Search Criteria/Results Page

• Search Criteria
• Grid Toolbar
• Search Results
• Actions Toolbar

Here is an example of the Search page:

The following list defines each section on the Search page:

1. Search Criteria - the fields in the Search Criteria section are used to filter the search results. If no criteria are specified, then the search result section displays all data. The fields in the search criteria section may contain the following search tool icons:
   • - fields that are related to other views contain the Quick Lookup tool icon which opens the view related to the selected search field. If you refer to the image of the Customer Master (SU13) view above, you can see that the 'Company', 'Paying Office', 'Province/State', 'Currency', 'Bank', 'Ship Via', 'Account Manager' and 'Sales Rep-SU' fields in the search criteria section include the Quick Lookup icon. Here is an example of the Province/State view that opens when you click on the lookup icon for the 'Province/State' field:

     

     When the Lookup view is open, you have the opportunity to:

     1. - select a single record by clicking on the Select Record icon, or select multiple records by clicking on more than one check box to the left of the records.

     2. - select all records displayed in the grid by clicking the Select or Deselect all Rows check box to the left of the column identifiers (headings).

     Note: If you select a single record using the Select Record icon , the system will automatically open the 'parent' view and the selection is displayed in the selected field. If you have selected multiple records, you must click the Select action button to complete the action. All of the selected records will be automatically displayed, separated by commas, in the selected field.

   • - fields that pertain to date related data contain the Calendar tool. You can use this icon to select a single date. If you refer to the image of the Customer Master (SU13) view above, you can see that the 'Last Change' field in the search criteria section includes the calendar icon.

   • - fields that are related to a predefined table display the Valid Value icon that, when clicked, displays the valid selections for the search field.
     • If you refer to the image of the Customer Master (SU13) view above, you can see that the 'Account Type', 'Account Status' and 'Prospect Status' fields in the search criteria section include the valid value icon. Here is an example of the valid values that are available for the 'Account Status' field:

Note: You can use Search Operators and Query-by-Example expressions in all search fields. For more information on Search Operators and Query-by-Example expressions, click here .
• If you include a field name in the Search Criteria section that exists in more than one table, the table name also displays. For example, the Sales Rep-SU field exists in two tables. When you add this field through personalization, the table name displays beside the field name. Here is an example from the Customer Master search results section which illustrates that the Sales Rep-SU field exists in the Consolidated Accounts view and in the Customer Master view as a recoded customer:

2. Grid Toolbar - the Grid Toolbar identifies the number of records on the current page out of the total available records and offers one or more of the following options (depending on the view):
   • Export to Excel , if permissions have been assigned to the logged in user.

   • Generate Graph (this option is not available on all views).

   • 'Use Selected Records as Criteria for Action' (this option is only available for views with 'Create', 'Update' and 'Delete' functionality).

   When you have multiple results pages, the Grid Toolbar offers you page/record navigation. Here is an example of the Grid Toolbar with multiple results pages:

• Records 21 - 30 of 400+ - displays the records listed on the current page, for example 'Records 21-30', and the total number of records found, for example 'of 400+'. The number of records that are initially retrieved and the maximum number to retrieve can be controlled through the Personalization of the view on the Search Results folder. For more information on Personalizing the Search Results folder, click here.
  • Note: when a '+' displays beside the total number of records, then more records are in the View but only the indicated number of records are displayed in the View when 'Show All' is selected.

• Export to Excel - enables you to export the current results set into Microsoft Excel, so that the data can be manipulated and/or formatted from within that application. The maximum number of records will be exported, in this case 400 records can be exported to Excel. If the current View has 400+ records, and you want to retrieve all the records, you must change the Maximum Records to Retrieve on the Search Results folder. Note: This option is only available to user names with permission to Export data to Excel.

• Generate Graph - enables you to create a graph from the search results of any view that includes math-enabled fields. Depending on the relationship of your data-set and number of math-enabled fields in your search results, the characteristics of the graph generated will vary. Note: This option is only available when the View includes math-enabled fields.

• Use Selected Records as Criteria for Action - (this icon is displayed on the Customer Master (SU13) image at the top of this topic) when you click on this icon, one or more of the following 6 options display from the drop list:
  • Edit All Records with Excel – opens an editable Excel spread sheet that contains all of the records retrieved from the search up to the quantity entered in the 'Maximum Search Results Records to Display' field for this user. Note: This option is only available if Excel is installed on your PC and the user has been assigned the Web Services license.

  • Edit with Excel – opens an editable Excel spread sheet that contains all of the records selected from the grid. Note: This option is only available if Excel is installed on your PC and the user has been assigned the Web Services license.

  • Delete – a window opens with the following message: "Are you sure you want to delete these records? Yes/No". If you select 'No', the window will close and the record is not deleted. If you select 'Yes' the record is be deleted. Note: Records will not be deleted if they are in use anywhere else in the system.

  • Update Field – a window opens with the following message: "Updating x Records in (the current view name)”. The window includes a Field drop list that allows you to select the field you want to update. An input field automatically opens allowing you to enter the new information. Click Submit to update the record or click Close to cancel the request.

  • Export to Outlook Appointments – a window opens with the following message: "Export to Outlook Appointments. Updating Records ... ". You may also get an Internet Explorer message that appears on top of this window. If you do, simply click Yes in response to the Internet Explorer message. When the export is complete, the following message displays: "Number of Records Updated: #" (where '#' represents the number of records created). The records selected for export will now appear in your Outlook Calendar.

  • Export to Outlook Tasks – a window opens with the following message: "Export to Outlook Tasks. Updating Records ... ". You may also get an Internet Explorer message that appears on top of this window. If you do, simply click Yes in response to the Internet Explorer message. When the export is complete, the following message displays: "Number of Records Created: #" (where '#' represents the number of records created). The records selected for export will now appear in your Outlook Tasks.

  Note: When using any of these options, you may inadvertently delete or modify records that you did not mean to change. The records can only be recovered to their original state from a backup of the system.

• Previous - performs one of the following:
  • Displays the previous page of search results, when on a Search Criteria/Results Page;
  • Is disabled/hidden if the first page is being accessed;
  • Is not displayed if there is only one page in the search result set.

• Next - performs one of the following:
  • Displays the next page of search results, when on a Search Criteria/Results Page;
  • Is disabled/hidden if the last page is being accessed;
  • Is not displayed if there is only one page in the search result set.

• Page n - displays the page that you select from the drop down list. This option is not available if there is only one page in the search result set.

• Show All - displays all records in the current search result up to the maximum number of records. This option is not available if there is only one page in the search result set.

• Show Pages - appears once you click Show All, and returns you to the page-by-page navigation. Clicking on 'Show Pages' brings you back to 'Show All'. This option is not available if there is only one page in the search result set.

3. Search Results - displays the records that match the Search Criteria query. The Search results section is the bottom half of the view within the "Grid" section. Here's an example of the search results/grid section:

• Every column within the Search Criteria/Results can be sorted by ascending or descending order. Simply clicking on the column title, for example , allows you to change the sort from ascending to descending (and vice versa). An arrow displays next to the column title to indicate the sort order.

• When you hover over a link type field in the search results, the first 10 records (maximum) of the related view display. In the following example, the Product Details, Comment Detail and Supplementary Charge Details link type fields offer this hover over functionality. When you hover over the Product Details link, you will see the following information display:

• If you include a column in the Search Results section that exists in more than one table, the table name also displays in the column name. For example, the Address 1 field exists in two tables. When you add this column (field) through personalization, the table name displays beside the field name. Here is an example from the Customer Master search results section which illustrates that the Address 1 column exists in the CRM Trade Show table and in the Company table:

  

The following icons are available in the Search Results section of a view:

1. Use Record as Criteria for Action - click this icon to open the Link To list. The 'Link To' list is unique for each View and offers an easy method to navigate to related views using key data elements from the current record. Here is an example of the menu that displays when you click 'Link To':

   
   ^{Example of the Link To menu}

   Note: If the Search Results line is a Subtotals Only, Subtotals and Grand Totals or Grand Totals Only, the 'Use Record as Criteria for Action' icon is not available.

   • Recent Views - the Recent Views sub-menu and list of identifying tree links do not appear in the pop up menu when the entire list is viewable (i.e., no scrolling is needed since the total number of items listed is less than 10). If there is more than 10 items listed, this option only appears if you have linked to other Views from the current View. When you click on this option, a list of the Views recently accessed by your User name displays. Click on any View and it opens in your current browser window. Use the browser's Back button to return to the original View.

   • Related Resource Group - when you click on this option, a list of views related to the current view through the Related Resource Group assigned on the Details folder on the Personalization pages display. For example, if you are in the 'Invoice Register' View, the Related Resource Group include the Invoice Register GL Detail, Invoice Register GL Summary, EFT Invoice Register and IN44 EFT Log. (These represent elements of the IN44 Register that were previously separated by page breaks in the hard copy report.) Note: Not all Views will have a Related Resource Group set up.

   • List of Views (below the other two options) - an alphabetical listing of related views, both personal and system, that have some relationship to the Search Results detail record display. For example, when you are on an Invoice Register detail record, you can link to the Customer Master View for the Customer on the Invoice.

2. View Record Details - click this icon to open the Details Page for the current record in the Search Results list box. Note: If the Search Results line is a Subtotals Only, Subtotals and Grand Totals or Grand Totals Only, the 'View Record Details' icon is not available.

3. Open Outlook Contact/Appointment/Task – icons display for the each Outlook application. When you click on the icon, the appropriate Outlook application automatically opens for the current record if a Contact, Appointment or Task is associated with the record. The following icons display:
   • - Open Outlook Contact

   • - Open Outlook Appointment

   • - Open Outlook Task

   Note: If no Outlook activity is associated with the record, the following message displays: "Outlook: item not found. OK".

4. Actions Toolbar - the Actions Toolbar for the Search Criteria/Results page contains the following icons:
   • Search - initiates a database search for records matching the criteria selected in the Search Criteria section.

   • Clear - clears the Search Criteria input fields.

   • More Actions - allows you to select the 'Create Records with Excel' option which opens a blank Excel spread sheet. This blank spread sheet page only contains the headings from the search results page. The More Actions button is available on the Actions Toolbar only if the view has 'Maintain List' functionality.

   • Create - if the view has 'Create', 'Update' and 'Delete' functionality, the Create button displays on the Actions Toolbar. When you click on Create, the 'Create' view opens allowing you to create a new record.

   • Personalize - opens the Personalize window in a separate browser. This enables you to create custom or personalized output for the current View. Note: this option is only available to users with permission to customize Views.