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Tips for working with Search Criteria

Finding the field you wish to query
  • Fields in the Select drop down are listed in alphabetical order. The first group are those fields that are directly on the entity. The next group, Related, are those entities that are related to the entity.
  • If you are searching for a value in a field that is directly on the entity, you will find it in the first group of fields.
  • If you are searching for a value in a field that is not directly on the enity, you should choose the related entity where the field appears. Then, choose from the list of the specific fields.
Selecting the value for field
When you select the field you wish to query, you will be presented with options for entering the value for field, depending on the data format for the field.
  • For date fields, you will need to enter the data in a date format and will be given a calendar to help you select the date.
  • For text fields, you will need to type in the data.
  • For picklists, dropdowns, radials and other fields, you will be able to use a Look Up function. To launch, click the Look Up icon on the side of the field box. The Look up dialog box will open and allow you to select the value or values you wish from the list of available values for that field. If you select multiple values, the Advanced Find logic will treat them as OR selections.

Grouping rows of search criteria

If desired, you can group rows of search criteria and define AND or OR logic. To do so:
  1. Click the arrow to the left of a search criteria row, and click Select Row.
  2. Repeat for each row you wish to select.
  3. Once all are selected, click Group AND or Group OR from the top menu.
Note: To group search criteria, you must select two or more rows for the same entity (or record) type. For example, Opportunity Type and Opportunity Status are both field values on the Opportunity entity, so they can be grouped. 

Understanding search behavior
Advanced Find searches for the presence of certain criteria within:
  • a given domain field on an entity (e.g. First Name, Major Value, Staff Assigned, etc) OR
  • a table related to an entity (e.g. Activities, Scores)
In particular when Advanced Find is searching within a related table, the system looks at each record in that table individually to see if they meet the criteria. There is no logic that compares the record to any other record in that table.
For example, let's say you want to find Persons in your database that have Blue activities, but not Red Activities. So, you write an Advanced Find that looks for Activity Value Equals Blue and Activity Value Does Not Equal Red. Your results will return records that have both Blue Activities only and a mix of Red and Blue Activities. Why?

The system is looking at each Activity individually. It is not comparing the Activity to any other Activity in the table. So, if a Person has a Red and Blue Activity, it is meeting the criteria because the Blue Activity matched the criteria. Again, the system is only looking for the presence of an Activity. It is not looking to see if there are other Activities that do/don't meet the criteria.
So how can you get the list you desire? Depending on how you intend to use the results, one approach is to populate an Outreach List using a simple 3-step process:

Step 1 -Create an Outreach List
Step 2 - Use Advanced Find to Add Persons with Activity = Blue
Step 3 - Use Advanced Find to Remove Persons with Activity = Red
You will be left with a list of Persons who have one Activity but not the other.


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