Searching for items
- Open a simple search
As soon as a table (accounts, items etc.) contains more than 20 records, a proper search window will open. Smaller amounts of data are displayed as a simple list. There are pre-assigned or user-defined hotkeys for many searches (see Using hotkeys).
- Open the search by left-clicking on the icon of the table you want (accounts, events,...) in the toolbar. If you are currently working in another record, open the function bar by left-clicking on the
Menu in the top left-hand corner of the window's title bar.
Alternatively, click on thedropdown triangle next to the icon and select
Search.
- A search window will open with different search fields depending on the table selected
- Different types of search fields are offered in each search: Input fields, drop-down menus, date fields and checkboxes.
Enter your search query and click onSearch in the bottom right-hand corner of the window.
- If your search returns any results, a list of all the found records will appear. Narrow your search further to reduce the number of records found.
- If your search does not yield any results, click on Change search and check the search criteria. If necessary, remove some criteria, as only those records are found that meet all of the specified criteria.
- Open the search by left-clicking on the icon of the table you want (accounts, events,...) in the toolbar. If you are currently working in another record, open the function bar by left-clicking on the
- Search by value (matchcode)
Many database fields allow free input and flexible formats. Internal standards for creating records are invaluable to facilitate later searches.
- Enter one or more Search terms. The database fields that are searched vary depending on the function.
Note: You can find more detailed information in the tooltip that is displayed on mousehover. - More specific custom input fields are labelled with the name of the field to which they refer.
Example: "Subject" or "External number" - Search terms do not have to be complete, the beginnings of words will be enough. The search results, however, will be more accurate for complete terms.
E.g.: "War" finds Warwick, Warner, Warburg etc. - To search for a fragment that occurs in the middle of the word, enter an asterisk "*" as a wildcard.
Ex: "*roy" finds Conroy and Milroy - Search words do not have to be spelt completely correctly. The phonetic search also finds similar-sounding words. (German only)
Example: The input "Meier" will find Meier, Mair and Meyer
- Enter one or more Search terms. The database fields that are searched vary depending on the function.
- Filter by date
For many records, the search can be narrowed down by date. The time period can be specified in different ways.
- Enter the from and to dates directly in the search fields.
Alternatively, open theDate picker to the left of the input field and left-click the date.
Or select the current date by left-clickingMenu >
Today to the right of the input field.
- Shift the selected date by clicking the
Menu options to the right of the input field:
- by up to six days
Forward or
Back
- by up to four weeks or to the
Beginning or
Endof the selected week
- by up to three months or to the
Beginningor
End of the selected month
- by up to three years or to the
Beginning or
Endof the selected year.
- by up to six days
- Alternatively, specify a
Time period for the search, which you can shift
Forward or
Back by using the arrows:
- one, three or five days from the selected start date
- one, two or three weeks from the Monday before the selected start date
- one, two or three months from the 1st of the selected month or
- one, two or three years from 1 January of the selected year.
- Remove all data by left-clicking
Menu >
Delete. Deleting the start date also removes the end date and vice versa.
- Enter the from and to dates directly in the search fields.
- Filter by picklist value
Some fields in the database are entered using picklists. The type of picklist is decisive for the search: for some but not all list, several values can be searched for simultaneously.
- Fields that are filled in using non-editable picklists are searched using drop-down lists. Multi-selection of values is possible.
Example: Event status: On hold, Waiting list, Confirmed - The search fields appear as grey bars. Left-click the bar to open the picklist.
- Select one value by left-clicking or several values by holding down the Ctrl key and left-clicking, then
Confirm.
- Alternatively, click on
Select all and
Confirm.
- Fields that are entered using a combo box (either free input or an expandable picklist) appear as a white input field with a
dropdown triangle.
- Enter a value or select a value from the picklist by clicking on the triangle. Multi-selection is not possible.
- Fields that are filled in using non-editable picklists are searched using drop-down lists. Multi-selection of values is possible.
- Filter by checkbox value
Use checkboxes to search for records with a given properta. If only records with this property are to be searched for, the state of the box should be
selected, if these records are to be omitted from the search, the state should be
deselected. If the state is
undefined, then both records with and without that property are searched for. Examples use the module Multi-day and Recurring EventsM
- By default, checkboxes are usually
undefined. The values of the field are not taken into account for the search.
Example:Multi-day event finds both one-day and multi-day events.
- If the box is
selected with a single left-click, only records that have that property are searched for.
Example:Multi-day event only finds multi-day events.
- If the box is
deselected by left-clicking again, then records with the selected property are excluded from the search results.
Example:Multi-day event will not find multi-day events.
- A third left click restores the status
undefined .
- By default, checkboxes are usually
- Customise your searches
Searches are often complex and customised. To ensure that the search window remains uncluttered, there are many customisations available for the interface. Users with administrative rights can also set a company standard.
- Left-click
Advanced search in the bottom left-hand corner of the search window to open further search fields. To return to the simple search, click on
Simple search.
- Each search field can be personalised. Users with administrative rights can also set a
Company standard .
- To the right of each search field a
Menu offers user-specific options.
- Select
Start input in this field to specify that the cursor always jumps directly to the selected field when the search is opened.
- Select
Save values to enter a fixed value for a field which will be preset for each new search.The preset value can be manually overwritten in a search, but will appear again in the next search. To remove the default, click on
.
Example: only search for records that belong to one department - Select
Calculate value from formula to create a preset that is recalculated for each search. This option is useful for fields such as dates.
Example: always search from the first to the last of the current month - Select
Show in to decide whether a search field should appear in the Simple (Fewer fields) or the Advanced search (More fields), determining yourself which search fields are important or unimportant for you. To reset a field to the manufacturer's setting, select
Standard.
- Left-click
- Search for records that meet several criteria at the same time ("And")
Different types of search criteria can be combined to narrow down the search. Only the records that meet each of the specified criteria will be listed in the results list. Each search with several criteria is an "and" search. If the search does not produce any hits, remove one or more search criteria if necessary.
Example: "Event" AND "May 2018" AND "Large hall" AND "Waiting list status"- Enter various search terms, dates, users, etc.
- Click on
Search.
- Only records that fulfil ALL the specified criteria are found.
- Search for records that meet at least one of several criteria ("Or")
Sometimes records need to have only one of several possible characteristics, or criteria are searched for that are even mutually exclusive. To do this, divide the search into two steps.
Example: "Hotel" OR "Restaurant" in postcode area "69" OR "68"- Enter the first search and click on the dropdown triangle next to
Search, then select
New search.
Example: Accounts with account category "Hotel" in the postcode area 68-69
A new search window will open. The number of records found (search results) is displayed in the bottom left-hand corner of the search window. - Remove your original search criteria, enter the new search criteria and click on the dropdown triangle next to
Show, then select
Extend search results.
The new number of search results is displayed again in the bottom left-hand corner of the search window. - Repeat the process as often as needed until all search criteria have been specified.
- Then click on
Show search result.
- Enter the first search and click on the dropdown triangle next to
- Exclude records that meet certain criteria ("But not")
To narrow down the search results, records can be excluded based on certain criteria. To do this, split the search into two steps.
Example: Customers in a specific postcode area BUT NOT those who have already received the newsletter- Enter the first search and click on the dropdown triangle next to
Search, then select
New search.
The number of records found (search results) is displayed in the bottom left-hand corner of the search window. - Remove your original search criteria, enter the new search criteria and click on the dropdown triangle next to
Show, then select
Narrow down search.
The new number of search results is displayed again in the bottom left-hand corner of the search window. - Repeat the process as often as needed until all search criteria have been specified.
- Then click on
Show.
- Enter the first search and click on the dropdown triangle next to
- Exclude records that do not meet certain criteria ("But only")
If the search needs to be narrowed down belatedly, records that do not meet certain criteria can be excluded. In this way, additional search criteria ("And"-search) can be introduced retroactively.
Example: Customers in a specific postcode area BUT NOT those who have already received the newsletter- Enter the first search and click on the expand triangle next to
Search, then select
New search.
The number of records found (search results) is displayed in the bottom left-hand corner of the search window. - Remove the first search criteria, enter the new search criteria and click on the dropdown triangle next to
Show, then select
Match all criteria.
The new number of search results is displayed again in the bottom left-hand corner of the search window. - Repeat the process as often as needed until all search criteria have been specified.
- Then click on
Show.
- Enter the first search and click on the expand triangle next to
- Repeat and save searches locally
Some searches are regularly performed in the same way. To avoid having to reassemble complex searches each time, these searches can be saved and used repeatedly.
Example: all current customers who have ordered the newsletter but have not yet received it- Click on
Recent searches in the bottom right-hand corner of the search window to call up the last searches performed. The list of recent searches is sorted chronologically (descending). Details of the search are displayed in an inspector window on mousehover.
Note: You can specify the number of recent records shown here underOptions >
Settings > Most recent records.
- In the drop-down menu, click on
Start search to perform the same search again unchanged.
- To copy the search criteria but add some changes, click on
New search >
Copy data in the drop-down menu.
- Select
Save as favourite to prevent a search from disappearing from the list as it slips to the bottom. Favourites stay at the top of the history list and are not deleted.
- Click on
- Save searches externally
To forward a search to another user, save the search steps externally as an SEA file.
- Carry out a complex search as described above.
Note: Do NOT choose to Show the search results - Click on the dropdown triangle next to
Search and select
Save search steps to save your search criteria on an external data carrier. Make sure to select a speaking name for easy retrieval.
- To perform the saved search, open the search window and select
Search >
Load saved search >
Show search results.
- Carry out a complex search as described above.