Spotlight (global search)
Objective
Reach any module, action, patient or user in a few seconds, without having to navigate through the side menus.
What this tool is
Spotlight is the system's global search. It works as a search box that appears over the screen and allows you to find:
- Quick actions: create a new user, register a service, open a block, etc.
- Modules: jump directly to Schedule, Cash box, Patients, etc.
- Patients: search by name or medical record number.
- Users: search by name or email.
It is different from the documentation magnifying glass (the one at the top of the manual): that one searches inside this manual, while Spotlight searches inside the application.
Where it is located
- In the top bar of the application, there is a button with a magnifying glass icon.
- The button shows the hint
Ctrl + K(Windows/Linux) or⌘ + K(Mac), which is the keyboard shortcut to open it.
Before starting
- Have the session started in the application.
- It does not matter which screen you are on: Spotlight can be opened from any module.
How to open Spotlight
From the button
- Locate the magnifying glass icon in the top bar.
- Click.
- Spotlight opens as a window over the screen.
From the keyboard shortcut
- Press
Ctrl + K(Windows/Linux) or⌘ + K(Mac). - Spotlight opens automatically.
How to close Spotlight
- Press the
Esckey. - Click outside the Spotlight window (on the dimmed background).
- Press
Enterafter choosing a result: the action is executed and Spotlight closes itself.
How the window looks
The Spotlight window has three parts:
- Header: a search field where you type what you want to find. On the right is the
escindication to close. - Body: shows the results organized in sections (explained later).
- Footer: shows navigation hints: arrows to move,
Enterto select,escto close.
What appears when the search is empty
When opening Spotlight without typing anything, up to four sections are seen:
| Section | What it shows |
|---|---|
| Recent | The last things you opened from Spotlight. If you have never used it, this section does not appear. |
| Most used | The actions you use most from Spotlight, sorted from highest to lowest. If you have no history, it does not appear. |
| Quick actions | Shortcuts to create records (new user, new service, etc.). Only those that your permission allows you to execute appear. |
| Modules | List of modules you can enter. Only those that your permission allows you to see appear. |
What appears when you type in the search
When typing at least one character, the sections are reorganized as follows:
| Section | What it shows | When it appears |
|---|---|---|
| Quick actions | Actions that match what you typed | Whenever there are matches |
| Modules | Modules that match what you typed | Whenever there are matches |
| Cash box | Cash box module actions (entries, exits) | Only if you have Cash box permission and there are matches |
| Patients | Patients that match by name or record | When you type at least 2 characters, max 5 results |
| Users | Users that match by name or email | When you type at least 2 characters, max 5 results |
The search does not distinguish between uppercase, lowercase or accents. That is, maria, Maria and MARÍA give the same result.
How to navigate with the keyboard
| Key | What it does |
|---|---|
Up arrow | Highlights the previous result |
Down arrow | Highlights the next result |
Enter | Executes the highlighted action or opens the highlighted result |
Esc | Closes Spotlight |
Backspace | Deletes the typed text |
When opening Spotlight, the first result is already highlighted, so it is enough to press Enter to execute it.
Spotlight sub-windows
When you select a patient
When pressing Enter on a patient, Spotlight shows a second screen with options for that patient:
- View log of the patient.
- View prescriptions of the patient.
- New prescription (if you have permission to create prescriptions).
- Schedule appointment (if you have Schedule permission).
It also shows the name, sex (Female / Male) and medical record number of the patient. To return to the main search, press Esc.
When you select a user
When pressing Enter on a user, Spotlight shows options for that user:
- View log of the user.
- Modify permissions (if you have permission for user management).
It also shows the name, staff type and email of the user.
Available quick actions
These are the most common quick actions. Only those that your permission allows you to execute appear.
| Quick action | What it is for |
|---|---|
| New user | Create a new user account |
| New medical staff | Register a new doctor or resource |
| New service | Add a new service to the catalog |
| New plan | Create a gamete bank plan |
| New block | Block a time slot in the schedule |
| Register sample | Register a sample in the gamete bank |
| Add cash box entry | Record a money entry in Cash box |
| Add cash box exit | Record a money exit in Cash box |
| New prescription | Create a medical prescription |
| Create study | Capture a new medical study |
What is the difference between opening a module and executing a quick action
- Opening a module: takes you to the main screen of the module (for example, to the Schedule screen). From there you can continue navigating with the normal flow.
- Executing a quick action: opens directly the form or dialog to create a record (for example, the dialog to register a new user). It saves you clicks.
What happens when there are no results
If Spotlight finds nothing, it shows:
- An empty search icon.
- The message "No results found".
- A suggestion: "Try other search terms".
Permissions and Spotlight
Spotlight respects the user's permissions:
- If you do not have permission for a module, that module does not appear in the results.
- If you do not have permission for a quick action, that action does not appear.
- No information you are not authorized to see is shown.
- If you lose a permission, Spotlight results adjust on the next use.
Common errors
| Situation | What to do |
|---|---|
Spotlight does not open with Ctrl + K | Verify that the cursor is not inside a text field that captures the shortcut. Press Esc first and try again. |
| An action that should be there does not appear | Ask the administrator to check if you have the corresponding submodule permission. |
| Spotlight closes by itself | If the session expired, the system redirects to login. Log in again. |
| The action opens a different screen than expected | The action may have changed. Consult the corresponding module guide. |
| I cannot execute an action from Spotlight | Verify that the prior conditions are met (for example, have the cash box open to register movements). |
Operational recommendations
- Use Spotlight as a quick entry point to the most frequent actions. It reduces clicks and search time.
- Mentally note the most used actions: they will automatically appear in "Most used" and be easier to find.
- To search for patients or users, type at least 2 characters.
- If Spotlight does not find what you are looking for, try synonyms or parts of the name. For example, "Lop" to find "Maria Lopez".
Relation with other modules
- Modules and submodules: the results are the same modules as in the side menu, filtered by permission.
- Patients: the patient sub-window links to the Patients, Prescriptions and Schedule modules.
- Users: the user sub-window links to user management and the audit log.
- Cash box: quick actions for entries and exits depend on having the cash box open.