Searching For Records
Simple searches allow you to find records with one common characteristic. For example, a simple search can find all of the orders placed after a particular date. To perform more complicated searches involving more than one characteristic, such as finding orders after a particular date that also have a particular status, see More Choices Search below. To perform a simple search, do the following.
If necessary, open the appropriate List or Modify window for the records you wish to find.
For example, if you were looking for orders, you would choose List Orders or Modify Orders from the Order menu.
Choose "Open search window" from the Search pop up menu.
Decide exactly what you wish to search for before continuing.
For example, do you want all of the orders with a particular status, or do you want all of the orders that do not have a particular status?
Select the field you wish to search on from the first pop up menu.
If the field is not listed in the pop up, see More Choices Search below. Notice that the window now reads something like "Find orders where the status..."
Select the appropriate item from the next pop up menu.
For example, if you were looking for orders that do not have a particular status, you would select "is not."
Enter the
Note that you may be able to select the value from the field's pop up menu (the downward pointing arrow to the right of the field).
Read the window from left to right and top to bottom to make sure you have entered everything correctly.
For example, if you were looking for orders that do not have a status of Complete, the window should read "Find orders where the status is not Complete." If you were looking for orders that were placed before 1/1/05, the window should read "Find orders where the date is before 1/1/05."
If you are currently working with a subset of all of the records and wish to search only within the subset, check "Search only in the current set of records."
Click the Search button.
Success Tracking will search for the records.
Before performing a "More Choices" search, see if a "Simple" search will meet your needs. See Simple Search above.
To get a good feel for how these searches are performed, see the example searches in this section.
If necessary, open the appropriate List or Modify window for the records you wish to find.
For example, if you were looking for orders, you would choose List or Modify Orders from the Order menu.
Choose "Open search window" from the Search pop up menu.
Decide exactly what you wish to search for before continuing.
For example, do you want all of the orders with a particular status, or do you want all of the orders that do not have a particular status? If you are searching for records with multiple characteristics, decide how the characteristics are related. For example, do you want the orders with a particular status that were placed before a certain date? Or do you want the orders with the status, regardless of their dates, in addition to the orders placed before the date, regardless of their statuses? Orders found using the former criteria will have the status and will be before the date. Orders found using the latter criteria will have the status and/or will be before the date. The former criteria is more restrictive since it requires each order to match two constraints whereas the latter finds orders that match either constraint.
Click the More Choices button.
Note that you can have the More Choices window appear when you initially open the search window by checking the "Show More Choices Upon Opening the Search Window" box.
If the pop up menu labeled "Find the" is not set to the type of records for which you are searching, select the proper value from the pop up.
This is a very rare occurrence. You only need to change this pop up's setting if you need to search for other types of records before searching on the records you actually wish to find. To understand when this might be necessary, see Search Example 3 in this section.
Select which records you wish to search through from the pop up menu to the right of the pop up labeled "Find the."
Select the field you wish to search on from the second pop up menu on the second line.
If the field is not listed in the pop up, it may not be within the records in which you are searching. The field may be in related records. For example, when searching for clients, you cannot search on their sessions' product lines directly. Select a set of related records from the pop up menu to the left. The related entries begin with "that have a..." Then, select the field you wish to search on from the pop up menu. For example, if you were searching for clients with sessions within a particular product line, you would select "that have a session" from the pop up to the left and "with a product line that" from the pop up to the right. See Search Example 1 in this section.
Select the appropriate item from the next pop up menu.
For example, if you were looking for orders that do not have a particular status, you would select "is not."
Enter the
Note that you may be able to select the value from the field's pop up menu (the downward pointing arrow to the right of the field).
Select what should happen to the found records from the pop up menu labeled "and."
Read the window from left to right and top to bottom to make sure you have entered everything correctly.
For example, if you were looking for clients who had a senior session and you want to add them to the current set of clients you have found, the window would read "Find the clients within all clients that have a session with a product line that is Seniors and add them to the current set of clients."
Click the Search button.
Success Tracking will search for the records. The total number of records in the currently found set is shown at the top of the window.
To set the current set of found records to all records, click the All Records button.
To set the current set of found records to all of the records not in the current set of found records, click the All Others button.
To fine tune your search, repeat the above steps.
When you are done searching, click the Done button.