Searching

The Search Accounts screen is used for inserting contact logs, prospects, donor class and associations in bulk, as well as exporting account lists into excel.

To open the Search Accounts screen navigate to Accounts > Search Accounts.

Fill Lists

In order to use Look Up By Name, ID or Recent Caller ID to search for accounts, you must click on fill lists to populate the list for searching. It can be set that Look Up By Name gets filled automatically, so that you don't have to click fill lists. This is only recommended for smaller databases, on large databases it would slow down the system.

Searching for Accounts:

1. Look Up By Name - This is a list of everyone in your system, in alphabetical order. As you type the last name it will bring you to the name on the list. Select the name you want and press GO to open the account.
2. Look Up By ID - Enter the Account ID and click GO to open the account
3. Look Up By Recent Caller ID - If the system is connected to your caller ID, you can view recent caller ID and it will bring you to the matching account. Press GO to open the selected account.
4. Select Fields To Search - You can search on one or more of these fields. If you click on the check box next to the field, that field will be included in the search. Look Up By Name, ID and Caller ID are not included in the search.

• To clear the search, click on Clear.
• The green refresh button next to the Last Name, Associations and Not Asc will update the drop down lists, so that it will display all data that was entered since the screen was first opened.

Fields to Search By:

The quickest way to search is by first name and last name. The more information you put in, the more it narrows your search. You can add address, phone, etc. Be sure to click the checkbox by each field entered to include it in your search. Click on "Search" to bring up all accounts that fit your criteria.

1.   Last Name - List of all the Address Care Of line and all last names in the system, including the company and maiden names. If selected, it will search for any accounts with that name as the last name, company name, maiden name or Care Of line of an address.
   e.g. Stern - will show all accounts with the name Stern in either their last name, company name, maiden name or address care of line
2.  Names - Will search for all accounts that the typed text is contained in any name field. This also includes names for individuals listed on the account.
   You can use % to separate between criteria in the following fields - Names, Addresses, Telephones and Notes.
   Example: To search for someone with the first name of Zalman and his wife's name is Chany. Type zalman%chany. Just keep in mind that it does the search in order, so that if you want to include last name, first name and wife name, it should be done in that order (last%first%wife).
3.  Address - searches for the contained text in any part of the address field
4.  Telephones - searches any part of the telephone field including email addresses
   e.g. typing support@admng.com - will show all accounts with this email address
5. Exclude Inactive - will exclude all inactive accounts (where both his and her inactive are selected).
6. Has Default Address - will limit the search to those accounts that have a default address.
7. Associations - Accounts that are flagged with the selected association.
8. Notes - Searches for accounts with the contained text in the pledge, payment or account notes.
9. Not Asc - The search will exclude all accounts with the selected associations

Filter:

Allows you to create custom conditions for searching. Either select an existing filter or create a new one.

Note: By checking off the filter, and choosing a particular filter, or by creating a new one, you will be limiting the accounts that you are searching for based on the criteria of the filter.

Format:

How would you like the data to display in Search Results. Use the to set the format as your default.

Account Look Up Standard - Account ID, SystemDisplay1, All Names in separate columns, Address, City State Zip, Address ID, Tels, Email, Account Notes

Account Look Up Mail Format 1 - Account ID, Last Name, Company Name, His Name, Her Name, Address Line1 - Line 6 (formatted for mailing), Date Entered, Entered By, Line Dear (for letters), Sort, Street Address split into individual columns, Address ID, Account Type - 1=personal, 2=business, Email

Account Look Up Mail Format 2 - Account ID, Names, Company, Address1, Address2, CityStateZip, Country, Account Type, Line Dear, Sort, Last Name, Street Address in separate column.

Account Look Up Mail Format 3 - Account Id, Account Code, Last Name, His Name, Her Name, Line1 - Line6, Date Entered, Entered By, Line Dear, Line Dear No Override (salutation not used), Sort, Both Titles, Both Firsts, Both Firsts2(Her Name first), His Full, Her Full, One First, One First Initial, One First2, Both Titles Last Name, His Title, Her Title Standard, System Display (how it appears in the program), Street Address in separate columns, City, State, Zip, Address ID, Salutation, Name Format, Account Notes, Both Inactive 0=False 1=True, Ignore Him, Ignore Her, Account Type, Email

Account Look Up w/ All Address - Account ID, Company Name, Last Name, His Name, Her Name, Address, City State Zip, Address Type, Street Address in individual columns, Address ID, Address Notes, Tels, Email. An Account that has multiple addresses will display once for each address.

NOTE: Searches in this format cannot have contact logs, associations or prospects inserted.

Account Actions:

Once your list of accounts populates based on what you were searching for there are a number of actions that could do to the accounts that came up.

1. Select Accounts:

• Select All: you can choose everything in the search results screen
• Deselect All: remove the selection from everyone.
• Invert Selection: uncheck all those that are checked, and check all those that are not checked.
• The most basic action is to open a particular account – the account to open must be selected. You can right click and open, or click the open button on the bottom right of the search accounts screen.

2. Export - You can export the list displayed under search results. It will prompt if you would like to update before exporting. (You would do this if you changed the criteria, or more data has been entered since you ran the last selection.) You can also select only certain accounts from the list to be exported. You will be prompted to only export selected accounts.

3. Log - Allows you to add contact logs all the names in the selection. This will allow you in the future to query anyone who received that log.

Example: You sent a mass email with a thank you for all donations over $1000. You can log this correspondence on the account for future reference

• Click on Log
• Choose a Log type. (e.g. Mail, phone, etc.)
• Give it a name (e.g. Letters for Dinner)
• Enter a date (double click to fill in today's date)
• Enter notes if applicable
• Click ok

4. Associate - (Mass Association) Allows you to add all the names in the selection to an association. It will prompt if you would like to update before associating. (You would do this if you changed the criteria, or more data has been entered since you ran the last selection.) You can also select only certain accounts from the list to be associated. You will be prompted to only export selected accounts.

• Click Associate
• Select yes or no to update before updating.
• Select yes or no to update only selected records.
• Choose an association
• Occasion (Optional)
• Notes if applicable

5. Prospect - You can create prospects based on the search results. Clicking on Prospect will prompt you if you'd like to create prospects only from the accounts that are selected or for all accounts listed in the search results. If an account has an existing prospect with the selected occasion, a prospect will not be reinserted and you will be alerted with the number of accounts that have existing prospects.

• Click Prospect
• Select yes or no create prospects from accounts selected or all accounts in the search results
• Choose an occasion and solicitor
• Name the group you'd like to identify these prospects
• Select a status
• Choose the target amount you would expect from this group
• Select the preferable way to contact the prospect
• Notes if applicable
• The Copy From Occasion option allows you to populate the fields based on the information listed for the selected account under another occasion.

Ex: to create prospects for Dinner 2007 with the same information that was listed for Dinner 2006 - Check 'copy selected prospect fields from' and select Dinner 2006. In the occasion box, select Dinner 2007. Check off 'copy' for all the fields you want the information to be copied. Any account that does not have any prospect information for Dinner 2006 will not have a Dinner 2007 prospect status created.