Archive Search

Use the Archive Search to find tickets that are no longer used but have been stored in the archive. Attached files and sketches are archived as attachments and are accessible in the History by clicking Attachment Added ().

After a certain amount of time tickets are automatically moved from the system to an archive. To set the amount of time tickets are retained before the system deletes them from the archive, see Ticket Retention.

Screens allow you to choose the fields (data) that appear on Summary pages. This procedure also organizes the data for the export feature. See Ticket Screen Configuration for details on defining and managing screens.

  1. On the Archived Tickets Summary page, in the Screen dropdown choose the screen. Result: The search results for the screen appear

 

  1. To the right of the Screen dropdown list, click Search. Result: The Advanced Search window appears

  2. In the Advanced Search window, click Add Criteria, open the dropdown list, and choose field names/criteria to build your search:

    Define the search by adding criteria. Some fields need to be configured in the Search Condition column

     

    Criterion/Field Description
    Contact Name Contact name from ticket
    Contact Phone Contact phone from Ticket. Used with Positive Response to the Excavator
    Creation Date The date and time the item was created
    Dig Location Address information provided by the One Call Center ticket. Choose location and date
    Dig Site User draws area on the map to find tickets
    Division A unit within a region. Regions are used to organize tickets. See Regions
    Due Time Renegotiation Count The number of times the due time was renegotiated
    Excavator Name Choose excavator name and received date (date ticket comes into system)
    Folder the Ticket is in The folder containing the item. Folders are used to organize items
    Grid

    The One Call Center provides grid data in the ticket, if applicable. Some grids are converted to latitude/longitude data. Not commonly used

    Choose grid (free text) and received date
    Last Response Last response entered on a ticket
    Last Response Date The date and time of the most recent response on a ticket
    Legal Hold The legal hold prevents a ticket from being deleted by overriding the ticket retention feature
    Locate Date Choose ticket locate date (date comes from locate time on ticket response screen) and received date
    Located By The locator of the ticket. If the locator is in the system, it will be listed in either Users or Contractors
    Machinery Equipment used by the excavator
    Map, Page, and Grid Cell These are free text fields
    Person Assigned To User the ticket is assigned to
    Quadrant

    The smallest unit from the United States Public Land Survey System (PLSS), also known as Congressional townships or survey townships. The units in the system from largest to smallest: Township, Range, Section, Quarter/Quadrangle/Quadrant.

    One Call Centers provide this data on tickets, if applicable. Not commonly used

    Region Regions are used to organize tickets. Regions are subdivided into divisions. See Regions
    Registration Code Registration codes are created by One Call Centers to identify companies. The Registration code indicates who the ticket was received for
    Response Last Entered By Who entered the last response on a ticket
    Smart Score Smart scores are listed by name. Choose the score, then choose the numeric value to limit your results
    Status

    Choose statuses and received date

    The status of the ticket results from actions taken by users or your company’s auto processing rules. There are four ticket statuses, all of which are system defined. A status is either open (user can work on it) or closed (user cannot work on it):

    • Assigned (open): Ticket that has been assigned to a locator or contract locator
    • Closed: Ticket that is closed
    • In Ticket Folder (open): Ticket was placed in a folder by a user or an auto-processing rule
    • Pending Your Research (open): Research needed because no auto processing rules applied, no rules were recommended, or the ticket matches multiple rules
    Ticket ID The identification number of the ticket (from the one call center)
    Ticket Text

    Any words or numbers in tickets (full text search). How to search:

    • Default Search: Finds tickets with the terms in the order you type them (Phrase Search). Type search terms: Oak Bridge Lane
    • Exact Term Search: Finds tickets with all the terms, regardless of order. Type search terms in quotes and use “and” to combine them: “Oak” and “Bridge” and “Lane”
    • Or Search: Finds tickets containing at least one of the terms. Type search terms in quotes and use “or” to combine them: “Oak” or “Bridge” or “Lane”

    Searches are not case sensitive. These searches have the same results:

    • Oak Bridge Lane
    • oak bridge lane
    Ticket Type Ticket types are defined by the One Call Center and come from the ticket
    Ticket Type Category

    Use your One Call Center's ticket type categories:

    • Aerial
    • Damaged Utility
    • Design
    • Emergency
    • Meet
    • Recall
    • Regular
    • Revision
    • Short
    Township, Range, Section, and Quarter

    The smallest unit from the United States Public Land Survey System (PLSS), also known as Congressional townships or survey townships. The units in the system from largest to smallest: Township, Range, Section, Quarter/Quadrangle/Quadrant.

    One Call Centers provide this data on tickets, if applicable. Not commonly used

     

     

  3. In the Search Conditions column, set a condition (conditions vary depending on the field you chose)
  4. Optional. To add more fields/criteria, click Add Criterion and set a condition, if needed

  5. New search vs default search:

    • Overwrite default search: If you do not type a new search name in the Save As text box, your search replaces the default search that appears in the Saved Search list and the Save As text box

    • New search: If you type a new search name in the Save As text box, the new search is saved in the Saved Search list (and the default search is unchanged). If an advanced search is performed with an empty Save As text box, it is saved as "Default"

     

  6. Click OK. Results: Search results appear. If you renamed the default search, it now appears in the Saved Search list. If you did not rename the default search, your new search criteria overwrites the criteria of the default search. If an advanced search is performed with an empty Save As text box, it is saved as "Default"
  7. Optional. In the Screen dropdown list, apply a screen to the results. To create a screen, see Ticket Screen Configuration

 

  1. Select tickets by checking the boxes on the left

  2. Take action on selected tickets

     

    Action Description
    Email Email to recipients you choose
    Export Tickets are exported as a zipped CSV file in the queue in Analytics > Exports
    Print Prints the tickets

    Update Legal Hold Status

    Change the legal hold status of the ticket:

    • Put ticket on legal hold: Prevents the ticket from being deleted by overriding the ticket retention feature and records the override in the ticket's audit history
    • Remove ticket legal hold: Allows the ticket to be deleted by the ticket retention feature