Find Sales Order Profiles Guide (1214 onwards)

Created by Migration Bot, Modified on Fri, 23 Oct at 2:29 PM by Migration Bot

Originally written by John Hardwick, last updated Apr 29, 2026, on the Swan Retail knowledge base (FRS).

Overview

This guide explains how to set up and use pre-set search patterns for the Find Sales Orders routine, these are referred to as search profiles.

Creating a profile enables the operator to simply click a button, followed by search, to list all orders matching that search pattern without the need to set the search criteria each time a search is performed.

Configuration

Application Parameter

Menu Location: System Admin > Set Up Application Parameters

See Set Up Application Parameters (1214 onwards)

USE_SO_SEARCH_PROFILES

Ticking switches, the profile searching on

Leaving the control unticked (default) to turn this functionality off

As of SwanFRS Release 1214, this parameter is no longer used

User Privileges

Menu Location: System Admin > Security > Set Up Roles

See Set Up Roles (1214 onwards)

SO_SEARCH_PROFILE_ADMIN	Operators possessing this privilege can maintain search profiles set for themselves and others The POWER_USER privilege supersedes this privilege. I.e., if the operator has POWER_USER they can change sales order search profiles for other users without the privileges detailed above.
SO_SEARCH_PROFILE_USER	Operators with this profile can maintain their own search profiles, but not profiles set for other users

Operation

Find Sales Order

Menu Location: Sales > Find Sales Order

When the USE_SO_SEARCH_PROFILES is switched to on, the search screen offers the ability to use the profile search buttons (where set).

Previously saved search profiles appear in the Load Profile pick list. Selecting loads the ‘profile’ into the appropriate search tabs and make the FIND button active, effectively if you press Enter on your keyboard the selected profile will be applied.

Saved profiles are listed in the specified display sequence or alphabetical if not sequenced.

It is not possible to change or create profile search buttons unless the operator possesses one of the SO_SEARCH_PROFILE role privileges

Operators possessing the SO_SEARCH_PROFILE_USER privilege can create and maintain their own search profiles.
Operators possessing the SO_SEARCH_PROFILE_ADMIN user privilege can create and maintain their own search profiles and those for other operators.

New Profiles

To create a new search profile, the operator should set the search criteria as required in the main section of the screen and test to ensure it returns the desired results. The search profile can then be named (in the white box at the top of the screen) and the SAVE button selected. This will generate a new search button in the search list.

The following search fields are excluded from the profile. I.e., they must be manually specified

Sales order number
Sales order date range

If the new profile has the same name as an existing profile, the system will overwrite the existing search with the new search selection criteria.

The CLEAR button may be used to empty the white text box.

The Maintain Profiles option on the side panel allows the operator to maintain the list of profile searches.

Maintaining the Profile Searches

This routine is not available from the menu bar, which displays across the top of the page.

Clicking Maintain Profiles option on the side panel opens a maintenance screen.

User Specific Operation

If the operator does not possess the SO_SEARCH_PROFILE_ADMIN role privilege, they can only maintain their own search profiles.

Field	Comments
Name	Specify the name of the button as displayed within the Find Sales Order screen.
Menu Sequence	Optionally specify a sequence number. Buttons will be displayed in ascending numeric order.

Admin Operation

If the operator possesses the SO_SEARCH_PROFILE_ADMIN role privilege, they can maintain their own and / or other users search profiles.

The search patterns allow the operator to choose pre-set profile buttons set for a role and / or user prior to clicking FIND to populate the data grid with matches.

Field	Comments
Name	Specify the name of the button as displayed within the Find Sales Order screen.
Menu Sequence	Optionally specify a sequence number. Buttons will be displayed in ascending numeric order.

Cloning

The CLONE button enables a search pattern created for a role / user to be replicated for another set. Clicking the button generates a role / user selection page.

The clone page lists all roles with the ability to access the Find Sales Order routine (via the SEARCH_SALES_ORDERS privilege) and lists then in the roles section of the page.

The operator may then select one, some or all roles, once selected clicking ACCEPT copies the profile to all the selected roles.

If the operator selects one or more roles and clicks the FIND button, the system lists all users linked to the selected roles in the user’s section of the page.

Selecting one, some or all roles and clicking ACCEPT clones the profile to the selected operators.

Successful cloning will result in a message like that shown below –

Control will return to the profile cloning screen for additional cloning to occur.

Click CANCEL to return to the maintenance routine.

Please note

The list of profiles will contain all items for the user and the users’ roles, therefore when generating profiles, it is recommended that either user or role profiles are generated.
It is possible to create multiple profiles with the same name (one linked to the user and another to the role or roles) this is not a fault in that the profile is linked to a different access role.

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