How to run a search

In the following example, we search for all parties with a Person party type from Oxford University in a Cash Management role:

1. Open the Parties module:

   

   In this example, the Party Type field on the Person tab already has a value of Person. This is a default search value and it will display whenever a new search is begun. As with any value in a field (except for read-only values), the default value can be overwritten if it is not relevant to the search you are performing.

   Tip: Different coloured text can be used to indicate each screen mode. In this example, the text displays in red when in Search mode. See Interface options for details about changing screen colours.

2. On the Organization tab, click the Lookup List button beside the Organization field

   -OR-

   Select the Organization field (so that the flashing cursor is in the field) and press F12.

   The Lookup Selection box for the Organization field displays:

   

3. Begin typing Oxford University in the Look For box.

   The (blue) highlight moves to the closest match in the list of values as you type:

   

4. Double-click Oxford University in the list
   -OR-

   Select Oxford University from the list (so that it is highlighted) and then click OK.

   -OR-

   With Oxford University highlighted, press ENTER.

   [Close]

   The Organization field is populated with \"Oxford University\".

   Why are there quotation marks around the value?

   When you use a Lookup List to enter a value in a field in Search mode, all values are treated as a Phrase and entered between quotation marks, even single words, e.g. \"English\". This ensures that a value is searched for precisely as it is entered.

   Tip: If you're uncertain why the quotation marks are paired with a backslash (\"), an explanation is provided here.

   Strictly speaking it is only necessary to use quotation marks around a phrase when you want the phrase to be located precisely as it is entered in the field.

   If you were to type Oxford University into the field rather than selecting it from the Lookup List, you would not need to use the quotation marks as the two values Oxford+University are unlikely to match anything but Oxford University (in fact, a search for University Oxford would also locate Oxford University.

   [Close]
5. On the Roles tab, use the Lookup List to enter Cash management in the Roles field.
   1. Type Cash into the field before clicking the Lookup List button (F12).

      The Lookup List is filtered to values beginning with Cash:

      

   2. Double-click Cash management.

      The Roles field is populated with \"Cash management\":

      

6. Run the search by clicking Search on the Home tab of the Ribbon (CTRL+F).

   The Searching Progress box displays and the search runs using the search criteria you specified.

   Note: If you want to cancel a search while it is processing, click Abort in the Searching Progress box.

   When the search is complete all records that match the search criteria will be listed:

   

You've run your search and a list of records has been returned. Now you want to run a completely new search:

1. Click on the Home tab of the Ribbon.

   The module returns to Search mode and clears any search terms you previously entered.

You've run your search and a list of records has been returned. Perhaps you don't find the record you were looking for or you decide that you need to modify the search criteria for some reason.

To modify a previous search:

1. Click on the Home tab of the Ribbon.

   The module returns to Search mode and all search terms used in the previous search are retained.

2. Add or remove search terms.

   Tip: To clear all search terms, select Clear>Clear All on the Edit tab of the Ribbon (or use the keyboard shortcut SHIFT+DEL).

3. Click to re-run the search.