Search Local and Global Accounts

The instructions in this article relate to Search Local Accounts and Search Global Accounts. The icon may be located on your StrataMax Desktop or found using the StrataMax Search.

Search Local Accounts and Search Global Accounts are designed to report account codes that have either a different description or do not exist in the Master Chart. They will also include all account codes that match the Master Chart. These areas will assist in reporting these account codes and assist with updating Account Maintenance and Change Code Number. This is the primary tool to use with the Post Building Transfer process. The difference between the two searches is that the building filter is immediately available in the Search Local Accounts.

Security Setup

To access Search Local Accounts and Search Global Accounts, the user must have permission set to 'Allow' for Search Local Accounts and Search Global Accounts under the 'Menu' category in Security Setup.

Search Local Accounts and Search Global Accounts

Search Local Accounts is best used for a single building, and Search Global Accounts does not include a building restriction and displays all account codes globally. Both are designed to assist with identifying account codes that contain a different description or do not exist in the Master Chart. Editing the name of the account code can also be done on this screen.

Search or select Search Local Accounts or Search Global Accounts.
By default, the fields Account Code, Description and Master Chart Status will be applied. The Global Accounts Search will include the field Building Number.
To add another field, click the green plus button, then select the Field by clicking the drop-down menu.
Based on the selected Field, the Condition can be changed if required, and then you can change/choose the required Value.
Click the Advanced button to display additional tabs down the left side:
- Columns to add, remove, or change the order of the columns.
- Sort Order to change how the data in the table is sorted (by column, A-Z, etc.)
- Advanced to change the maximum number of records to display in the table (10000, 1000, etc.).
Click the Refresh button to display the records.
If you would like to, you can export the data to an Excel sheet by clicking the Export button.
If the search contains useful restriction and column sort order fields that are frequently reviewed, it can be saved as a saved search for regular use.

Master Chart Status

To assist with account code cleanup, the Master Chart Status can be added as a 'Field' to report if the account code is one of the following statuses. This option may be useful if a property has been transferred from another StrataMax manager so that action can be taken to align with your master codes in Account Maintenance (available to be done in this search using the Edit button below) or Change Code Number.

Not in the Master Chart.
Matches Master Chart.
Different Description.

Search or select Search Local Accounts or Search Global Accounts.
Adjust the 'Field' to include 'Master Chart Status'.
Click Advanced and review Columns to add the 'Master Chart Status' in the available Columns.
Click Refresh to display the records.
Click Export to produce the results into an Excel report.

Edit Account Codes

You can edit the account code from each of these search screens. This will provide a quick access area to Account Maintenance, allowing you to edit the account code to align with your master account codes.

Follow the steps in Search Local Accounts and Search Global Accounts to locate the account that needs editing.
Select the account code and click the Edit button.
Edit the Description field to match the Master Chart. Review any other fields in the account code setup and adjust if needed.
Click Save.

Search Local Accounts or Search Global Accounts | Saved Searches

'Saved Searches' are designed for convenience so that you can save a selection of fields, columns, and a specific sort order so that it can be loaded later.

'Saved Searches' can also be set as the 'default' search for the selected screen. This means that the selection of fields, columns, and specific sort order will be the one chosen whenever the menu screen/icon is selected.

'Saved Searches' can be saved for the current user, globally (accessible to all users), or for a specific user group.

If a Saved Search is loaded/opened this will be noted at the top of the search screen.

Saved Searches | Security Setup Permissions

A security permission will either allow or deny individual Users or User Groups access to create or delete a search. The permission is called ‘Save Group and Saved Searches’ under the 'Menus' category in Security Setup. You can also type the word ‘Search’ into the filter field and click the Filter button to see the permission.

If the User or User Group do not have the permission set to 'Allow' then the ability to save a search for all users or a user group will be inactive.

Saved Searches | Set up a new Saved Search

Configure the required fields and click the Refresh button to display the required data.
- Optionally click the Advance button to also configure the displayed columns, and specific sort order.
Click the Refresh button to display the data.
Click the Save Search As button, and the 'Save Search' window will appear.
Enter a 'Name'.
Select one of the three radio buttons, depending on your requirement:
- Available to current user only will save the search for the current user only.
- Available to users in security group will save the search for the User Group selected from the drop-down (this radio button is only available if you have the right permission, and the User Groups available in this list are limited to the User Groups that you are a member of).
- Available to all users will save the search for all StrataMax users (this radio button is only available if you have the right permission).
Optionally tick the Save as default box to load this 'Saved Search' whenever the menu screen/icon is opened.

Saved Searches | Load or Delete a Saved Search

At the bottom of the screen, click the Load/Delete Search button.
In the 'Load Search' window, click the blue Load button to load the Saved Search, or click the red cross button to delete the Saved Search.
If you click the Load button, the 'Load Search' window will disappear, and the screen will refresh automatically and load the Saved Search data.
If you click the Delete button, a confirmation pop-up will appear; Click Yes to confirm the deletion.

When a Saved Search is loaded/opened, the Saved Search name will be noted at the top of the search screen.

Saved Searches | Edit a Saved Search

If the Saved Search you want to edit has been set as the default search, it should be on screen already, and you can proceed to the next step. Otherwise click the Load/Delete Search button.
In the 'Load Search' window, click the blue Load button.
Now make any changes required to the required fields, and optionally click the Advance button to also configure the displayed columns, and specific sort order.
Click the Refresh button to display and check the data.
Click the Save Search button to save the applied changes.

Saved Searches | Add To My Dashboard

As of StrataMax version 5.6.98, there is the option to add certain searches to your own Dashboard. This is limited to your own Dashboard only (you cannot add it to the Dashboard of another user or group), and only available in these specific 'Search' screens:

Follow the steps to set up a new Saved Search, or edit a Saved Search (see the two relevant sections above).
In the 'Save Search' window, click the Add To My Dashboard button.
The 'Dashboard Configuration' window will then appear.
The Report drop-down menu cannot be changed from 'Saved Search'.
The Display Title can be changed to whatever is required.
Choose the Display Type that is preferred. See Display Types for more information.
Tick Show On Desktop if preferred.
Depending on which Display Type was chosen, the fields for the different number values will change. Observe the Preview to assist with picking the right number values suited to the Display Type.
Click the Save button.
Back in the 'Save Search' screen, there are now buttons to Edit Dashboard and Delete Dashboard.
Click the Close buttons on any remaining screens.

Examples of Searches for Dashboard

The below are some examples of saved searches that can be used as a dashboard to either prompt based on particular dates or to provide quick access to information & reporting. Examples are reliant on fields being populated with data and information as part of your processes and your particular setup of Restrict To, Display Columns and Sort Order may vary to suit your requirements.