Keyword Search is a special feature available in the system for searching and accessing the user information. Once an invitation is created, user data can be accessed anytime through this tool. The category and keyword search options make it easy to filter data, enabling quick access to specific user information.

Who can access Keyword Search?

All Administrative and Business Users can access Keyword Search.

Why is Keyword Search needed?

As you get used to the tool, you will find it useful in many ways. The functionality of Consoles, My Tasks and Reports can be accessed from here without navigating to them individually. These options appear in the search category, allowing you to select what you want to view and enter keywords to refine the results. The search results are not just read only text rows but each of them contain a hyperlink and an ellipsis ("...") icon for navigating to additional details, accessing pending tasks, or performing actions. Additionally, facets on this page enable filtering and data drilling to locate specific records.

How do you access Keyword Search?

Click on the Keyword Search icon that is available in the header part of the page.

The search page opens as given below.

The options available in the search category vary based on the user's role type. To begin, click the dropdown and select a category to refine your search results.

Enter the keyword you wish to search. In this example, we’ve entered an Email ID as the keyword to search within the Directory category. Click "Search" to view the results.

To refine your search further and access additional keyword options, click the "More Options" link.

This presents multiple search fields where you can enter text or phrases to perform a more refined search.

When you click on "Show Operators" link, the operators equal to "=" and not equal to " Not=" will be added to some of the fields search. 

To go back to the previous mode, click on "Fewer Options/Hide Operators" links.

What are the contents of search results page?

The search results page includes the search result data displayed as rows on the right side of the page and category divided into facets on the left. For any category search, the results presented on the page will be maximum 50 rows.

The facets displayed on the search results page differ based on the category selected in the search.

Few examples are provided below:

Select any category/value under any facet to see the data specific to that category. Multiple categories can also be selected within or across the facets to get the desired rows in the search results.

The selected categories and the number of rows of the search results are displayed on top of the search results page. If you want to remove the rows of the selected categories from the search results, simply click on their buttons in the search results page.

In the below example, you can see there are 45 rows displayed in the search results when "In Progress" value is selected in the facet "Process Status". 

When multiple categories are selected within the facet:

When multiple categories are selected within the facet, the search results display the rows of all the records of the selected criteria.

Example 1: Let us consider the above example and add another criteria "Force Completed" to the existing selection under the "Process Status" facet. This will return rows for both categories "In Progress" and "Force Completed" in the search results. 

Example 2: When another category is added to the above example, the rows returned in the search results will match all the criteria.

When multiple criteria is selected across different facets:

In this case, the search result will display the rows matching all the selected criteria. This is explained in detail in the following example.

Example: Consider displaying "In Progress" invitation rows with Job Code = "Accounting Clerk 1" and Process State = "I-9s submitted to HR". To drill down the data and get the desired rows in the search results, select proper search filters under facets. 

 Click on "Process Status" facet and select "In Progress" value. In this case, there are 45 invitation rows with "In Progress" status.

To the above search results, add criteria to filter the rows with Job Code =  "Accounting Clerk 1". The result shows only two rows for the selected criteria.

Now add another filter to the above search results to get the rows with Process State = "I-9s submitted to HR". This will narrow down the search to the selected categories.

How the data export is facilitated in Keyword Search?

The system administrators within the organization are responsible for configuring the roles that possess the capability to export data. Following this setup, if the logged-in user's role is configured for data export, the "Export to Excel" button will be enabled within the search results for the Keyword Search categories they have access to, allowing them to download the data in Excel format.

Note: For users with multiple roles, the export button will only be visible if the user is logged in with the configured role as his/her current role. It will not appear when the user switch the role.  

By clicking on this button, the user can download the search results displayed in the Keyword Search as an Excel file to your local computer. 

Below is a sample of the downloaded Excel file. Please note that only the top 50 results will be displayed in the Keyword Search, and therefore the downloaded Excel file is limited to a maximum of 50 rows. 

In this example, the search results are from the "Invitations" category. All the standard attribute information displayed on the page (such as Company, Business Unit, Department, Location, Job Code) appear as columns in the downloaded file. The information presented in the downloaded file's columns will correspond to the category-related information shown in the search results. The keyword used for searching can be noticed on the top row.

Note that the results obtained using the "All" category in Keyword Search will not be available for download. Though the "Export to Excel" button appear in the search results (only if the current logged in user's role is configured for data export), clicking on it will display the following message.

If no results are found for the keyword search, clicking on the "Export to Excel" button will display the following error message.

For additional information on the data export functionality in the Keyword Search categories -  Invitations, I-9 Status, I-9 Compliance, E-Verify Console, My Tasks, Employee I-9 Life Cycle, Contact Search, Directory, and Manage Accounts, please visit their respective pages.

How do you access Keyword Search help?

Each category has different set of keywords to enter, to see the desired search result. 

If you know the search keyword, select the appropriate category, enter the text in "Keywords" field and click "Search" to view the user data. 

If you are not sure about the keywords to enter, click on the help icon provided on the right corner of the search for instructions. 

The Help page opens as given below with keywords for various search categories. The page also displays link for navigating to "Wildcard Usage" search instructions.

Keywords:

The search categories are displayed as links. Click on any one of these links to see the keyword instructions for that category.

This presents keyword instructions for the selected category.

What search categories the users have in Keyword Search?

The search categories available to users in Keyword Search differ based on their role type. The following table shows Keyword Search Categories for different users.