Elasticsearch is a special search feature added in the onboarding system to search and access user information. The user data can be accessed through this tool at any time after the invitation is created. The category and keyword search options of this tool makes it easy for the users to drill down the data and quickly find a specific user information. 

Who can access Elasticsearch?

All Administrative and Business Users can access Elasticsearch.

Why is Elasticsearch 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 are available in search category to select what you wish to see and enter the keyword to narrow down the search results. The search results are not just read only text rows but each of them contain a hyperlink and an image "..." to navigate to other pages to view additional details, access pending tasks or perform actions. In addition to that, facets are available on this page to filter the search results or drill down the data to find a specific record.

How do you access Elasticsearch?

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

The search page opens as given below.

Depending on the role type the options available in search Category differ. Click on the dropdown and select a category.

Enter keyword that you would like to search on. Here we have entered the Email ID as the keyword. Click Search.

If you want to be more specific and need wider keyword search options, click on "More Options" link.

This presents several search options to the user to enter text or phrase in any of the fields and perform 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.

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.

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

Few examples are provided below:

Click on 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 Process Status. This will return the rows of both the categories "In Progress" and "Force Completed" in the search results. 

Example 2: When one more category is added in the above example, the rows returned in the search results would be the records of all the categories. 

When multiple categories are selected across the facets:

When multiple categories are selected across the facets, the search results displayed will have the rows satisfying 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 categories in the facets. The step wise procedure is given below. 

 Click on "Process Status" facet and select "In Progress" category/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 display the search results that satisfies the criteria of all the selected categories.

How do you access Elasticsearch 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 help 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 Elasticsearch?

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