Work with Views

Description

The view function is common to much of ECMS and is the primary method for accessing specific documents such as agreement summaries, headers and parts, as well as business partner registration forms, overhead information, and many other ECMS ‘documents’ or screens. Views also allow for logical groupings of documents.

This Help topic will familiarize you with the features and terminology of views and help give you some tips on using views efficiently.Views consist of headings and links representing the information you want to access, as well as fields and buttons that allow you to change the display or access the item you need more quickly.

At the beginning of your ECMS session, you will often access the document or screen you need by drilling down through a view. Most ECMS processes provide several ways to view the same information. For example, the ECMD Registrar can access business partner views organized by business partner ID, business partner name, or business partner status.

The table below describes how to work with views.

Step-by-Step Directions

User Action	Result
Enter text in the Quick Find field and click the GO button to the right of the field.	The view display jumps to the part of the list that matches your entry. For example, If the view is organized by business partner name, and you want to access 'Geotechnics Consulting', type 'G' in the Quick Find field and click the GO button. The view will advance to the list entries starting with 'G'. To jump closer to the actual item, type 'Geo' in the Quick Find field and click the GO button. This feature works whether the view is expanded or collapsed. NOTE: If the view is expanded by default, you will not see the first line of information (that is, the heading) when the display jumps to the target location. For example, if you enter "E00001" in the Agreement Header view, the first link you will see is the Agreement Header for E00001. You will not see the subheading 'E00001'. If there are no matching entries, the view will jump to the next closest entry in the index. For example, if there are no business names beginning with 'G', the display will jump to the 'H' category if there are any entries listed under 'H'. Note: For both the Quick Find and the Lines Displayed functions, the view first reverts to its default status, then performs the function. For example, the default display for the Overhead Information by Status is to have the view collapsed, showing only the subheadings: Approved, In-Review, and Rejected. If you enter 'R' in the Quick Find field and click the GO button, the display jumps to the 'Rejected' category and displays it in collapsed format. This occurs regardless of whether the display was in expanded or collapsed mode.
Enter a number in the Lines Displayed field and click the GO button to the right of the field.	The display changes to show only the number of lines you entered. The default number of lines displayed is 30. This feature works whether the view is expanded or collapsed. Note: For both the Quick Find and the Lines Displayed functions, the view first reverts to its default status, then performs the function. For example, the default display for the Overhead Information by Status is to have the view collapsed, showing only the subheadings: Approved, In-Review, and Rejected.
Click the twistie to the left of the view subheading.	The twistie is the small, solid blue triangle to the left of a view subheading. Clicking on the twistie expands the listing for only that subheading. For example, the Business Partner by Status view contains subheadings for 'Approved', 'Pending', 'Rejected', and 'Submitted'. When the view is first accessed, only these four subheadings are visible, with a twistie to the left of each one. Clicking the twistie next to 'Approved' will change the view to display all links under the category 'approved', but the links under the other subheadings will remain collapsed.
Click the EXPAND button.	The view is expanded to show the links under all subheadings. Clicking EXPAND has the same effect as clicking each twistie in the preceding example. If there are no details under the listing, the EXPAND button is hidden.
Click the COLLAPSE button.	If expanded, the view collapses so that only the category subheadings are displayed. If there are no details under the listing, the COLLAPSE button is hidden.
Click the NEXT button.	The view advances to the next set of subheadings or links, if available. If there are no more links to display, the display does not change when you click the NEXT button.
Click the PREV button.	The view reverts to the previous set of links or subheadings if available. If there are no previous links to display, the PREVIOUS button is hidden or the display does not change, depending on the reason there is no previous display.
Click the TOP OF VIEW button.	The display jumps to the first entry in the list.
Search	*****Using the Search function****
From any view, click the SEARCH button.	The search screen is displayed. (The screen title depends on the view from which you accessed the search.)
On the Search screen, enter the text for which you want to search in the Search for the following words field.	The program will try to match both the document name and the contents. For example, if you enter "Peter" as the search item on the Business Partners by Name Search screen, the results screen will display "Peters Consulting Services" (document name) and "Ogilvie Consulting" (contents), which lists "Peter Ogilve" as the Business Partner Principal.
If desired, select a Search Method.	By default the option to match on any word is selected. This means that if you enter "Peter and Consulting", the results screen will display any entry that has EITHER the word "Peter" OR the word "Consulting". If you change the selection to "Matches on all words", the results screen in this example will only display entries that contain both "Peter" AND "Consulting". Note: If you do not select a checkbox under Word options, the program searches for any derivation of the word. This means that entries with "Peter" or "Peters" or "Peterson" will all be returned if your search item is "Peter".
If desired, select Search and Sort Properties from the drop-down lists.	If desired, you can limit the number of results the search returns or the number of lines in the return display using the drop-down lists.
If desired, select Word options by clicking in the appropriate checkbox.	If desired, you can search for an exact word match. This means that if you enter "Peter", the search result will not return "Peters Consulting", but will return "Ogilve Consulting", whose Principal is Peter Ogilve. You can also opt to have the search include word matches based on the thesaurus. This means that if you search for "Red Rock", the results will also return entries with "Red Stone".
If desired, select a sort-by option from the drop-down list of the Sort search results by field.	The resultswill be sorted by the option you select.
Click the SEARCH button.	The Search Results screen is displayed with the matching entries displayed as links.
Click the results link to access the matching entry.	The appropriate screen is displayed. Note:The search item, for example, "Peters" is highlighted in green.
	*****Changing the Search Criteria*****
From the Search Results screen, click the UPDATE SEARCH button.	The program returns you to your original Search screen. Change the search criteria as desired, then click the SEARCH button.
	--OR--
From the Search Results screen, enter a new search word(s) and click the NEW SEARCH button.	A new Search Results screen is displayed.

Created by
Joseph D Howe/PennDOT on 03/16/2005 at 10:58:06 AM