Sharing Saved Searches in SolMan 7.1
This short blog is just a quick tip regarding the share of saved searches in the ITSM Web Client of Solution Manager 7.1. This functionality has been very appreciated by my customers.
When you create your own saved searches, they are available only in the current Business Role (Business Role dependent) and are private, cannot be seen by other users, even if the users use the same Business Role.
If you need or want, you can share your saved searches, favorites, favorite reports and tags with specific users or with all users who use the Business Role.
There are two different ways for sharing saved searches, it depends on which SP of Solution Manager 7.1 you have (software components involved: WEBCUIF, CRMUIF).
From SP5 onwards:
Execute SM_CRM and click the link Share in the right side:
Select Saved Searches. You can also share other items such as Favorites:
Click Search to find the saved search you want to share. Then select the line and click Choose:
The selected saved search will be shown in the Shared Items list.
To share it with a user, click Add in the Shared with Box. You can share with all users if you select Business Role instead of User.
To select a user to share with, search for the user and choose it:
If you want to make a comment to the user who will see this search, use the Message Box and click Search:
Now the shared item will be shown in the Box: “My Sharebox” below “Sent”:
The searches shared with you by others will be shown in the “Inbox” part. This is where the user will see your saved search that you shared with him/her.
The yellow icon represents the comment added when the search was shared. The picture below shows the Central Sharing Tool of the user with whom I shared the saved search “urgent changes imported”:
Please check SAP Note 1372708. You can share saved searches with all users of a Business Role.
You will need to update two tables using SE16:
- CRMD_SHORTCUT (CRM Shortcuts)
- CRMD_SHORTCUT_T (Shortcuts text table)
In table CRMD_SHORTCUT, you will see that for entries corresponding to your saved searches, fields AUDIENCE TYPE has value “USER” and AUDIENCE KEY has your userid. Change these fields as below:
AUDIENCE TYPE = ROLE
AUDIENCE KEY = <name of the business role>
Go to table CRMD_SHORTCUT_T and enter a translation for your saved search. As mentioned in the note: “Translations of the saved search title can be done in table CRMD_SHORTCUT_T. Since searches with an empty description are filtered out automatically, do not forget to provide it preferably both in CRMD_SHORTCUT and CRMD_SHORTCUT_T”
Now your saved search will be available in the “My Saved Search” area for all users who use this Business Role.