GEMS provides a number of ways to search through the information it contains. The main way to search for information in GEMS is by using the Search Bar. The Search Bar is available to all users regardless of the user interface they are using. Users can use the Homepage can also to access tiles to perform simple searches for companies, people, documents, and reports.

You can delete a saved search thereby removing it from the list of saved searches in GEMS. To delete a search:

Open a saved search in the Advanced Search panel and then click the Delete button at the bottom of the panel.

Click the OK button on the Confirmation dialog box and the saved search is removed from GEMS.

When creating searches that include date fields, you can choose to search for a particular date or you can search within a date range. Date ranges can be predefined, for example, ‘Next 7 Days’ or custom, for example ‘10/02/2016 - 25/02/2016’.

Predefined date rages enable searching in a predefined period relative to the current system date. Some examples are ‘Tomorrow’, ‘Next 7 Days’, ‘Previous 180 Days’ etc. These are helpful in setting up searches such as the following example: Contracts Due to be Renewed in Next Three Months. Such a search, containing a relative date range, can be saved and rerun without needing to adjust the dates every time; it will always search in the defined date range starting from the system date.

The Legal Team wants an easy way to view which contracts are up for renewal in the next three months. To do this, they set up the following search:

Choose the ‘Contracts’ item from the ‘Click the ‘Choose Search Type’ drop-down list.

Click the ‘Advanced’ hyperlink to open the Contracts Advanced Search.

Add the ‘Renewal/ Notice Date’ column to the search columns.

In the Criteria section, set the following two criteria:

AND

Name the search and save it. This will always display the contracts that are due for renewal in the next 90 days from the system date.

Since the dates do not have to be adjusted to keep the results up-to-date, this search can be used in a custom Homepage panel that shows at a glance which contracts are due for renewal in the next 90 days. For details on adding saved searches to Homepage Panels, please see the Homepages Tutorial.

You can search for custom fields in exactly the same way as you search for default fields in the advanced search. All custom screens and custom fields are displayed in the screen and field dropdowns on the search bar and the advanced search screen. For example, if you want to search for all non-affiliate records where the custom field ‘Custom ID Number’ contains a value, you would set it up as follows in the search bar and it would produce the corresponding results:

Even if the custom field is located on a custom screen, you can search for it from the search bar.

When a saved search has been added, edited or deleted, an Audit Trail entry is recorded for each action. To open the Audit Trail screen:

Go to Admin > GEMS Settings > Audit Trail.

On the Audit Entry search screen, click ‘Advanced Search’. The default audit trail search setup is displayed. This setup displays all events in the system.

Set up the following conditions in the Criteria section so that only saved searches are returned: Audit Entry.Section **** Is Equal to Saved Search.

Click the Search button. This filters the audit trail to display only entries related to Saved Searches.

You can then view details of the changes that have been made to Saved Searches, showing the Saved Search name details, the date and time of the change, the action (Edit/Add/Delete) and the user that made the changes.