A Public Search Results field puts a table of records on a form used by people outside the organization. It is the counterpart to the Search Results field, cut back to what is safe to show externally.


What it can search

Record Type - The record type to search. Only record types with Public Access or Collaboration enabled are offered here. If the record type you want is not in the list, that is why, and it is a decision for whoever administers the record types rather than something to work around on the form.


The distinction matters: Public Access exposes records to anyone with the link, while Collaboration exposes them to an external user who has signed in. Choose deliberately, and remember that anything this field can list is data you are handing to people outside the organization.


Showing the documents

Document Viewer - The Public Document Viewer field that should show the documents from a record the user picks. Choose No Viewing to list records without letting anyone open what is in them.


Open Document If Only One Result - Where the search finds exactly one record, opens its document straight away rather than making the user click through a list of one. This is the natural shape for a "find my statement" form.


Display

Items Label - What the rows are called, in the plural - Statements, Invoices, Applications. Without it the field says Records.


Results Per Page - How many rows to show at a time.


What the search hands back

Field to Update and New Value - Sets another field when the user clicks a row, which is how the rest of the form responds to a selection.


Result IDs to Field - A comma-separated list of the IDs found.


Single Record ID to Field - The ID, but only when exactly one record was found.


Run Search When E-form Loads - Runs the search as the form opens. Turn it off where the search depends on something the user must enter first, which on a public form is usually the case - an account number, a reference, a date of birth.


Notes

A public form that lists records the moment it loads is a form that hands data to anyone who finds the link. The usual and safer shape is to ask the user for something identifying, then run the search from a button once they have supplied it.


The internal Search Results field offers a great deal more - saved searches, workflow filters, check boxes, preview windows - none of which apply here. See Search Results for a form used by staff.