Search, Sort and Filter Correspondences
Objective
To use the search, filter and sort options to quickly locate correspondences or personalize how correspondences are listed.
Things to Consider
- Required User Permissions:
- 'Read Only' level permissions or higher on the project's Correspondence tool.
- Additional Information:
- Use the search tool to further narrow the displayed results. The search tool respects any selected filter parameters and will only search for items within the filtered results. Use one or more filters to restrict which items are displayed.
- The filters you apply (by selecting items in the Add Filter drop-down list) are persistent and will be retained for your next session, unless you click Clear All.
- Use sorting to rearrange the way correspondences are listed.
- Search, Sort and Filter can be used in combination to locate items or further personalize how correspondences are listed.
Steps
You can select any one of the options below to locate a specific correspondence.
Note: These steps do not need to be completed in a specific order.
Search for a Correspondence
Complete the steps below to search for correspondence by entering a keyword or search phrase in the search bar.
Click here to view the steps.
- Navigate to the project's Correspondence tool by selecting Correspondence within Project Tools.
The Correspondence page is displayed, which shows a list of all the correspondences for the project. - Enter a keyword or phrase in the Search box. Then click the magnifying glass icon or press the enter/return key on your keyboard to initiate your search.
Filter the Correspondences List
Complete the steps below to apply a filter to locate correspondences or personalize how correspondences are listed.
Click here to view the steps.
- Navigate to the project's Correspondence tool by selecting Correspondence within Project Tools.
The Correspondence page is displayed, which shows a list of all the correspondences for the project. - From the Add Filter list, apply as many of the following filters as desired:
- Assignee: Selecting the name(s) of the Assignees will narrow the list to the correspondences assigned to those individuals.
- Associated Company: Select the checkboxes that correspond to the companies for which you want to filter the list.
Note: A company is included in this filter option when at least one user in that company is added to at least one correspondence item's Assignee, Created By, Received From, or Distribution field. - Closed On: In the calendar, select one of the two options:
- Single Day: Select a specific day for which you want to filter the list.
- Date Range: Select a date range for which you want to filter the list.
- Created At: In the calendar, select one of the two options:
- Single Day: Select a specific day for which you want to filter the list.
- Date Range: Select a date range for which you want to filter the list.
- Created By: Select the checkboxes that correspond to the correspondence creators for which you want to filter the list.
- Issued On: In the calendar, select one of the two options:
- Single Day: Select a specific day for which you want to filter the list.
- Date Range: Select a date range for which you want to filter the list.
- Last Activity: This filters the list of correspondence items by the date the most recent response for an item was added.
In the calendar, select one of these options:- Single Day: Select a specific day for which you want to filter the list.
- Date Range: Select a date range for which you want to filter the list.
- Overdue: To list only overdue correspondences, select the Yes checkbox.
- Status: Select one or more of the items from the list:
- Closed: The correspondence has been closed.
- Open: The correspondence is open.
- Custom Status: You can filter on other custom status.
Note: You cannot filter on items in 'Draft' status.
- Type: From the list, select one or more checkboxes to filter the list of correspondences to view only the selected types.
- Received From: Select a name in Received From to narrow the list of correspondences to that individual.
- Responded By: Mark the checkbox next to one or more names to narrow the list of correspondence items by the users who have added responses to items.
- Click any area outside of the Add a Filter list, to apply the filters to the Correspondences list.
- If you want to clear filters that you have applied, click Clear All. Otherwise, your filters will persist until you clear or change them.
Sort the Correspondences List
If you want to sort the listed items in the Correspondences list, click one of these column headers: Number, Subject, Due Date or Status. (Note: For Assignee, sort is not available. Instead, it is recommended that you narrow the items in the list using the Assignee Filter) You can also click the column header again to switch between ascending (i.e., the up arrow) and descending (i.e., the down arrow).
You can also click the column header again to switch between ascending (i.e., the up arrow) and descending (i.e., the down arrow).
