Please rate how useful you found this document: 
Average: 4 (1 vote)


To access the Search section, the user must have the PM_CASES and PM_ALLCASES permissions assigned to their role.

Advanced Search

The Advanced Search submenu is available for users with the PM_ALLCASES permission in their role. This menu displays all the cases in the workspace and allows users to search for cases using the following criteria:

Warning: The statuses in the Status column display the case status, NOT the task status.

  1. Category: Select a process category. Only cases of processes of the process category selected will be listed.

    If you change the category, the process field will reset and it will only provide the processes within the respective category.

    Note: If you only select a category and not a process, the search will not show any result, it is necessary to select a process in order to display the cases.

  2. Process: Enter the name of a process. This field has an autocomplete feature, which lists all the processes matching cases.

    It will only display the processes that are involved in the category previously mentioned.

  3. Status: View cases with all statuses or filter the results by a specific status, such as Draft, To Do, Completed and Canceled.

  4. User: View the cases assigned to a specific user. This field displays a suggestion field with an autocomplete feature. All coincidences displays as the text is entered.

    A search can be done with one or more search criteria at the same time.

  5. Search: Search a specific word in the case number, case title or task name columns by entering it into the search box, as shown in the image below:

    Enter the search term and click Search. For example, searching for a case number will result in the following:

    As of ProcessMaker 3.3.12, when the search is being performed, a progress indicator displays on the screen.

    If the search takes longer than 2 seconds, the following message displays:

    When the search displays an error or it does time out, the following messages display:

    • “An unexpected error occurred while searching for your results. Error Code {HTTP status Code}” and “please contact your administrator.”

    • “Your search timed out.”

    If an error occurs and it is not classified, the message error displays: “An unexpected error occurred while searching for your results. Please contact your administrator.”

  6. As of ProcessMaker 3.2.2, the Filter By field is available to define the column, such as Case Number, Case Title or Task, and where the search of the text entered in the Search field is performed.

    Note: As of ProcessMaker 3.4.0, the Case Title uses full-text search techniques to find case data in a workspace. For more information about full-text search, see the Search Restrictions section.

  7. Delegate Date From and To: Search for cases that were last routed (delegated) to the current task between specific dates.

    Click on to select a date. After selecting the dates, click on to display the results.

    Click on the X button next to the Delegate Date From and To fields to clear the dates selected.

In the following table, there is an explanation of what a user can expect when accessing the Advanced Search option in different scenarios:

# Case Status Case Flow Result
1 The case is open or active. Only one flow is active. The current case flow is displayed in the list.
2 More than one flow is active. Active case flows are displayed in the list.
3 Some flows are open and other flows are completed (at the end event). Active case flows are displayed in the list.
Complete case threads are NOT displayed in the list.
4 The case is completed. The case is completed with only one end event. The last task before the end event is displayed in the list.
5 The case is completed with more than one end event. Only the last task before one end event is displayed in the list.
6 The case is completed (special case) The last element before the end event of the case is an element that does NOT require user intervention. The element before the end event is displayed in the list. See the example below.

The special case (#6) includes a process like the one in the image below:

Once completed, the process above will be listed in the Advanced Search option with its last element. In this case with an intermediate email event.

Save Filter

As of ProcessMaker 3.4.0, regular cases and cases summaries opened from the Advanced Search have the option to go back to the Advanced Search with the filter previously used, otherwise it returns to the Advanced Search without filters. The customized filter is saved per user.

Search Restrictions

Available Version: As of ProcessMaker 3.4.0.

If you select Case Title in the Filter By field, ProcessMaker checks that reserved words are not used in the search since these words may cause conflicts with the database. Enter at least one complete word of the case title that contains at least three characters into the Search field.

  • The default InnoDB stopword list to get a sensible result, instead of ignoring these words:
    a            about        an           are           as
    at           be           by           com           de
    en           for          from         how           i
    in           is           it           la            of
    on           or           that         the           this
    to           was          what         when          where
    who          will         with         und           the
  • If the ProcessMaker server is configured to use the ucs2, utf16, utf16le, or utf32 collations that belongs to latin1, the default stopwords for MyISAM search indexes are:
    a's           able          about         above         according
    accordingly   across        actually      after         afterwards
    again         against       ain't         all           allow
    allows        almost        alone         along         already
    also          although      always        am            among
    amongst       an            and           another       any
    anybody       anyhow        anyone        anything      anyway
    anyways       anywhere      apart         appear        appreciate
    appropriate   are           aren't        around        as
    aside         ask           asking        associated    at
    available     away          awfully       be            became
    because       become        becomes       becoming      been
    before        beforehand    behind        being         believe
    below         beside        besides       best          better
    between       beyond        both          brief         but
    by            c'mon         c's           came          can
    can't         cannot        cant          cause         causes
    certain       certainly     changes       clearly       co
    com           come          comes         concerning    consequently
    consider      considering   contain       containing    contains

To see the complete list of reserved words and for more information, see Full-Text Stopwords.