Use Document Search

Use Document Search to find your documents in ShopBlue.

Download the Instructions

Use Document Search

1. Click Search Documents

To find a certain document, you can use the Document Search in ShopBlue. Start first by clicking “Search Documents” in the Documents fly-out menu on your home page (Figure 1).

figure 1 of use document search.

Figure 1

2. Enter Search Terms

Select the type of documents you are searching for from the dropdown and select the range of dates, or choose a custom range of dates from the dropdown. Now, you can enter your search term (PO number, supplier name) (Figure 2).

Figure 2 of use document search.

Figure 2

3. Click PO No. to View

Click on the “PO No.” you wish to view (this example search was for Purchase Orders from Corr Distributors over the last 90 days) (see Figure 3). You can refine your search results by using any of the filters by clicking on the filter icon.

Figure 3 of use document search.

Figure 3

Use Advanced Search

The Advanced Search allows you to search by a particular user, supplier, specific date range, one or more chart fields, dollar amount, or commodity code. In the following example, we will, once again, start by going to “Search Documents” in the Documents fly-out (Figure 4).

Figure 4 of use document search.

Figure 4

Click “advanced search” (Figure 5).

Figure 5 of use document search.

Figure 5

Next, for the following example, we will search for all Purchase Orders prepared by Dalton Holler over the Last 60 days, then click Search at the bottom of the page (Figure 6).

Figure 6 of use document search.

Figure 6

Add the selected user you wish to search by (Figure 7).

Figure 7 of use document search.

Figure 7

Save Searches as Favorites

Continuing from the prior example, click the Save New Search button on your results screen (Figure 8).

Figure 8 of use document search.

Figure 8

Give your search a name and add a description (Figure 9). 

Note: If you do not have a folder in your Personal Favorites, you will need to create one by clicking Add New.

Figure 9 of use document search.

Figure 9

Create a Personal Folder for your saved searches (Figure 10).

Figure 10 of use document search.

Figure 10

Save the search to your Saved Searches (Figure 11).

Figure 11 of use document search.

Figure 11

Retrieve a Saved Search

Click “Search Documents” from the Documents fly-out menu (Figure 12). 

Figure 12 of use document search.

Figure 12

From the breadcrumb trail, click the “Search Documents” dropdown, and select “View Saved Searches” (Figure 13).

Figure 13 of use document search.

Figure 13

Click on your saved folder in “Personal” and click “Go” (Figure 14).

Figure 14 of use document search.

Figure 14

Export a Search to Microsoft Excel

For this example, in order to export your POs from the last 60 days, first, follow the instructions to complete an Advanced Search to view POs from the last 60 days (Figure 15).

Figure 15 of use document search.

Figure 15

Give your export a name and choose the type of Export Template (Figure 16):

  • Screen Export – exports only the information available in the search results screen for each document.
  • Transaction Export – exports an expanded set of information on the documents.
  • Full Export – exports transactions with history.
Figure 16 of use document search.

Figure 16

Next, click Go to Page: Download Export Files (Figure 17).

Figure 17 of use document search.

Figure 17

Click on the File Name, and choose which of the exported search results you wish to view (Figures 18 and 19).

Figure 18 of use document search.

Figure 18

Figure 19 of use document search.

Figure 19