How Risk Cloud Search Works – LogicGate Help Center

Risk Cloud's search bar helps you find what you need fast — without clicking through applications and workflows to get to it. Search now spans records, applications, table reports, visual reports, and dashboards, each on its own tab. This article explains what each tab searches, how matching works, and the most common reasons something might not appear in your results.

What you can search

When you run a search, results are grouped into five tabs, and each tab shows a count of how many matches it found. Records is the default tab — click any other tab to see its results. Each tab searches its own set of fields:

Records — the record's Primary Field or Record Name (see How records are matched against search terms below for exactly how this works)
Applications — application name, description, and short code
Table Reports — name, application, and primary workflow description
Visual Reports — name, application, and primary workflow description
Dashboards — name and application

Whichever tab you're on, search only ever returns items you already have permission to see.

How records are matched against search terms

On the Records tab, Risk Cloud matches your term against one of two things for each record:

The record's Primary Field — if the workflow has one configured — or
The record's Record Name — the workflow prefix followed by a number (for example, Risk-43).

It's one or the other, never both. If a workflow has a Primary Field configured, search looks at the Primary Field value and does not search the prefix-and-number Record Name. If a workflow has no Primary Field, search falls back to the Record Name.

Example
A Vendor Risk workflow uses a Primary Field for the vendor name. One record is named Vendor-1738, and its Primary Field value is "Acme Cloud Services."

Because a Primary Field is configured, searching Acme finds the record.

Searching 'Vendor-1738' or '1738' will not find it — the Record Name isn't searched when a Primary Field exists.

If that same workflow had no Primary Field, the reverse would be true: Vendor-1738 would find it, and "Acme" would not.

How matching works

Fuzzy Search

These rules apply across every tab:

Partial and typo-tolerant. You don't have to type the full value exactly. Searching "microsft" will still surface an item whose value is "Microsoft," and typing the first several letters of a word will match it.
At least two characters. Very short terms return too many noisy results, so search requires a minimum of two characters.
Hyphens split a name into separate parts. A hyphenated value like W2-17 is treated as two pieces (W2 and 17). Searching the full value works best — searching just one piece can return unexpected results.
The closest matches come first. Results are ranked by how well they match your term, so a broad or common term can push the item you want further down the list. A specific, distinctive term works best.

You only see what you have access to

Search always respects your permissions. It will never return a record, application, report, or dashboard you don't have access to. If a coworker can find something and you can't, the most likely reason is that your user group doesn't have access to it.

Why something might not appear in your search

If you can't find something you expect, work through these:

You may not have access to it. Search only returns items you're permitted to see. If someone else can find it but you can't, this is the most likely cause — check with your administrator about your access.
You may be searching the wrong identifier. For records, if the workflow uses a Primary Field, searching the record's prefix-number (like Vendor-1738) won't work — search by the Primary Field value instead. If the workflow has no Primary Field, search by the prefix-number.
Search the full name, not part of a hyphenated one. For values like W2-17, search the whole value rather than just W2 or 17.
Use a more specific term. Broad or very common terms return many results and can bury the item you want. A distinctive word usually works best.
Make sure your term is at least two characters. One-character searches won't return results.
Check the right tab. Results are split across Records, Applications, Table Reports, Visual Reports, and Dashboards. If a tab's count is zero, try another tab — what you're looking for may be a different type than you expected.

Frequently asked questions

What can I search besides records?
Search covers records, applications, table reports, visual reports, and dashboards — each on its own tab with a result count. See What you can search for the fields each tab matches.

Why can a coworker find something that I can't?
Search respects permissions. If your user/group doesn't have access to an item, it won't appear in your results even if others can see it.

I searched a record's number and got nothing — why?
If that record's workflow has a Primary Field configured, the prefix-number Record Name isn't searched. Search by the Primary Field value instead.

Does search handle typos and partial words?
Yes. Search is typo-tolerant and matches partial words, so you don't need to type a value exactly or in full. Very short or very common terms will return broader, less precise results.

Can I search by any field on a record — like a description or a date on a record?
Each tab searches a specific set of fields: for records it's the Primary Field or Record Name; for applications, reports, and dashboards see What you can search. Search doesn't match free-form fields like a record's descriptions or dates.

Do I need special operators like AND, OR, or quotation marks?
No. Just type the words you're looking for — search doesn't use special operators.