I thought I was Keeping Saved Searches Private but it appears others are executing it?

Question

I have a Case Saved Search that goes after the System Notes to identify any "Re-Opened" Cases.

I am the Owner, Administrator and the Search is not set to Public, has no Audience defined, and no boxes on the Roles tab are checked.

The Results tab does not have Run Unrestricted checked.

The Audit Trail Search Options have Is Public set to F. The Audit Trail does not indicate the search was ever set to Public.

I do have an email alert to only myself set up but do not receive them (I know this is likely because it is not public) and that is ok, for now.

I have reviewed SuiteAnswer ID: 8473

I noticed that users with our custom Role Support Manager are listed in the Execution Log.

The custom Support Manager role has Full access to Cases, Publish Search, Report Customization, & Report Scheduling. The role Core Administration Permissions is set to False.

Does anyone have any suggestion as to why others with the custom Support Manager role are able to execute my private saved search?

Michelle Jabanes-Oracle · Accepted Answer

Hi Colleen,

Do these users also have an Administrator role assigned to their account? Per testing, the Support Manager role should not have an access to the private search. However, when I added the Administrator role and directly access the saved search using  its URL, I was able to edit and run the search. If in any case that the users has only the Support Manager role assigned to their employee records, I would suggest to recreate a fresh copy of the search and check if these same users still has access to the new search.

I hope this helps.

Thanks,

Michelle Jabanes | Ask a Guru

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Mary Stockholm · Accepted Answer

Because you have "Send Email Alerts When Records are Created/Updated" checked on the Email subtab, the Search is executed every single time a user Creates/Edits a Record of that type (it looks like its a Case search). This happens regardless of the audience on the Saved Search.

If you change the Email settings to only "send emails according to schedule", you should stop seeing other users/roles executing the search.