In StrataMax, search screens provide a practical way to find, review, report, and export information across different areas of the system. These searches can assist with everyday tasks such as checking records, reviewing transactions, following up outstanding items, and preparing information for reporting.
All of the search screens use the same user interface, layout and tabs, even though each one reports on a different area of data. This provides a much easier user experience with uniform functionality. The Column, Sort, and Advanced areas are displayed when the search screen opens, making it easier to review and adjust the available search settings straight away.
Search basics
- Open the required search screen.
- The search screen will open with a table showing the records available for that search.
- Use the Restrict To, Columns, Sort Order & Advanced tabs to set the restrictions, choose the columns to display, and control the sort order.
- Click Refresh to apply any changes and display the updated results.
- If required, click Export to export the current search results to Excel.
- Use the Find First and Find Next options to locate a specific record in the results.
- Depending on the search screen being used, additional buttons such as Details, Transactions, or Report may be available once a record is selected.
- Once the search has been set up, click Save Search As to save it for later use.
- Use Load/Edit/Delete Search to load a saved search, or to edit or delete an existing saved search.
- If a saved search has been loaded and you make changes, click Save Search to save the updates to that search.
- If required, click Add Dashboard Item to make the search available from the Dashboard.
Restrict To
The Restrict To tab is used to define which records should be returned in the search results. This is where the search fields, conditions, and values are entered.
- To add a restriction field, click the green plus button.
- To remove a restriction field, click the red minus button.
- Select the required option from the Field list.
- Select the required option from the Condition list.
- Enter or select the required Value.
- Click Refresh to apply the restriction and update the results.
The available Condition and Value options will vary depending on the selected field. For example, date fields may provide date-based conditions, and some conditions may change or remove the value field depending on the option selected.
If required, the same field can be added more than once to apply different values or conditions in the one search. This can be helpful when refining results without needing to run separate searches.
Conditions
The Condition controls how the search compares the Value against each record. The list of conditions available will change depending on the type of field selected. For example, an amount field will provide numeric comparisons, while a date field will provide date-based options. If a condition mentioned below is not visible, it is not available for that field type.
Text and list fields
Fields that hold text or a selectable list of options (for example Status, Account Manager, or Building Name) provide the following conditions:
| Condition | Returns records where the field... |
| is equal to | matches the value exactly |
| is not equal to | does not match the value |
| contains | includes the value anywhere within it |
| does not contain | does not include the value anywhere |
| is any of | matches any one of the selected values |
| is not any of | matches none of the selected values |
Some text fields also provide starts with and is empty, which can be helpful when searching for records with incomplete information.
Number and amount fields
Fields that hold amounts, balances, or quantities (for example Invoice Amount or Outstanding) provide the following conditions:
| Condition | Returns records where the amount... |
| is equal to | matches the value exactly |
| is in the range | falls between the two values entered |
| is greater than | is more than the value |
| is less than | is less than the value |
| is greater than or equal to | is the value or more |
| is less than or equal to | is the value or less |
| is not equal to | is anything other than the value |
| is empty / is not empty | has no value recorded / has any value recorded |
To search for amounts between two figures, use is in the range and enter both the lower and upper amounts.
Yes/No fields
Fields that record a Yes/No setting (for example Current Building, Deleted, or Audit Done (Last Year)) use the is equal to condition with Yes and No options. Select the required option and click Refresh.
Date fields
Date fields (for example Due Date or Date Issued) use conditions such as is equal to, is greater than (after a date), or is less than (before a date). The Value can then be set in one of two ways:
- Choose a set period. The value list provides a set of fixed periods: Today, Tomorrow, Yesterday, 1 week in the future, 1 week in the past, 2 weeks in the future, 2 weeks in the past, 1 Month in the future, 1 Month in the past, 6 Months in the future, 6 Months in the past, 1 Year in the future, and 1 Year in the past. These periods are calculated automatically from today's date each time the search is refreshed, which makes them ideal for saved searches that should always reflect the current period.
- Enter a specific date. If the timeframe needed is not one of the set periods, tick Specific Dates and enter the exact date required.
Condition Examples
The examples below show how the conditions apply for the different field types when building a search.
Example 1 — Work orders issued in the last month (set period)
- Open Search Work Orders and in Restrict To, add the Date Issued field.
- Set the Condition to is greater than and in the Value list, select 1 Month in the past.
- Click Refresh.
Because a set period is used, the saved search will always show the most recent month when refreshed.
Example 2 — Levies due in the last five years (specific date)
- Open Search Levies and in Restrict To, add the Due Date field.
- Set the Condition to is greater than, tick Specific Dates, and enter the date five years ago.
- Click Refresh.
Because five years is not one of the set periods, a specific date is used instead.
Example 3 — Levies due within a date range (same field twice)
- Open Search Levies and in Restrict To, add the Due Date field, set the Condition to is greater than, tick Specific Dates, and enter the start date.
- Add the Due Date field again, set the Condition to is less than, tick Specific Dates, and enter the end date.
- Click Refresh.
Example 4 — Creditor invoices between two amounts (is in the range)
- Open Search Creditor Invoice Items and in Restrict To, add the Invoice Amount field.
- Set the Condition to is in the range and enter the lower and upper amounts.
- Click Refresh.
The available Condition and Value options will always reflect the field selected, so if an option described above is not shown, check the field type that has been chosen.
Columns
The Columns tab is used to choose which fields are displayed in the search results. This can be used to show only the information needed for review, reporting, or export.
- In the Available Columns list, select the column to be added.
- Click Add > to move it to the Displayed Columns list.
- To remove a column, select it in the Displayed Columns list and click < Remove.
- To change the order of the displayed columns, select a column and use the up or down arrows.
The order of the columns in the Displayed Columns list determines the order they appear in the search results.
Sort Order
The Sort Order tab is used to control the order in which the search results are displayed. This can assist with reviewing records in a more useful order.
- In the Available Columns list, select the column to sort by.
- Click Add > to move it to the Sorted Columns list.
- To remove a sorted column, select it in the Sorted Columns list and click < Remove.
- To change the order of the sorted columns, select a column and use the up or down arrows.
- Set the required sort direction for each column.
- Click Refresh to apply the updated sort order.
The sort order may also be changed by clicking a column heading in the search results. When selected, the heading will indicate the current sort direction.
Advanced
The Advanced tab provides additional search options to assist with larger result sets or when reviewing search criteria.
- If the results exceed the default 1000, use the Maximum Number of Records to Retrieve to increase the number of results returned.
- Select Auto Start Search When Opened to start the search automatically when opened.
- Select Show description of search parameters to display a summary of the search criteria on screen.
- Click Refresh to apply the updated settings.
If Show description of search parameters is unticked, the description will no longer appear, but the search results will remain the same.
Use multiple conditions for the same field
Searches can include the same field more than once, allowing different values or conditions to be used in the one search. This can be used with conditions such as is equal to, starts with, is any of, and is empty.
- Open the required search.
- In Restrict To, add the required field.
- If needed, add the same field again.
- Enter the required condition and value for each field.
- If required, open Advanced and select Show description of search parameters.
- Click Refresh.
- Review the search results and, if selected, the description shown on screen.
Grouped Summary Options
Grouped View provides a way to summarise search results by grouping records using selected fields. This can assist users when reviewing larger datasets by providing a higher-level view without requiring them to export the results first. There are some fields not available, but most are included.
Users can switch between the standard List View and Grouped View at the top of the search screen. Once Grouped View is selected, the required columns can be set up and the grouped results displayed. Grouped searches can also be saved, printed, or exported for reporting. Grouped searches are not available to add to the Dasbhboard at this stage.
Saved searches and Dashboard items
Once a search has been set up, it can be saved and used again later. This can be helpful for regular tasks or commonly used reporting requirements.
- Set up the search using the required tabs.
- Click Save Search As to save the search.
- To use a saved search again, click Load/Edit/Delete Search and select the required search.
- If a saved search is updated, click Save Search to save the changes.
- If required, click Add Dashboard Item to make the saved search available from the Dashboard.
DocMax searches
In DocMax, multiple conditions can also be used for the same field in Advanced Search. The search will return matching results in the same way; however, the description of search parameters is not displayed on screen.
Searches available
