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How to Use the Search Feature

xAssets Configuration Guide
Getting Started

How to Use the Search Feature

This page explains how to use the search feature in xAssets to quickly find assets, custodians, locations, contracts, and other records across the system.

The search box is located in the top-right area of the xAssets interface. It is available on every page when you are logged in.

To search:

  1. Click the Search box (or navigate to the search screen).
  2. Type your search text -- this can be an asset name, serial number, barcode, custodian name, location code, or any other identifying value.
  3. Press Enter or click the search button.
  4. The search results appear, grouped by category (e.g., Assets, Custodians, Locations, Contracts).

How Search Works

When you type in the search box, xAssets runs a set of pre-configured search queries that look for your text across multiple fields. Each search query is designed to match against the most relevant fields for its record type.

For example, an asset search query might match on:

  • Asset description
  • Serial number
  • Barcode
  • Asset tag
  • Hostname

The search screen shows results from multiple search queries at once, with links on the left side to switch between result categories.

The left side of the search screen shows a list of search categories (e.g., "Assets", "Custodians", "Software Licences"). Each category corresponds to a search query.

  1. Click a category name on the left to see results for that category.
  2. Click any result row to open the full record in the editor.
  3. Use the Back button or breadcrumb navigation to return to search results.

Tips for Effective Searching

  • Use partial matches. You do not need to type the full value -- partial text will match. For example, typing "Dell" will find all assets with "Dell" in the description.
  • Search by barcode or serial number. If you have a barcode scanner, scan the barcode directly into the search box to jump straight to the asset record.
  • Try different search terms. If your first search does not find the record, try alternative identifiers (serial number instead of asset name, or hostname instead of description).
  • Use the category links. If your search returns too many results, narrow down by clicking the specific category on the left side of the search screen.

Configuring Search (Administrators)

Administrators can customise the search feature by adding, removing, or modifying search queries and the search menu category.

Adding a New Search Query

  1. Create a query with the Type set to SEARCH.
  2. Add a filter condition that uses the parameter %SearchFor% to match against the columns you want to be searchable.
  3. Add a menu item in the Search Menu menu category that runs this query.

When the user types in the search box, the text is substituted for %SearchFor% in the query filter.

Removing a Search Category

To remove a search category that is not relevant to your organisation:

  1. Navigate to Admin > Menus.
  2. Find the menu item in the Search Menu category.
  3. Delete or disable the menu item.

Reordering Search Categories

The order of categories on the left side of the search screen is controlled by the sort order of menu items within the Search Menu category. Adjust the sort codes to change the display order.

See Search for the full configuration reference.