Portal: Search: Advanced View: Overview

Search results can be displayed using the Advanced View mode.
This mode give you access to extended features that provide a high level of report customization, and allows you to view targeted information by filtering and organizing the information according to your needs.

You can access it either by clicking the Advanced View checkbox on the Search screen, or by clicking the Advanced View button located at the top right of the Search results screen.


All of the records found are retrieved from the server to provide fast data manipulation.

Advanced View has several dynamic features:

  • Group by column
  • Sort by column
  • Edit columns
  • Hide columns
  • Pin columns
  • Insert footer information (e.g. Sum, Avg, Count)
  • Add custom columns with JavaScript functions to display or compute values
  • Export search results (e.g. Excel, CSV, HTML)
  • Save as view
  • Quick approval
  • Charts


You can change the maximum number of records that can be displayed in the grid. To do this, edit the Maximum number of records displayed in lists value on the Portal tab in the Administration Module Configuration Panel. If this value is exceeded, the user will have to refine their search.

You can allow or restrict the custom column usage based on user roles using the Enable custom column editing for process managers and supervisors and Enable custom column editing for standard users options in on the Portal tab.

Group by column

You can quickly create aggregates via the Group by feature by dragging and dropping a column header onto the blue toolbar directly above the columns, or by clicking the pencil icon located in the top right corner of the column header and selecting Group by this column from the drop-down menu. Multiple levels of grouping are supported.

For a column with numeric values, you can specify a range via a dialog box displayed when you group by that column.

For a column with date values, two levels of grouping are created by default: by year and by month.

You can sort a grouping by clicking on the column name in the toolbar. The number of records directly inside a group is displayed in parentheses.

Computed footer feature

You can add information in the footer of your column if your column contains numerical values (for example, list prices in dollars or another currency).

Note: If the column does not contain numerical values, footer functions are not available.

The column footer will turn blue when you hover over it, then click the footer to open the Edit footer window. From this window you can add various types of information, such as average, minimum and maximum values, etc.

For each one, you can specify:

  • a prefix (e.g. $),
  • a formula (e.g. Sum),
  • the number of decimals (e.g. 1)
  • a suffix (e.g. Net)

As of WorkflowGen 5.7.1, a footer will adopt the format specified by the column it represents, and you will be able to add your own prefix or suffix such as Total: or Count:. The footer’s decimals will also automatically adopt the column’s decimals by default, but you can also specify the number of decimals (from 0 to 5).

Custom columns

You can add custom columns to display computed values. This feature uses JavaScript to allow a high level of customization. See the following topics for information and examples:

Link feature

To display a saved view’s URL or HTML code that you can copy and embed in an external page, go to the User Portal Views screen, choose the view, and click Link. View security will still apply.


See the Advanced View section in the WorkflowGen User Portal Guide for more information.