MANUAL

HOW TO MAKE SEARCHES

HOW TO SAVE SEARCHES

Synergi Support Group, 2021

 Synergi-Life start up screen
▪ Follow the link to enter the database http://synergi/synergi Recommeded Browser
▪ You will be automatically directed to Start up screen (no login or password required) Google Chrome

Click to go back to 2
Start up screen 1 3
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Functionality available from the start up page:

1. Accessing KPO Dashboards 4. Search screen

2. Generating new reports / opening ‘Saved reports’ 5. Search for a certain case by entering case number:
3. User profile /My Downloads Enter case number and Click on ‘Open case’
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 Search screen
The analysing and search screen is
opened from the magnifier, go to
search or New report in the menu.

4 5 The search screen consists of:

1 6 1. Search field -search for text or number;
2. Filters - select any search parameters to
limit the search result;
2 3. Search results;
4. Sort order - how the cases should be
3 sorted;
5. View as - determine in what kind of
report/view the output should be
presented;
6. Menu:
▪ Save new report;
▪ Print displayed results (save in pdf).
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 Search screen – setting up search - filters
The purpose of the Filters is to limit which cases that should be included in the
search result.

The Filters section contains:

▪ predefined filters;
▪ a default list of filters;
▪ a possibility to Add more fields to filter.
Note:
Prior starting new search,
Click on ‘Clear filters’
The default list in Filters contains
some of the most commonly used
search fields

If you do not see the filter you wish to use,

click on ‘Add more fields to filter’
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 Search screen – setting up search - filters
Predefined filters

Predefined filters are defined to simplify the process

of performing more complex searches. Predefined filters can be
either included into the
search or excluded

The most commonly used predefined filters:

▪ Action in process – search for all open actions;
▪ Action with expired deadline – search for all
open actions with expired action deadline.

Tick a certain box and then

Click on ‘Done’ button to
apply filter
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 Search screen – setting up search - filters
Add more fields to filter

It is possible to limit the search result, by searching for any (visible) field, from any case type.

‘Fields in Synergi Life’ list

displays the complete list of all
Click on ‘Add more the searchable fields.
fields to filter’ to
search for any Fields ▪ The list is presented in a
in Synergi Life logical structure reflecting the
different case registration
sections.

▪ The search parameters can be

selected on several levels.

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 Search screen – setting up search - filters
Click on ‘Add more fields to filter’

It is possible to search for the name of the field or to find the field by navigating in the folders.

Type the name of a

certain field in the
Search field

Click on ‘Done’
button to include
Tick a box filter
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 Search screen – setting up search - filters
Click on ‘Add more fields to filter’

It is possible to search for the name of the field or to find the field by navigating in the folders.

Click on the pointer to

expand the folder
2 Find a certain field in
the list and Tick a box
Click on ‘Done’
button to add
filter
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Find filter in the listing grid and expand

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to select/add certain parameter 3
 Search screen – setting up search - filters
Filter – Exclude/ Include

When adding a new Filter in the search, we want to include only cases fulfilling this condition.

It is also possible to use a Filter to exclude these cases

1 Select certain search parameter

2 Click on menu icon

Exclude value (s) – include all cases except for the cases with
selected value
Exclude sub-level value(s) – only include cases having exactly
the same value (sub-levels will not be shown)
Clear filter – remove selected value from search
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 Search screen – setting up search - filters
Filter – Search for empty fields Filter – Text fields

It is possible to search for For text fields: it is possible to

fields that are empty. search for exact text in a field or
parts of the text.
▪ For fields using an
option list: search for – Example: a case with the title
Not selected. ‘Two buses collision’.
▪ For text, date or Search for Contains word(s)
number fields: search ‘two buses’ will include the
for Not specified. case, but searching for Match
exact will not include the case.

Filter – Number fields

For number fields: it is possible to search for exact numbers and/or a range of numbers.
Example: Search for number 1,5,20-23 will search for numbers: 1, 5, 20, 21, 22, 23.

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 Search screen – reports types
Report types - the search result can be displayed in different types of views (based on built-in report patterns).

▪ Headlines – contains just a few fields from the case (case

no, case type, status, title.
▪ Key facts – contains the same fields as Headlines + case
date, location, unit in charge.
▪ Summary - contains more fields than Key facts.
▪ Key facts with connected cases – key facts + connected
cases.
▪ Action headlines – shows fields from the case and from the
action; type of the report to be used for actions searching.
▪ Selection – is flexible and has many possibilities
(grouping/filtering, different visualisation / layout types,
drilldown, downloading report as an Excel file).
▪ Frequency - to calculate frequencies (drilldown).

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 Search screen – reports
All types of the reports (search results) could be saved in pdf format.
Selection / Frequency reports allow to download reports in Excel.
Open the
search screen
1
and specify
search filters

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2 Specify the Click on Open ‘My downloads’
under user profile
type of view

Click on the file to upload the report

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 Search screen - visualization
For Selection and Frequency reports you can choose how you want the search results to be visualised.

Click on the
“Visualisation” tab
on the left side to
expand
visualisation
options

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 Search screen - visualization
The visualisation screen consists of:
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1. Type of data to be included and how 5
to quantify it;
2. Selection criteria - select fields (one 6
by one) to build up report (you can
click on the field to include the field 2
or you can drag-and-drop);
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3. Standard fields to group by;
4. Adding additional fields to group by;
5. Report layout types; 3
6. Settings for how to view a Selection
report – show or hide columns;
7. Search results.

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 Search screen - visualization
If you have several fields you want to Once you have added the field, you can select how you want
visualise, you can sort the fields by the data to be illustrated.
clicking the icon in the upper corner
of any selected field. Fields to group by Aggregate value vs Actual value

For hierarchical fields it is

possible to either group by
Actual value or Aggregate value.

▪ The Actual value show how

many cases that are
registered for each category
(location/unit/type/cause).
▪ The Aggregate value - adjust
to filter will show the cases
one level below the search
in the filters.
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 Search screen – visualization – layout types
The layout type is how to present the data in different types of tables or
graphs. There are several layout types available for Selection report.

Table Column chart Bar chart Pie chart

Titles Line chart Heatmap Matrix

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 Search screen – visualization
Settings for the Selection report

1. Field labels – Hide/show the names of

the fields;
2. Quantities – Hide/show the number in 1
each row;
3. Groups – Show one row per combination
in the result, or group the last column in 2
the table;
4. Total – Hide/show the sum of all rows;
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5. Suppress repeating rows – Hide the
description of an item in the table if it is
equal to the item just above, or show all
names of all items the table.

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 Saved searches
It is possible to make a report and then save it as a personal search (Saved searches - favourite report).

Open the 2
search screen
and specify First, click on and
search filters then click on
and the type of ‘Save new report’
view to save the current
search

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 Saved searches – saving new report
1. Report title – enter the title;
2. Folder – move report to you
personal folder or create a new
one; 1 2 3
3. Report owner* - the current user
will by default be the owner of the
search/report;
4. User group - report can be shared
with specific user group(s);
5. Users - report can be shared with
4 5 6
specific users; 7
6. Link to report – URL could be
copied to clipboard and shared;
7. Saving report.

* If you are creating a report for another user, you can set this user as the report owner

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 Saved searches – organizing
The owner of a search will get the saved search in the ‘Saved reports’ under ‘Reports’ on the start-up page.

Saved searches menu options

▪ Remove report – the user can delete ones

own reports;
▪ Move report – the user can only move
ones own reports between folders;

▪ Edit report –
do any changes
to the existing
(own) reports;
▪ Copy URL to
clipboard.

▪ The ‘light’ items - are saved reports, the ‘dark’ items – are folders.
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 Making searches advice – selecting filters
! Selection of the proper filter guarantees accuracy of data output

HSE Event Man-hours / KM driven HSE Cards

When searching for Incidents/ When searching for Man-hours/ When searching for HSE Cards
Near Miss data always exclude Kms driven data, select data, select ‘Date carried out’
‘Non Work related’ filter ‘Period for periodical values’ and ‘Action-Registered’ filters to
from the search filter to indicate a period indicate a period
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 General Statistics searches
▪ Most frequently used searches templates are available on the start-up
page. They were specifically developed to simplify data search and ensure
correct results.
Reports – Saved reports – General stats searches.

Remember
▪ The database is sensitive and requires careful handling at all times.
▪ Please do not use the application for testing and cancel all not required changes.

Contact us
▪ If you have any questions concerning to searches or encounter errors/problems contact
SYNERGI SUPPORT on [email protected]

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