The Search screen is used to search for incident records in the Incident Xpress database. There are several search criteria you can use to fine-tune an incident record search.
Figure: SEARCH screen
You can use any number of the following default search criteria:
- Incident number
- Date reported
- Date occurred
- Legal entity
In addition, search criteria can be combined to perform a layered search. The following examples demonstrate how to perform a simple search, and then how to do a layered search using two different search criteria.
Task: Perform an Incident Record Search
Select Search in the Main Menu to open the Search screen. Use the following steps to guide you:
1. The easiest search is one where you have the incident number, which should be all you need to find the record. To search by incident number, select the incident number radio button and enter the number in the "Incident Number" field, then select the [SEARCH] button.
2. For all other searches, select the desired search criteria in the SEARCH TYPE dialog box, enter the relevant details, and select the [ADD SEARCH CRITERIA] button. The added criteria will appear in the SEARCH CRITERIA dialog at the bottom of the screen.
Figure: SEARCH screen expanded
Task: Perform a Layered Incident Record Search
In this example, we'll perform an incident record search using two different criteria: a date range, and specified days of the week.
1. On the Search screen, select the "By date reported" Search Type. In the "DATE REPORTED" section, enter the date range January 1 2019 to December 31 2019 in the "Date from" and "Date to" fields. (Dates are formatted by Day/Month/Year.)
2. Select the [ADD SEARCH CRITERIA] button to add the date range to the search criteria.
3. In the "DATE REPORTED" section, select the "Day of week" option and then select the "Saturday" and "Sunday" checkboxes.
4. Select the [ADD SEARCH CRITERIA] button to add the date range to the search criteria.
5. Take a look at the "SEARCH CRITERIA" section. It should contain the date range and days of the week options as two separate search criteria, joined by either AND or OR. You can click on the word to switch between the two options.
6. If you search using AND, the search results will contain the incidents that were reported on a Saturday or Sunday during 2019. If you search using OR, the search results will contain every incident reported in 2019 as well as every incident in the database that was reported on a Saturday or Sunday.
This example shows the power and flexibility of the Search capability in Incident Xpress. You can layer multiple search criteria to perform highly refined searches of the incident record database.
Viewing Searched Incident Records
To view an incident report that appears in a search result, select the pencil icon for open incidents or the magnifying glass icon for closed incidents in the "Actions" column. The incident record will open in a new screen.
This screen is similar to the New Incident screen. You can browse through the incident record and perform actions using the links in the top-right corner.
- Select PRINT to print the incident report or to save it as a file to your PC.
- Select HISTORY to view a revision history for the incident report. Each revision can be examined by selecting the magnifying glass icon in the "Action" column. When a change has occurred, it will be highlighted in green.
Figure: INCIDENT REPORT HISTORY screen
- Select LOCK to lock the incident record. This action will block users from searching for or viewing the record unless they have the "Lock Incident" privilege assigned to their user account.
Figure: INCIDENT REPORT Lock/Unlock screen
- Select REOPEN to change the status of an incident record from closed to open. You need the proper user privileges to perform this function.
To close the view screen, select the close [X] button.
Search Result Options
There are a number of actions you can perform on the results of a search with the icons next to the RESULTS dialog title.
- To select the columns that appear in a search result, select the Columns icon.
- To export the search results to an Excel file, select the Excel icon.
There are two additional buttons available on the right side of the RESULTS dialog.
Select the [SAVE TO REPORTS] button to save the search results to the Reports screen.
Select the [SAVE TO DASHBOARD] button to save the search results to your Dashboard. This will make it easier to recall the search results (and rerun the search with a new date range, for example) at a later time.