Lesson 2

Searching
This lesson will cover the following topics:

» Default Recently Visited Search

» The Search Bar

» Quick, Basic, and Advanced Searching

» Saving a Search

» Search Results

» Custom Search Results Layouts

» Object Views and Subviews

» The Arena Back Button

» World Dropdown Menus

» Search Results Actions Menu

» Exporting and Printing

» Lab Exercise

© 2021 Arena Solutions | 989 East Hillsdale Blvd Suite 250, Foster City, CA 94404 | [email protected] | 650.513.3500 2-1
Searching

» Show the search bar with the button, hide the search bar with the button.

» Arena offers many ways to search for objects in the Workspace.

o Select a World to run a default search.

o Quick Search looks in many fields that contains your entry.

o Use the basic search bar to construct a search with one line of criterion.

o Create an Advanced search with multiple lines and groups of criteria.

o Run a saved search from your Dashboard or from one of the World drop-down menus.

o Select a Defined search from the basic search bar or the World drop-down menu.

2-2 © 2021 Arena Solutions | 989 East Hillsdale Blvd Suite 250, Foster City, CA 94404 | [email protected] | 650.513.3500
Default Recently Visited Search

» The “Recently Visited” search is the default for each World.

» Click on a World from the drop-down menu to find the last 20 objects you visited in that world.

» The last object that you recently visited will be at the top of the list.

» The “Recently Visited” search will be replaced if you run another search.

» To get back to the the “Recently Visited” search do one of the following:

o Select “Clear Search” from the Arena back button .

o Select “Recently Visited” from any World drop-down menu.

© 2021 Arena Solutions | 989 East Hillsdale Blvd Suite 250, Foster City, CA 94404 | [email protected] | 650.513.3500 2-3
The Quick Search

» You can do a World specific Quick Search on the title bar.

» Quick Search is an “Any” search that performs a Contains search across multiple attributes. See
more about the “Any” search on pages 2-7 and 2-8.

» In the Title bar hover your mouse over to the World dropdown menu to select the world on
which you want to perform a Quick Search.

NOTE: Quick Search is only available for users with a World Bar Display setting set to Compact View.
World Bar Display settings can be modified within Personal Settings in the User menu.

» After selecting the world, click on the empty Query box. The Quick Search will offer you the
following:

Use one of these offerings or enter text.

» Press space bar to launch a dropdown menu with two Operators:

» Enter the search text and your search results are displayed.

2-4 © 2021 Arena Solutions | 989 East Hillsdale Blvd Suite 250, Foster City, CA 94404 | [email protected] | 650.513.3500
The Basic Search
» Show the search bar with the button, hide the search bar with the button.

» The search bar remains available at the top of every page.

» Click on a World from the drop-down menu to change the type of object you’re searching for.

» You can also click the Search attribute on the search bar and select an object type.

» Use one of the Arena predefined searches available for each object type.

» Search by one of the core attributes or a custom attribute on the object type.

© 2021 Arena Solutions | 989 East Hillsdale Blvd Suite 250, Foster City, CA 94404 | [email protected] | 650.513.3500 2-5
All, Starts With, Contains
» Searches return a maximum of 5,000 rows.

» To find all objects leave the value blank and click Go – no wildcard needed.

This search finds all Items.

» To find objects starting with a value, enter the value and click Go – no wildcard needed.

This search finds Items with Numbers starting with 900.

» To find objects containing a value, use the wildcard * before the value.

This search finds Items with 900 anywhere in the Number.

» Use the wildcard * anywhere in the value to specify starts with and ends with.

This search finds Items starting with 900 and ending with 03.

2-6 © 2021 Arena Solutions | 989 East Hillsdale Blvd Suite 250, Foster City, CA 94404 | [email protected] | 650.513.3500
The “Any” Search
In both Basic and Advanced searches, you can choose to search multiple attributes at once with the Any
search. The Any attribute searches across the following attributes in the relevant world:

World Attribute

Category; Owner; Description; Item Number; Item Name; Creator; Creation Date; Effective Date;
Items
Custom Attributes

Requested Action; Request Number; Problem; Title; Category; Updated Date; Creator; Creation
Requests
Date; Submitted Date; Participant; Custom Attributes

Change Number; Title; Description; Category; Creator; Creation Date; Change Updated Date;
Changes
Change Approval Deadline; Change Effective Date; Change Submitted Date; Custom Attributes

Supplier Name; Supplier Identifier; Supplier Contact Name; Supplier Contact Email; Supplier
Suppliers
Creation Date

Supplier Supplier Name; Supplier Item Number; Supplier Item Name; Description; Creator; Creation Date;
Items Custom Attributes

Files Title; File Number; Category; Description; Author; File Updated Date; File Name; File Format

Project Name; Project Number; Project Status; Project Manager; Program; Creation Date; Start
Projects
Date; End Date

Quality Process Number; Quality Process Name; Description; Quality Status; Quality Process
Quality
Owner; Quality Process Type; Creator; Creation Date; Target Date; Completion Date; Custom

Training Plan Number; Training Plan Name; Training Plan Description; Training Plan Status;
Training
Training Plan Manager; Training Plan Creator

Number; Title; Assigned To; Priority; Found On; Fix Version; Reported By; Created On; Updated
Tickets
On; Description; Custom Attributes

Requirements Number; Title; Status; Assigned To; Priority; Description; Custom Attributes

© 2021 Arena Solutions | 989 East Hillsdale Blvd Suite 250, Foster City, CA 94404 | [email protected] | 650.513.3500 2-7
 » This special search honors the operators AND and OR in the Value field. Note that you must
include a space before and after the operator.

Operator Symbol Function Example

Results must match Search Items for All Items where Any is resistor & 10K -
AND & both terms in a single returns all Items in which "any" single attribute includes the
attribute string "resistor" and the string "10K".

Results can match Search Changes for All In Process Changes where Any is 900
OR | either term in any | GPS - returns all Changes where "any" attribute contains
attribute the string "900" or the string "GPS".

2-8 © 2021 Arena Solutions | 989 East Hillsdale Blvd Suite 250, Foster City, CA 94404 | [email protected] | 650.513.3500
The Advanced Search
» A more complex search with multiple lines and groups of criteria.

» Click the ADVANCED link at the end of the basic search bar.

» Select an attribute, select an operator, and enter a value.

» To add or remove lines of criteria, click the Plus and Minus icons at the end of each row.

o When there are two or more lines, select the logic AND or OR.

» To add another group of criteria, select New Group and choose the logic AND, OR, or NOT.
Note: Groups are processed in the order they appear.

» To run the search, click Go.

» To collapse the advanced search click the button.

© 2021 Arena Solutions | 989 East Hillsdale Blvd Suite 250, Foster City, CA 94404 | [email protected] | 650.513.3500 2-9
Multi-select Searches

In advanced search, some attributes allow you to select multiple values, creating an OR logic. Multi-
select is available for the following attributes:

World Attribute

Items Lifecycle Phase; Applied Requirement Name; Category; Modified View; Custom Attributes*

Requests Lifecycle Status; Request Code; Deferral Code; Resolution Code; Your Recommendation; Category;
Custom Attributes*
Changes Lifecycle Status; Category; Custom Attributes*

Suppliers Custom Attributes*

Supplier Applied Requirement Name; Custom Attributes*

Projects Project Status

Quality Quality Template; Custom Attributes*

Training Status

Tickets Status; Template; Priority; Found On; Fix Version; Custom Attributes*

* includes custom attributes of type Drop-Down Menu and Predefined Drop-Down Menu.

2-10 © 2021 Arena Solutions | 989 East Hillsdale Blvd Suite 250, Foster City, CA 94404 | [email protected] | 650.513.3500
Saving a Search
» From a Search Results window, use Save to Dashboard on the Actions menu.

» To save an advanced search to your Dashboard, use the Save button at the
bottom of the advanced search criteria.

» Enter a title and save.

» You can also save the search to a folder on your

» Check “Make Default” to have this search run every time

o If you make your search the default for a World you’ll override the Arena default
“Recently Visited” search for that World.

o Your search will remain the default for this World until you either delete the saved
search, select “Recently Visited” for the World drop-down menu, or choose “Clear
Search” from the Arena Back button.

© 2021 Arena Solutions | 989 East Hillsdale Blvd Suite 250, Foster City, CA 94404 | [email protected] | 650.513.3500 2-11
Search Results

» The search results table shows columns of information for the objects found.

» The information displayed varies according to the type of object you’ve search for.

» The number of objects found is at the top-left corner of the page.

» Paging controls are available at the lower-right corner of the page.

» Show All is available on the SHOW drop-down menu when the search results lists more objects
than you have chosen to view.

» To sort, click on a column heading.

2-12 © 2021 Arena Solutions | 989 East Hillsdale Blvd Suite 250, Foster City, CA 94404 | [email protected] | 650.513.3500
Custom Search Results Layouts

» Each Arena World has a default search results layout that cannot be modified.

» You can create your own custom layouts using core and custom attributes defined in your
system.

» A custom layout gives you a simple report form that you can print and download to Microsoft
Excel.

» Hover on the layout drop-down and select Create New.

» Enter a layout name and select the attributes, sort attribute, and sort order.

» Number and Name are required attributes and must be included in all layouts.

» You can modify your layout name and delete your layouts at any time.

» And you can always get back to the original Arena Layout.

© 2021 Arena Solutions | 989 East Hillsdale Blvd Suite 250, Foster City, CA 94404 | [email protected] | 650.513.3500 2-13
Search Results Quick Link Buttons

» There are many places in Arena that you’ll see buttons which when hovered over will give you a
quick view of additional information.

» Each of these quick views will have an option for you to “Go to . . .” the object and see a
particular view.

2-14 © 2021 Arena Solutions | 989 East Hillsdale Blvd Suite 250, Foster City, CA 94404 | [email protected] | 650.513.3500
“Checked” Object Buttons

Each line of the search results has a check box in the first column.

You can check one, many, or all of the lines and perform certain functions on them using the buttons at
the bottom of the window.

Items:

Requests and Suppliers:

Changes:

Supplier Items:

Files:

© 2021 Arena Solutions | 989 East Hillsdale Blvd Suite 250, Foster City, CA 94404 | [email protected] | 650.513.3500 2-15
Kept Items

» Items on the search results list can be kept for later use at the bottom of the page.

» Check the lines and click Keep.

» You can continue searching for other Items and the kept items will remain at the bottom of
the search results.

» Kept items can be:

o Bulk edited to modify Spec view attributes (modifies Work Rev)

» Remove any of the kept items at any time.

» The Kept Items table is removed after you logout of Arena.

2-16 © 2021 Arena Solutions | 989 East Hillsdale Blvd Suite 250, Foster City, CA 94404 | [email protected] | 650.513.3500
Worlds, Views, and Subviews

» From the search results page click the Number link to see all of an object’s information.

» After opening an object you’ll see the object’s Views and Subviews.

» The object will open to its first view; Specs view for Items, Summary view for Requests and
Changes, Profile view for Suppliers, etc.

» The Views and Subviews of an object will be different depending on the World selected.

» There are many views on an object which hold much information. We’ll cover all of these views
in each chapter of this training manual.

© 2021 Arena Solutions | 989 East Hillsdale Blvd Suite 250, Foster City, CA 94404 | [email protected] | 650.513.3500 2-17
The Arena Back Button

» The Arena Back button is at the end of the basic search bar.

» Hover on the Arena Back button (instead of the browser back button) to get quick access to the
following:

» The last object you looked at – in this example, the last Change.

» The last search results.

» Up to five of the most recently visited objects in each world. In this

2-18 © 2021 Arena Solutions | 989 East Hillsdale Blvd Suite 250, Foster City, CA 94404 | [email protected] | 650.513.3500
Search Results Actions Menu
The Actions menu in the upper-right corner has the following
functions:

» Quickly Download the search results to Microsoft Excel.

» Open the search results in a separate browser window.

» Save the search to your dashboard.

» Email a link to the results to other Arena users.

» For search results for Items you can also:

o Export Kept Items to CSV, XLS, or PDX format

o Export Found Items to CSV, XLS, or PDX format

» Print the search results (and then save to CSV format).

© 2021 Arena Solutions | 989 East Hillsdale Blvd Suite 250, Foster City, CA 94404 | [email protected] | 650.513.3500 2-19