- Add [N] to any search to also search Record Notes. This will search for any Record that has your search term(s) contained anywhere within the notes. This will slow down your search significantly so use with caution.
- Add [E] to any search to change the search to an "Exact" Search. Standard searches typically will find any Records where ANY of the search terms match the Record data. The [E] flag will force the search to only show Records where ALL search terms are found.
- To search for a numeric or date range you can enter two numbers or dates divided by a pipe symbol - i.e. searching for "3|5" (no quotes) will find any Record where any data field has a value from 3 to 5. So, 3, 4, 5, 4.5 3.75 would all match whereas 2, 6, 8 etc. would not. The same works for dates.
- If you want to further refine your search to look for a specific value only in a specific field you can format the search as "FIELD|VALUE". For instance, "LASTNAME|SMITH" would find all Records where a data element named "LASTNAME" had the value starting with "SMITH".
- You can search for ranges in specific fields by combining the last 2 methods. For example, you can find any Record with a date of birth in 2013 by using "DOB|1/1/2013|12/31/2015" (no quotes) in the search field.
- You can search for a specific Document ID by using DOCID:## (where ## is the ID) and that will bring up the corresponding Record while also opening the requested document.
- To search for a phrase, enclose the search in quotes. To look for a name of john smith make sure to include the quotes around the name "john smith" to have the search match a single data element on the quoted string.
Record Type Searches
- Searches using the Record Type fields are exact match searches by default. This means that if you enter "john smith" (no quotes) in a name field then the system will only find records where the name "john smith" is contained. It will not find "john smithson" or any variation.
- If you want to search for Records where the value you enter is not an exact match in the field you can use % as a wild card. Here are some examples:
- If you want to find all the names that start with “JOHN” you use “JOHN%”
- If you want to find all the names that end with “SMITH” you use “%SMITH”
- If you want to find all the names that contain “SMITH” you use “%SMITH%”
- If you want to find all the names that start with “JOHN” and end with “SMITH” you use “JOHN%SMITH”
- If you want to find all the names that DO NOT start with “JOHN” you can use “!JOHN%”
PLEASE NOTE that by using the % symbol at the beginning or in the middle of the search field the search will be slower. However, if you use it in the middle or at the end of the value the search will still be fast.
- Separate multiple search values with the word OR to match on more than one value. For instance, if you have a field called LASTNAME you can search for anyone named Smith or Jones by using "Smith or joneJ" (no quotes) in the search field.
- You can also perform OR searches by using the 'Toggle Multiple Value Search' option to the right of each field in the search form which supports this action. For text fields you enter one OR value per line. For option fields you can use the SHIFT and CTRL keys to select more than one option for which to search.
- To search for Records where the LASTNAME field is empty you can use # in the field.
- To search for Records where the LASTNAME field is NOT empty you can use !# in the field.
- To search for dates that are relative to "today" you can use variables. For instance you can use [DATE] to represent the current date and time. You can also use [DATE(-3,Y)] to represent the date 3 years ago today. This is handy for saving and re-running searches that are always date relative. You can read about "variables" in here.
- Searching with linked fields require that you select one of the linked entries in order to have a value to search. However, wild card characters (%) are allowed for partial searches.
- When using the "Currently assigned to me in workflow" option in the Advanced search, clicking on a Record in the search results will load that Record as if it was loaded from the workflow item list.