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Creating a new Advanced Find

Creating a new Advanced Find
  1.  Launch Advanced Find. You can launch Advanced Find from just about anywhere within the Enrollment Manager. If the Advanced Find form is already open, click New to start a New Advanced Find.
  2. Select the entity you wish to query in the Look For drop down. See the section below for tips on which entity to select.
  3. Specify the search criteria you wish to use. Click Select to select criteria including the field, relational operator, and values. See the section below for tips for selection criteria.
  4. Save the Advanced Find by clicking the icon for Save As. In the Query Properties dialog box, type in a Name  and enter a brief description, if desired. Click OK .The Advanced Find is now saved as a view and will appear on the Saved Views tab and as a drop down view within the entity area.
  5. To view Advanced Find results, click the results icon. The results will be displayed.
  6.  To go back to the Advanced Find query, select click the Advanced Find tab at the top.
Creating a new Advanced Find using an existing Advanced Find
  1. Launch Advanced Find.
  2. Select the entity you wish to query in the Look For dropdown.
  3. In the dropdown for Used Saved Views, select the existing Advanced Find you would like to use as a basis for your new Advanced Find.
  4. Click Save As, top menu, enter the name of the new Advanced Find. Cllick OK
  5. Modify, save and see the results of your new Advanced Find as desired.
Selecting the Entity for an Advanced Find
 
It is possible to query on just about every entity, or record, within Enrollment Manager. You can also query on entities, or records, that are related to the entity upon which you are building your Advanced Find. For example, you may create an Advanced Find from the Person entity, but that queries fields on related entities such as Test Scores, Opportunities, and Person Organizations.
 
The basic rules of thumb for what entity to select in the Look for area are as follows: 
  • If you want to export the query data via an Outreach List, then it your Advanced Find must built from the Person or Organization entities. (Additional information on Outreach Lists below.) 
  • If you want to Display and/or Export data from an Advanced Find, you are currently limited to displaying/exporting data from the ‘main’ entity queried with some limited data from ‘related’ entities. For example, if you want to display and/or export Scores data, then the query should be built from the Scores entity although you may query other related entities.
As an example: You need to pull a list of students that have an official SAT score that is greater than or equal to 1250. You can build this Advanced Find three different ways:
 1. Use the Scores entity: If you want the output/display to include actual score data fields then your query would be built off the Scores entity.
 
The output will include the person’s name only. The data fields are specific to the other fields you see in the Scores entity form. You can add columns/data from some of the related entities, but not all. See the section regarding adding/removing data field columns for more instruction on how to do this.
 
2. Use the Person entity: If you don’t need to see the score data, but need to query it and see the person’s contact information, then you can build the query off the Person entity. Since Scores is a related entity to Person, you’re initial selection in Advanced Find (to get to scores) is to first select Scores (Person) and then query the related Score data. You can also use this query to populate an outreach list. Reminder: The score data will not be displayed and cannot be exported.
 
3. Use the Opportunity entity: If you want to display the Opportunity related information, you can still query the Score data. Your Look for will be set to Opportunity, then you’ll select the related Person to the Opportunity (Interested Person (Person)) and then the related Scores (Scores(Person)). Reminder: Only Opportunity data will be visible for display or export.
 
For information on search criteria, see the section on Tips for Working with Search Criteria
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