How do I remove saved searches and dynamic folders from my WebForms account?

  • 1
  • Question
  • Updated 3 years ago
  • Answered
  • (Edited)
I use dynamic folders all the time but since I update my saved searches on a weekly basis, I'm wondering if there is a way I can remove searches I no longer use. Can you help?
Photo of FAQ

FAQ, SPS FAQ

  • 9,340 Points 5k badge 2x thumb

Posted 6 years ago

  • 1
Photo of Lisa Sacquitne

Lisa Sacquitne, Product Manager

  • 2,358 Points 2k badge 2x thumb
To manage saved searches or Dynamic Folders, navigate to the Preferences menu and click on the Searches tab. From this tab, you may modify a Saved Search to display as a Dynamic Folder, modify a Dynamic Folder to only display in the Saved Search menu, and remove Saved Searches and Dynamic Folders.

Photo of Jacob

Jacob

  • 120 Points 100 badge 2x thumb
Every time I click on the trash can icon to delete a folder, I get a Long Running Script error and my Weforms sessions is locked up indefinitely.  Any ideas how I can get your software to work properly?
Photo of Jordan

Jordan, Software Engineer

  • 7,480 Points 5k badge 2x thumb
Hi Jacob,

In taking a look at your account, it looks like this is happening due to the amount of labels that have been used over time.  What happens is over time, as new labels continue to be used, they can stack up to a point where it actually causes performance issues with your account.  As I navigated through your account, I noticed a clear degradation of performance.  The good news is that by removing the labels, we can improve on this!

A couple things to note:
  • It looks like a big reason for the amount of labels is to label the relevant "related document."  For example, labeling the PO number on an ASN created.  I completely agree with this use of the label column as it is the best way to quickly find the source document.  With this being said, I am happy to tell you that there is currently work being done to add a column that would automatically include the source document identifier.  I think this would be of great help, especially for your account!  The Development Team has made great progress on this and I expect it to be done in the near-future.
  • Currently there is not a way to mass-delete labels from your WebForms account.  I can certainly have that done internally, should that be that path you wish to go.  This function is also being worked on and I expect it to be released in the same build as the previous work mentioned.

I know this is a lot of information, maybe more than you were looking for.  In the interim, I would suggest that we delete all past labels to increase the performance on your account.  It does not appear any are being used with current documents in your account.  What do you think of this?  Then, following the build by the Development Team, you should not need to label source document identifiers and should be able to decrease the unique labels used.

Let me know your thoughts on mass-deleting the labels, it is only a suggestion on my end.  I understand if you would like to keep the labels in your account.

Best,

Jordan
    Photo of Jacob

    Jacob

    • 120 Points 100 badge 2x thumb

    Hi, Jordan -

     

    Thanks very much for looking into this.  As it turns out, the folder I was trying to delete did go away; I'm not sure if you did that to help us out, or if it just finally processed the delete request.  In any case, I'm happy to see that was accomplished.

    Regarding the labels we use, I *think* we could probably discontinue them after the "source document ID" column is added, if I understand it correctly.  For example, I sent a couple ASNs yesterday with IDs 1170174 and 1170175.  Neither of those numbers appears anywhere else in Webforms, because they are internal order #s from our order-processing system.  BUT - if there was a column listing the source document ID, and it showed the original P.O. # that ASN was generated from, that would give us enough info to cross-ref it in our system and find our internal order # if we needed to.

    Until that data is available, I don't think we want to completely delete all labels.  But if it's possible to do so, I think it would probably be fine to delete all labels on documents dated before 1/1/2015.  Can we do that?  And if so, do you think it would help somewhat?

    Again, I really appreciate your time and efforts on our behalf.

    Sincerely,

    Jacob Boyd

    Photo of Jordan

    Jordan, Software Engineer

    • 7,480 Points 5k badge 2x thumb
    Jacob,

    That is interesting - I wonder if the system held on to the request and eventually processed it as I have not deleted anything within your account.  In any event, that is a good thing!

    In regards to the ASNs sent yesterday, I see the numbers 1170174 and 1170175 in the ID column, however not in the label column.  In looking further, do you add the ASN numbers to the label column of the source document (For example, PO)?  Usually I see it the other way around, that is why I ask. 

    Unfortunately, there is not a way for me to delete everything prior to 1/1/2015.  I think at this point, our best bet is to wait for the next build and see if the columns added are sufficient enough to remove the current labels.  Barring any setbacks, this should not be too far out at all.  Based on my experience, once we are able to remove the past labels, you will see a noticeable bump in performance.  I will certainly keep you posted as this build is completed/released!

    I hope this helps, please let me know if there is anything else I can do.

    Best,

    Jordan
    Photo of Jacob

    Jacob

    • 120 Points 100 badge 2x thumb
    Thanks, Jordan.  Again, I really appreciate your help.  To clarify, yes, we add the label to the source document to note the ID # of the corresponding Sent document.  (In this case, ID of the ASN is added as a label to the original P.O., and then the P.O. is Archived).

    We'll wait for the next build and see if that can help us address the performance issues then.  Have a great day - hope to hear from you again soon with positive updates!

    Sincerely,

    Jacob Boyd
    Photo of Jordan

    Jordan, Software Engineer

    • 7,480 Points 5k badge 2x thumb
    You are welcome, I am happy to help!  At that point, I'd be happy to talk about a possible work-around to your post regarding folders.  I think it is worth waiting until we have your account working as best we can before we try to manipulate it in a way that makes sense for you.  You are 100% correct that WebForms does not function in a way that you can drag-and-drop files into folders, such as Outlook (great suggestion by the way). I am thinking through something that could use labels to work in a similar fashion, but we will see. 

    I look forward to bringing back good news to you regarding the build!

    Thank you, have a great day yourself,

    Jordan
    Photo of Jordan

    Jordan, Software Engineer

    • 7,480 Points 5k badge 2x thumb
    Good afternoon Jacob,

    It has been awhile - apologies for that.  As you have likely noticed, there is now a Source ID column in your WebForms account, specifically in the Sent and Drafts folders.  This column includes the ID of the source document (ie. Purchase Order number) to help better organize as well as find this information at a quick glance.  Has this column provided the value you were looking for?  From your latest post, it appears you use the label column in the opposite direction, labeling the PO with subsequent documents sent from that PO, but I hope this helps in your organization.

    At a quick glance, it appears your company has not used the label column recently, is this correct?  If this latest build helped your process, I can certainly guide you through mass-deleting old labels (~12,000) to further improve the performance of your WebForms account.

    Have a great day,

    Jordan