Searching is used to find information stored in Severa 3. The system has two search options: quick and advanced. Quick search can be used for occasional searches. Advanced searches can be used for reoccurring searches. You can customize and save the searches for later use.

Quick search is located on the top menu. It consists of a drop-down menu and text field (see figure below). You can use quick search with or without keywords, and use whole or truncated words. Note that you cannot search for users and the system does not recognize wildcard characters (*) or Boolean operators (AND, OR).

Figure: Quick search drop-down menu and text field

To search without keywords:

1. Select the target of the search from the quick search drop-down menu.
2. Press Enter or click the icon.

To search with a keyword:

1. Select the target of the search from the quick search drop-down menu (e.g. Contacts).
2. Enter your search term in the text field (e.g. smith, smi or john smith).
3. Press Enter or click the icon.

Quick search results are displayed on a separate page (see figure below).

Figure: Example quick search results

Severa 3 is delivered with several useful default searches. The default searches are located under the top menu icons Contacts, Cases and Invoices. These searches are explained in the tables below.

Default searches under contacts
Search name	Search result	Sorting order
All accounts	All accounts in the system, including invoicing and other information.	Alphabetical
All contacts	All contacts for all accounts.	Alphabetical (based on the last name of the contact)
Top customers	Five accounts with the best margin, including invoicing, total cost and other information.	Margin percentage
Neglected contacts	All unhappy contacts (contacts with the icon).	Alphabetical (based on the last name of the contact)

The default searches can be modified just like any other searches in the system. (For more information, see Managing advanced searches below.) Note that all search options and search results depend on your access rights.

Advanced searches are highly customizable. You can specify a number of filtering criteria for the search and decide which fields are displayed on the search result page (see figure below). You can then save the search. All saved advanced searches are added under the applicable top menu icon.

Figure: Advanced search page

To create an advanced search:

1. Click Advanced search on the top menu.
2. Select the main target of your search from the Search bar. Note that any searches made under Items or Work time are added under the cases icon.
3. Click Add new filter to limit your search to specific items. You can add more than one filter.
4. Select the columns for the search result page.
   • To add columns, drag them from Available columns to Selected Columns under Search result columns.
   • To remove columns, drag them from Selected columns to Available columns.
   • To change the order of the columns, drag them to the desired location in Selected columns.
5. Click Search.
6. Choose the sorting order of the search result by clicking the title of the column you want to define the order.
7. Click Save as.
8. Enter a descriptive name for the search on the Save search dialog window and click Save. Once you navigate away from the page, you can view the new search under the applicable top menu icon.

You can edit, rename and remove saved searches below the top menu icon. Deleted searches cannot be reactivated or retrieved. If a deleted search is needed at a later date, you will need to recreate the search.

To edit saved searches:

1. Open the applicable search from the top menu.
2. Click Edit.
3. Edit the fields as necessary. You can add and remove filters, as well as change the displayed columns and their order.
4. Click Search.
5. On the search result page, click Save as.
6. On the Save search window, do one of the following:
   • Overwrite the existing search by leaving the existing name in the New Name field and clicking Save.
   • Create a new search by entering a new name for the search. If you choose this option, the old search remains unchanged in the system.

To rename or delete saved searches:

1. Point to the applicable top menu icon and click Modify list.
2. Make the necessary changes on the Manage saved searches page (see figure below).
   • To rename a saved search, click the icon on the applicable row, enter a new name and click Save.
   • To delete a saved search, click the icon on the applicable row and click OK on the confirmation dialog window.

Figure: Manage saved searches page

Below is an example of creating a search based on a keyword. The search lists all cases from all customers with the keyword Training. The information displayed shows the customer, start dates, end dates and the status of all training cases.

To create a search for uninvoiced cases:

1. Click Advanced search on the top menu.
2. Select Cases from the Search bar.
3. Select Keywords from the Add new filter drop-down menu.
4. Select Training from the Keywords drop-down menu.
5. Drag the following columns from Available columns to Selected columns: Keywords, Start, Deadline and Case status.
6. Drag the Customer column to the top in Selected columns.
7. Click Search.
8. Click the Customer column title to change the sorting order.
9. Click Save as.
10. In the Save search dialog window, enter a descriptive name for the search (e.g. Training cases).
11. Click Save.

Overview is a dashboard report which shows information about cases. You can add Overview to your dashboard by editing the dashboard and adding Overview under Reports.

Overview consists of several different items. They can be divided into two parts: one on the the left and one on the right.

On the left there are several bars with different colors. The red bars inform about the sales process. For every sales status there is a summary of the amount of cases which all have the same status, name and total value of the status. If there are no cases for a status the amounts are zero.

Information with blue color bars are about cases in progress, both customer and internal. It shows the amount of cases in both of them.

The two items with green color bars tell about invoices. The first shows the number of draft invoices and the total value of the invoices. The second shows invoices that have been sent but haven’t yet been marked as paid. The second one also tells the amount of invoices and the value of them.

The width of the bars are calculated so that the bar which has the biggest amount as the first number is considered to be 100 % and that bar is full. All the other bars are calculated based on the 100 % bar and the number they have as the amount. This is done because this way it is easy to compare the bars with each other. On the right there is information about the current month. The first piece of information is “This month Sales” which calculates together all sales made in the current month. It also compares current month to previous and shows the result as percent value.

Below sales are the current months billing information. There is also the same kind of percent comparison as in “This month Sales”. The third information on the right is “This month hours” which calculates together all the hours worked in the current month and shows the amount and a comparison to last month as a percentage.

On the right there is also “Order book” which gathers all the expected incomes and substracts the amount of all the billables from that. The outcome of this calculation is the amount in the Order book.

Ready to be billed gathers the value of everything that is ready to be billed.

On the right all the amounts are also links to different kinds of advanced searches and pages. Behind these links there is more information about the subject. For example clicking the link in Ready to be billed shows the new invoice page which allows the user to create invoices from the billable items.