How to Create a Cross-Project Search and Make It your Default View

During The course of your daily work you need to be able to see all the tickets that are assigned to your team and tickets that are assigned to you regardless of the project in which they reside. Footprints has taken that need into consideration. The following document shows you the steps you can use to set up such a view so when you log into Footprints you will see these tickets as your default.

The first thing that you need to know is how to tell what projects you are a member of at a glance. (Figure-1) shows you what you see when you first log into Footprints. In the upper right hand corner of the screen you will notice that it shows you what "Project" you are in. In this example my default project when I log in is "Customer Support".


Footprints Screen



To see all of the projects that you are a member of, click on the [down arrow] located to the right of the Project field. The field will drop down to reveal those projects. See (Figure-2) .

Footprints Screen



At this time it would be to your advantage to write down the list of projects you are a member of. You will use this list to set up your view in each project towards the end of this tutorial.

Creating and Saving a "Cross-Project Search"

Now that you know what projects you belong to in Footprints, Lets create a Cross-Project search and save it as a personal search.

Step 1

On the left side of your screen you will see a menu going down the side of the page. Look down the items and click on the "Search" item. When you do, you will see three search types drop down under the Search item you just clicked on. Click on the [Cross Project] choice. See ( Figure-3) .


Footprints Screen



Step 2

The next screen you see is the "Included Projects" page. See (Figure-4) . Here you see a list of all projects you are a member of. The last item in the list is called "All of The Above" and is high-lighted by default. All you need to do is click on the [GO] button and all of your projects will be included in the search.


Footprints Screen



Step 3

At the next screen, we will want to set the rules for the actual search. There are three sections to this search screen. The first section is called "Included Projects" and it lists the projects that you chose in the previous step. It also has a section which allows you to decide what columns you will want to have displayed on your screen. See (Figure-5) . You will notice three radio button items on the left side of the screen. These represent the three parts of a FootPrints Ticket. The first one called " Footprints Fields ", give choices related to internal Footprints items such as assignees, brief descriptions, along with many more choices. The second one is called " Ticket Information " and it consists of all the fields that we created in the project such as Customer/div, Problem Type and other created fields. The third one is called " Contact Information " and it consists of Fields found in the project address book like First Name, Last Name, Address and other address book items. You can pick them by highlighting them in the left list box and moving them to the right list box and then you can move them up and down within the right box until you have them in the order you will want them displayed on your home page. " Be careful not to add too many of them or they will not fit well in your homepage ".

Footprints Screen



The second section of this page is called "Search Criteria" . See (Figure-6). This is where you will set up the criteria for which tickets will be displayed on your home screen. Before you do that you need to know what you want to see. For this example I will want to see all of "My" team tickets plus any tickets that may be assigned to me as an individual, in all projects, all on one screen. To accomplish this, I will go down the list called " Assigned To " and scroll down to " FootPrints Support " and highlight it. I then will scroll further down until I see my name " John Doe " and holding the [Ctrl] key down highlight it as well. Holding the [Ctrl] key down allows you to make multiple choices in a listing without undoing those you chose previously. Next I will make sure that the " Status " field has all "ACTIVE" choices highlighted. They are highlighted by default. Just a short way down from there you will see a item called " Ticket types to include" . I want to include any and all active tickets that I am assigned to so we should check the box that says " Select all ticket types". That is all you want to do in this section of the page.

Footprints Screen



The last thing that we need to do to complete this search is to save it and see if the search gives you the desired results. (Figure-7) shows the final steps and is done in the section called " Perform Search " located at the bottom of the search setup page. See (Figure-7) . You will need to give it a name. In this example I named it "My Cross Project Tickets". You then need to indicate how to save it. We highly suggest that you save it as a " Private " search. If you don't others can edit it and make changes to it causing you to have a real bad time getting it set up again and again. If you save it as a private search, you have full control of how it is used and any changes made to it.

Footprints Screen




Making Your new search "Your Default" search in all projects

Now that you have created and saved your Cross Project search, you can set it up to be your default view in all those projects you are a member of. Remember at the beginning when we suggested that you write down all your project names? This is where you will make good use of it. We will be going to each of them, one at a time. It actually doesn't take much time once you get used to it. Follow the following instructions for "each" of your projects. It doesn't matter which one you start with.

Step 1

On the left side of your home page in the menu list, you will see a choice called " My Preferences ". See (Figure-8) . Click on this menu item to open your Preference page.

Footprints Screen



From the "My Preference" screen, see (Figure-9) , scroll down the page just a short way to the section titled " Home Page List Preferences" . In this section locate the field titled " Default List ". Scroll down the list until you come to the Search that you just created. Remember it will have a (Cross Project)(Personal) identifier on the right side of the actual listing item. Once you have found it just click on it to place it as the item in the Default list field. Now just simply scroll down the rest of the page and enter your User Password and click on the [GO] button. (Remember, you will need to do this from within all of your projects!)


Footprints Screen

(Figure 9)


Once the page updates itself you will see your default screen as shown in (Figure-10) . You will see your Saved search in the "Display" field and you will see your tickets separated by Project. It is very important to repeat this step in all of your projects so that no matter what ticket you click on when you go back to your default page, you will see all the tickets. At this point it will not matter which project you are actually in as far as working on your tickets.


Footprints Screen



In closing we highly suggest that you update your search whenever you are added to additional projects and that you configure your Cross-Project search to be the default search in those projects as you get assigned to them.

You can also go into your "Saved" searches and add your new projects into the mix at any time. See (Figure-11) .


Footprints Screen