Advanced Find

What is Advanced Find and how it is used within Enrollment Manager?
 
Advanced Find allows users to create queries on different data fields within or across entities. Advanced Finds can be saved for later use within Advanced Find or from the Views of a particular entity. Advanced Finds are also used to:
  • assign, update and export records in mass
  • populate Outreach Lists for mailings, bulk email campaigns and Quick Campaigns/telecounseling.
  • determine which records are examined as part of a duplicate detection job
Advanced Finds created by the users are private until the user opts to share the Advanced Find with others. The user can determine the level of permission (read, write, append, delete, share) that other users can have to Advanced Finds that they have created. A user can also assign an Advanced Find to another user.
 
How is an Advanced Find defined?
 
Advanced Find is based on the properties and criteria specified by the user.  
  • Properties are the attributes of a record or the activity that make them unique—for example, a name, a zip/postal code, or a date when the record was created and/or modified.
  • Criteria are conditions or limitations that define the value of a property and make the search more specific. For example, November 24, 2009 is a date value.
The criteria for the query can search on single fields or it can be expanded to utilize or and and conditions to group selections together. If desired, both the or and the and options can be used in one search view.
 
Launching Advanced Find 
 
You can launch Advanced Find from just about anywhere within Enrollment Manager.  
When you launch Advanced Find, the current entity will always be the default entity that populates the Look for field. This will load the search criteria related to that enity. For example if you currently have Persons open and select Advanced Find, the query will default your applicable search criteria to Person related fields (First Name, Zipcode, State, etc).
 
If you want your search to be specific to a different entity, update the value in the Look for dropdown.


 
Selecting a Saved Advanced Find 
 
If you want to run an existing Advanced Find:
  1. Launch Advanced Find
  2. Select the proper entity in the Look dropdown.
  3. In the Use Saved View list, select the Advanced Find.  
If you don’t see the Advanced Find you are looking for:
  • Check the complete list of saved Advanced Finds.
    • Click the Saved Views tab from the Advanced Find area.
    • In the left corner, click the dropdown for Record Type and select ALL.
  • If someone else created the Advanced Find, confirm that they have shared it with you. Confirm that you have the proper Look for/base entity selected.
Running an Advanced Find
 
After you have selected the Advanced Find, click Results in the top menu. The results of the Advanced Find will be displayed. If more than one page of records is available to view in the list of records, use the Page arrows at the bottom of the form to view the additional pages.
 
Once you’ve displayed the results, you can do one or more of the following using the icons in the top toolbar  
  • Edit a field in mass on two or more records.
  • Assign a record(s) to yourself or someone else. 
  • Share a record(s) with someone else.
  • Delete a selected record(s)
  • Export records
  • Other available actions will depend on the entity. For example, Advanced Find results on Persons will include the options to Add to an Outreach List and run a Duplicate Detection Job.
 Click the Advanced Find tab (top) to return to the Advanced Find properties.