Using the search facility

Contacts and assets may be located quickly and easily using the global search facility. Simply typing in the first few characters of a contact name or asset will instantly search for all matching records - both contacts and assets alike - and display the results in tabular form. So, for example, typing in the search value smith will locate all contact records where any field - first name, middle name or surname - has a matching value; assets with a corresponding address element - sub-dwelling, street, locality, etc. - will also be displayed. Similarly, typing in an address component - with or without comma separators - will return all possible asset matches, as well as those contacts linked to a comparable address. An end user can then focus on the returned results for contacts or assets separately by virtue of the Expand option, located on each corresponding form. Once selected, that subset of data will be presented in ‘full screen’ mode; the complementary Collapse option can be employed at any time to restore the default view.  To aid record identification even further, the range of fields that are displayed against each returned result can be customised via the Menu option, with these settings being retained for subsequent searches on an individual user account basis.

A more advanced search can be conducted using the spy-glass () icon, retrieving information stored across the many different modules contained within Civica Cx Housing. The foundation for all simple and complex searches is the selection of inter-related criterion, enabling an end user to return a filtered set of results sufficient to extract individual records or cohorts. The Search for field is used to identify the type of records that are to be returned in the search results, with the chosen value dictating the range of related entities that can be used to control how the target records will be identified – accessible via the Search by field. The criterion entry fields are then updated dynamically to match these selections and by using the Add Criteria button, the range of conditions can be layered to control the level of filters applied to the final search results. Once all criteria has been added, the Search button will apply those complementary filters to the database and return all matching records. The option to save frequent queries as ‘favourites’ avoids the need to rebuild quite complex search criteria from scratch. These favourite searches are not only maintained as a separate list for each system user, they can also be shared with other colleagues across the team and throughout the organisation.

All results returned via the global and advanced search engines take full account of the entities - discrete data elements - to which the end user security profile has been granted access, by virtue of the assigned functional units.

The procedure to conduct an advanced search is as follows:

1. Click on the Advanced Search spy-glass (). The Advanced Search window is displayed.
2. Using the Search for drop-down field, select either Account, Agreement, Application, Appointment, ASB Case, Asset, Communication, Contact, Contact Group, CRM Communication, Inspection, Invoice, Repair Request, Resource, Work Order, etc. to control the category of results that will be returned.
3. Using the Search by drop-down field, select either Account, Agreement, Application, Appointment, ASB Case, Asset, Communication, Contact, Contact Group, CRM Communication, Inspection, Invoice, Repair Request, Resource, Work Order, etc. to control the category of search fields available 1.
4. Enter the required criteria into the corresponding search fields provided. These are a combination of text entry fields, date range fields, tick boxes and drop-down lists (single- and multi-selection) relevant to the active Search by criteria set. Refer to the table below for a breakdown of the fields available under each category.
5. Click on Add Criteria. The specified search criteria is summarised in list format.
6. Repeat steps 3 through 5 to refine the search parameters using additional criteria 2.
7. Optionally, to revise a search criteria entry, click on the adjacent 'edit' icon () and apply the required changes; to remove a search criteria entry, click on the adjacent 'delete' icon ().
8. Click on Search. All matching records are returned in the Results tab.
9. Double-click on the row containing the exact record match or return to the Criteria tab and refine the filtering conditions 3.
10. Optionally, to store a search query: (a) Click on Save Favourite - The Save Favourite window is displayed; (b) Enter a Name for the new favourite search query into the field provided 1 4; (c) Use the Description field to add contextual data in support of the new favourite search query; (d) Choose an Effective from date for this favourite search query i.e. the date on which it comes into effect 5; (e) Choose an Effective to date if the favourite search query is to be reviewed on a specific date or to capture a change of circumstances - a blank field means the inherent criteria will be continually valid; (f) Click on Save - The new search query is displayed in the My Favourites summary table (accessible via the Favourites tab).
11. Optionally, to share a favourite search query with other system users: (a) Click on Favourites - The Favourites tab is activated, revealing a list of all search queries constructed by the end user, as displayed in the My Favourites summary table; (b) Highlight the row matching the favourite search query to be shared with other system users; (c) Click on Share With Others - The Share Favourite window is displayed; (d) Using the Share with drop-down field, multi-select all system users that will be granted access to the search query 2; (e) Click on Save - For each selected user account, the Shared By Others summary table will include the additional search query.
12. Optionally, to execute a stored query: (a) Click on Favourites - The Favourites tab is activated, revealing a list of all stored queries accessible by the end user, as displayed in the My Favourites and Shared By Others summary tables; (b) Highlight the row matching the favourite search query to be executed; (c) Click on Search - All matching records are returned in the Results tab.

Tip

1 To aid in identification purposes, it is good practice to devise and uphold a consistent naming convention for all favourite search queries.

2 Where only a small number of user accounts are not relevant, activate the All tick box first and then deselect individual entries from the full list, as appropriate; the All tick box will be automatically removed once a user account is deselected.

Note

1 The Search by options available for selection will be automatically filtered based on the overarching Search for target results category.

2 Each Search by category can be used once to compile a list of interdependent filtering criteria.

3 The Advanced Search tool can also be used to confirm that a contact, contact group or asset does not yet exist on the database and therefore a new record can be created without fear of duplication.

4 System validation rules ensure that the name entered for each new search query is unique for the effective period.

5 The Effective from date defaults to the current system date and cannot be left blank.

See related topics...

Functional unit management overview

To create a new functional unit definition

To add entity criteria to a functional unit definition