there isn’t a fire-rated wall tag or the title doesn’t include the words fire-rated wall).
An admin has pre-identified which libraries this applies to, filtered categories, excluded items, and more. This prevents your team from having to remember which library or which model categories certain families belong to or even which tag to search for.
How to Create a Saved Search
There are two different methods that you can use to create a Saved Search.
The first method is by saving directly from a search. To get started, click on the magnifying glass icon on the left side of the screen.
From here, you can create a search query that gets you the specific results you would look for and could then save that search criteria for future use.
Let’s say you want to search for content with the DIV 23-HVAC tag.
The results of this particular search include system families, drafting views, and models. But maybe you’d like to narrow your search a little more. To do this, you could add “piping” to your search query.
That narrowed the results considerably, showing all piping content that is tagged with Div 23-HVAC.
If you need additional filters applied to the file name, you can narrow your search by selecting the filter button on the right side of the screen.
You can then type in additional search words in the Filter Name section. For example, you could type in “cross” and the results will narrow even more.
But what if that narrowed a little too much? You can type in an additional name (in this case, let’s type “elbow”) and now UNIFI will find content that has either cross OR elbow in it.
You can also filter by star ratings, as well as family category. You can click on Family Category and either scroll down to find the specific Family Category you want or even start typing what you’re looking for. Let’s say, for instance, that you are looking for drafting views. You can begin typing “Drafting Views.”
And now you’ve modified your search to look within only Drafting Views.
You can hover over each image to view the details to ensure that you’ve included the correct content.
Once you’ve filtered your results sufficiently, you can click on the floppy disk icon on the top right of the screen to save your search
You can then give this search a name. UNIFI has already completed many of the other fields based on your search parameters
You can define which libraries in particular you want to search. For example, if you find searching all libraries a little too expansive, you can select only the libraries you’d be interested in.
You can then select the group this search is for. All groups ending in “(Company)” are accessible to all within your company, those without “(Company)” are your personal saved searches. It’s important to note here that only admins can create Company searches.
For example, let’s say that you’re saving a “Piping Details” search, but don’t really have a piping group. To create one, click on the Plus sign next to the Select Group section.
Type in the group name (in this case “Details”) and then select Ok.
You can also add new filters, thus making sure that you only have content that is rated 3 stars or more if you so choose. You can also identify particular categories, file types, and even original authors. You can also modify the search so that you are only looking at your favorites.
You can automatically exclude certain items by indicating which tag you want to exclude.
You can also create a default sort for the search results. You can sort alphabetically or based on popularity (in other words, how often it’s inserted in your company).
Lastly, you can put a particular image to this search.
Once you’re done, click Save in the upper right corner of the screen.
The benefit of saving from a set of search criteria like this is that the fields are already filled out based on your search.
The second way to create a saved search is to click on the floppy disk icon on the left hand side of the screen.
Decide whether you want to create a Company Saved Search or a Personal Saved Search. If a Group does not exist that you’d like to save your search under, select the plus (+) icon on the top right of the screen to create one.
After your Saved Search group has been selected, select the gray box with the “+” to create a new saved search.
Here you’ll have a blank slate to enter all of your search criteria.
When finished, select Save in the top right of the screen.
A great use of a personal saved search is to house all of your Favorited content. Favoriting content is different than giving it a Star Rating. When you Favorite a piece of content, that is unique to the user. If you want others on your team to know the content is preferred, you’ll want to utilize its star rating shown to the left of the image.
There are two ways to favorite a piece of content. The first is to right click on the name of the object.
Right clicking on the name of the content, gives you some quick select options such as Add a tag, Download, Favorite, and more.
The second way to favorite a piece of content is to left click on the name of the content.
Next, click on the heart icon in the upper right corner. This method may be preferred if you need to also review any of the parameter data or file history before favoriting the content.
To access your favorite content, go to your Saved Searches section by clicking on the disk icon on the left side of the screen
If you set up a saved search for your favorites, this is where you could easily access it. If you haven’t created one, here is how you can set it up. First, click on the appropriate tab for where you’d like this saved search to go (whether it be under Company Saved Searches or under your Saved Searches).
Next, select the plus sign in the upper right corner of the screen
Then enter a group name. We are going to call this one “Favorites.” You could also create a Favorites search under any other group. For example, if you wanted to include your favorites for all architecture content, you could put your favorites search there. In this case, we are creating an entire group devoted to favorite content. Once you’ve entered in the group name, click Ok.
Click on Favorites to expand that new group
Next, select the plus sign (+) to create a new search
Now you’ll want to enter in a search name. In this case, let’s call this one “Favorites.”
Put a star in the Search Term section so that your search finds all favorites.
Next, select which libraries you want to search, or you can even search for all of them. You can also search channels as well. In other words, you can access all of your favorites throughout everything.
And then check the box that says Favorites Only.
Now select Save in the upper right corner of the screen
And that saved search is now listed under that saved search group.
What this also allows you to do is since you have this broad search category, you can now duplicate it for different types of content. For example, if you wanted to create a search where you see your favorite casework, you can duplicate this search and modify the search criteria to view only casework. Or you could duplicate this search and modify it to see door favorites. And so on. To do this, right click on that search and select Duplicate.
You could then select Categories.
And then you’d simply select the categories focused on the types of content that you want in this particular search.
Making a Personal Saved Search a Company Saved Search
Saved searches are automatically saved as personal saved searches. To make a company saved search, you’ll need to be a company admin.
It takes only a few quick steps to create a company-wide saved search.
First, click on the floppy disk icon on the left side of the screen.
Then select My Saved Searches.
Click on the group name that your search is saved in.
Next, right click on your Saved Search.
Now heads up–if you want to create two different searches that have slight variations (for example, one client of ours had one saved search for interior hollow metal doors and another saved search for exterior hollow metal doors) you can duplicate the search here and make those slight tweaks. In this case, we are not going to duplicate the search, we are just going to select Edit.
From the Select Group section, select the appropriate group with “(Company)” in parentheses.
Then click Save in the top right of the screen.
And now your Saved Search will appear in the Company Saved Searches section.