Record Search GroundWork group 1880 Mackenzie Drive, Suite 111, Columbus, OH Phone:

Transcription

1 Information Management System Record Search GroundWork group 1880 Mackenzie Drive, Suite 111, Columbus, OH Phone:

2 Contents Introduction... 3 Record Search... 4 Look For text... 5 Begins With... 5 Contains... 5 Last Name Begins With Search... 6 Display a Record from the Search Results... 7 Last Name Contains Search... 9 Last Name AND First Name Begins With Search First Name Begins With Search Last Name AND First Name Contains Search Business Name Begins With Search Business Name Contains Search Display All Rows When Search Results Exceed 75 Rows: Address Contains Search Zip Code Begins With Search Record # Search Display Rows for ALL Records Repeat Search Search Hint Quick Search with History List Customized Search Options Customized Search Results Help

3 Introduction This handbook describes how to search for records. You will learn the difference between begins with, contains, and record # searches. Text displayed in this style provides descriptions and explanations. Text displayed in this style provides specific instructions. The Search command buttons are located on the Navigation Bar. 3

4 Record Search A record must be selected in order to view and edit it. Once a record is selected you may update and add details to one s contact information as well as update and add to one s contributions, memberships, remarks, volunteer records, etc. Click on the Navigation Bar. 4

5 There are several fields to search on for the record look-up: Last Name, Organization/Business Name, Zip code, Address, and Record ID #. Text Field Search Enter your Look For text in only one search box and click the or button. (The search process only searches on the first field containing Look For text starting from the top down.) Look For text This can be the entire Last name, Business name, Zip or address, or just a portion. If you are not sure how a name is spelled, try entering just a portion of the name. The search process is NOT case sensitive; enter Look For text in proper, upper or lower case. Begins With Search results contain records whose searched Text Field must begin with your Look For text. After entering Look For text click on the press ENTER. button or Contains Search results contain records whose searched Text Field may contain your Look For text in any part of the field. This is slower than a Begins With search. Enter Look For text and click the button. Record ID # Search Enter the ID # in the Look For search box and click the button or press ENTER. 5

6 Last Name Begins With Search Look for records with Last Name beginning smith. Type smith in the Last name Look For search box and click or press ENTER. Search Results The RECORD SEARCH results screen lists rows of constituents that satisfy the search criteria. The first line in bold includes the Searched On field contents. In this example the First Name is also included with the Last Name. When more than one contact in the same record satisfies the search criteria, a separate row is displayed for each. Therefore you may see the same ID# listed more than once. Also included in the row is the Full Contact Name (Display Name), Address Line 1, City, State, Zip, Business/Organization Name, and Phone 1. 6

7 Display a Record from the Search Results Click on ID # link to display EDIT DETAIL DATA screen for that record. 7

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9 Last Name Contains Search Look for records with Last Name containing smith. Type smith in the Last name Look For search box and click. Search Results Notice that 3 contacts are included because each has a last name beginning with smith. Others appear whose last name has smith as part of the last name: Coopersmith, Mathews-Smith, and Nesmith. These contacts are included because the search looked for any Last Name which CONTAINED smith. 9

10 Last Name AND First Name Begins With Search Look for records with last name beginning nosh and first name emily. Format: Last Name+First Name. Type nosh+emily in the Last name Look For search box and click or press ENTER. Search Results 10

11 First Name Begins With Search Look for records where the first name begins with jonathan. Format: +First Name. Type +jonathan in the Last name Look For search box and click or press ENTER. Search Results 11

12 Last Name AND First Name Contains Search Look for records with last name containing gre and first name containing em. Type gre+em in the Last name Look For search box and click. Search Results 12

13 Business Name Begins With Search Look for records with Business Name/Organization Name beginning ohio. Type ohio in the Business name Look For search box and click or press ENTER. Search Results 13

14 Business Name Contains Search Look for records with Business Name/Organization Name containing church. Type church in the Business name Look For search box and click. Search Results 14

15 Display All Rows When Search Results Exceed 75 Rows: When more than 75 rows are in the resulting search, there will be a button at the bottom of the 75th row that reads Show all # rows. The # represents the total number of rows in the search results To view ALL the rows click the Show all # rows button. 15

16 Address Contains Search Look for records with an Address containing the name peele. Type peele in the address Look For search box and click. Search Results 16

17 Zip Code Begins With Search Look for records with Zip Code beginning with Type in the Zip Look For search box and click or press ENTER. Search Results 17

18 Record # Search Look for Record ID# 2. Type 2 in the Record # Look For search box and click or press ENTER. 18

19 Display Rows for ALL Records Look for all records. Without typing anything in any of the Look For boxes, click or press Enter. More Rows Follow 19

20 Repeat Search The Repeat Search option will conduct a new search using the last set of search criteria in a text field search, i.e. the last search by Last name, Business name, Zip or address. The Repeat Search button appears directly beneath the Record Search button on the Navigation Bar. Click to redo last text search. 20

21 Search Hint Pressing the Control (Ctrl) key and the letter F at the same time will open a Find Text Bar on the screen. The display of the Find Text Bar varies according to the internet browser. This Find Text Bar allows you to search for any text in all the rows of the search results. In this example all records with a Last Name beginning with g have been selected. The text to be searched is the word forest. Enter CTRL-F and type forest in the Find text box. The first occurrence of the searched text appears in blue highlight. The remaining occurrences are in yellow. In this example, the browser displays Previous and Next buttons to move the cursor to various text occurrences. The Options menu allows for Match whole word only or Match case. 21

22 Quick Search with History List Using the History List feature provides a quick way to search for a record. Clicking the History List button reveals a list of the last ten records accessed. Click to view a list of the last ten records accessed. Clicking on a button like had gone through RECORD SEARCH. in the history list will bring up that record just as if you Click a 2 nd time to hide the list. 22

23 Customized Search Options Consider having GroundWork group develop customized Search options if you need more choices to make searching for records easier. Some organizations running athon style fundraisers may need to search for records by an assigned Participant ID. Other GroundWork group members have requested First Name, Classroom, Record Type, or Gift ID searches. Customized Search Results GroundWork group can customize the Search results by including additional fields and by shading the results rows for certain types of records in a special color. For example, one GroundWork group member requested that a field storing a Registration Type be included in the search results row. Some other organizations have customized the search results by having rows for Current Members shaded in a different color to distinguish them from Non- or Past Members. 23

24 Help Need Assistance? Contact: Carolyn I. Green at GroundWork group / cgreen@groundworkgroup.org / , x support@groundworkgroup.org 24