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Setting Up and Searching Past Projects

Overview

This is an on-demand feature and must be enabled prior to use. Contact your account manager, or accountmanagers@responsive.io, to enable it.

Ongoing projects may occasionally benefit from a response that was used in a prior project but not saved to the Library for some reason. The Past Product Search feature allows users to quickly switch recommendations from the Content Library to past projects and search for responses from current, completed, and archived projects, saving valuable time.

Permissions

  • User roles with access to Organization Settings (Super Admin, Admin, and Custom) can activate and set up this feature at the organization level.
  • Settings configured at the Organization level are applied to projects by default; however, these settings can then be managed at the Project level.
  • User roles with Past Project Search permission enabled can configure this feature at the Project level.
  • Past Project Search has to be enabled at the Organization level before it can be managed at a Project level.

Select the applicable tab for your edition of Responsive.

  • Enabling and setting up Past Project Search at the organization level

    1. Go to Organization Settings > Response Projects > Preferences. 
    2. Turn on the Past Project Search toggle, and click Configure next to Past Project Search.
    3. Select the project stages that you want the feature to search.
    4. Select the duration of the search from the Search Content From drop-down menu. You can specify a custom period by selecting the dates.
    5. Click Save.

    Configuring Past Project Search at the project level

    1. Click the Project Menu and select Project Settings.
    2. Go to the Past Project Setting on the left pane of the Project Settings window.
    3. Select the project stages that you want the feature to search.
    4. Select the duration of the search from the Search Old Content From drop-down menu. You can specify a custom period by selecting the Custom Date or Custom Date to Present option.
    5. Click Save.

    Searching content from past projects

    Note: Only users who previously had access to the project, and admins, can view its content through the Past Project Search feature.

    To get recommendations from past projects:

    1. Go to the Recommendations tab in the right pane of the Answering page.
    2. Click the Bulb  image-3.png  icon next to the Search box and select Search in Projects from the drop-down menu. The Recommendations tab suggests matches from past projects.
      • Related metadata is visible. You can view the source or other details (such as the project name, section name, updated date, updated by, and response method used [AI Assistant/ Recommendations/ Auto Respond/ Past Project Search]) of the recommendation.
      • When searching through past projects, the Advanced Search in the Recommendation Pane only displays the relevant set of filters as shown.
    3. You can:
      • Apply, Override, or click Copy text with styles to manually paste it as a response.
      • Click the Information image-4.png icon on the card to view details about the content.
      • Perform a manual search using the Search box.

    Using Past Project Used filters

    You can filter questions on the Answering page by selecting the Past Project Used or Past Project Used and Edited options from the drop-down menu under the Answer Library and Past Project Used Type filter.

    • Content applied from past projects is indicated by a badge on the question card:
      • image-8.png This badge indicates content applied from a past project
      • image-9.png This badge indicates content applied and modified from a past project
    • The Project Overview and the Executive Dashboard display content from past projects.

    • Information on the usage of past project content can be used to create Custom Reports.

  • Essentials features are subscription-based and may not be available for all users. Contact your account manager, or accountmanagers@responsive.io, for more details.

    Enabling and setting up Past Project Search at the organization level

    1. Go to Organization Settings > Project > Preferences.
    2. Turn on the Past Project Search toggle, and click Configure next to Past Project Search.
    3. Select the project stages that you want the feature to search.
    4. Select the duration of the search from the Search Content From drop-down menu. You can specify a custom period by selecting the dates.
    5. Click Save.

    Configuring Past Project Search at the project level

    1. Click the Project Menu and select Project Settings.
    2. Go to the Past Project Setting on the left pane of the Project Settings window.
    3. Select the project stages that you want the feature to search.
    4. Select the duration of the search from the Search Old Content From drop-down menu. You can specify a custom period by selecting the Custom Date or Custom Date to Present option.
    5. Click Save.

    Searching content from past projects

    Note: Only users who previously had access to the project, and admins, can view its content through the Past Project Search feature.

    To get recommendations from past projects:

    1. Go to the Recommendations tab in the right pane of the Answering page.
    2. Click the Bulb  image-3.png  icon next to the Search box and select Search in Projects from the drop-down menu. The Recommendations tab suggests matches from past projects.
      • Related metadata is visible. You can view the source or other details (such as the project name, section name, updated date, updated by, and response method used [AI Assistant/ Recommendations/ Auto Respond/ Past Project Search]) of the recommendation.
      • When searching through past projects, the Advanced Search in the Recommendation Pane only displays the relevant set of filters as shown.
    3. You can:
      • Apply, Override, or click Copy text with styles to manually paste it as a response.
      • Click the Information image-4.png icon on the card to view details about the content.
      • Perform a manual search using the Search box.

    Using Past Project Used filters

    You can filter questions on the Answering page by selecting the Past Project Used or Past Project Used and Edited options from the drop-down menu under the Answer Library and Past Project Used Type filter.

    • Content applied from past projects is indicated by a badge on the question card:
      • image-8.png This badge indicates content applied from a past project
      • image-9.png This badge indicates content applied and modified from a past project
    • The Project Overview and the Executive Dashboard display content from past projects.

    • Information on the usage of past project content can be used to create Custom Reports.

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