Searches

In StrataMax, search screens provide a practical way to find, review, and report on 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.

Many search screens use the same layout and tabs, even though each one reports on a different area of data. Once you understand how the search screen works, the same process can be applied across a range of searches.

Search basics

1. Open the required search screen.
2. The search screen will open with a table showing the records available for that search.
3. Use the Restrict To, Columns, Sort Order & Advanced tabs to set the restrictions, choose the columns to display, and control the sort order.
4. Click Refresh to apply any changes and display the updated results.
5. If required, click Export to export the current search results to Excel.
6. Use the Find First and Find Next options to locate a specific record in the results.
7. Depending on the search screen being used, additional buttons such as Details, Transactions, or Report may be available once a record is selected.
8. Once the search has been set up, click Save Search As to save it for later use.
9. Use Load/Edit/Delete Search to load a saved search, or to edit or delete an existing saved search.
10. If a saved search has been loaded and you make changes, click Save Search to save the updates to that search.
11. 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.

1. To add a restriction field, click the green plus button.
2. To remove a restriction field, click the red minus button.
3. Select the required option from the Field list.
4. Select the required option from the Condition list.
5. Enter or select the required Value.
6. 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.

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.

1. In the Available Columns list, select the column to be added.
2. Click Add > to move it to the Displayed Columns list.
3. To remove a column, select it in the Displayed Columns list and click < Remove.
4. 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.

1. In the Available Columns list, select the column to sort by.
2. Click Add > to move it to the Sorted Columns list.
3. To remove a sorted column, select it in the Sorted Columns list and click < Remove.
4. To change the order of the sorted columns, select a column and use the up or down arrows.
5. Set the required sort direction for each column.
6. 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 that can assist when working with larger result sets or reviewing search criteria.

1. If required, enter a figure in Maximum Number of Records to Retrieve to limit the number of results returned.
2. If required, select Read Uncommitted.
3. If required, enter a value in Database Timeout.
4. If available, select Show description of search parameters to display a summary of the search criteria on screen.
5. 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.

1. Open the required search.
2. In Restrict To, add the required field.
3. If needed, add the same field again.
4. Enter the required condition and value for each field.
5. If required, open Advanced and select Show description of search parameters.
6. Click Refresh.
7. Review the search results and, if selected, the description shown on screen.

This can be used with conditions such as is equal to, starts with, is any of, and is empty.

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.

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.

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.

1. Set up the search using the required tabs.
2. Click Save Search As to save the search.
3. To use a saved search again, click Load/Edit/Delete Search and select the required search.
4. If a saved search is updated, click Save Search to save the changes.
5. 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