Search Results

When a search is run, one of the following scenarios occurs:

• An ID number search identifies a constituent and proceeds directly to display data or accept the ID Number for data entry.
• The search finds no constituents who match the search criteria.

If you are using the Search form during data entry (for example, searching for a constituent for the 'whose' side of a relationship), a blank Search form opens, with the message that no matches were found. You can widen the search criteria and try again.

If you are using a Guest or Attendee Search form, a blank Search form opens, with the message that no matches were found. You can widen the search criteria and try again.

If you are using a Profile, Registrant, or Correspondence Search form, a Search form opens, populated with the existing search criteria, with the message that no matches were found. You can widen the search criteria and try again. The returned Search form also shows a hyperlink that allows you to create a new constituent, using the information that you entered in the Search form. For more information, see Creating New Constituents.

• A search that includes a name (or partial name) will find only one name row with a Lookup flag equal to Y that matches the search's name data. When this occurs in a search for constituent display purposes, the system will automatically display the profile for the constituent who owns that name row. If the search also includes a Serial Receipts Number, then the system will automatically display the Serial Receipts data display for the constituent. When this occurs in a search for data entry purposes, you will first be shown a Search Results page, showing that one constituent name and certain address information. Clicking the name confirms your choice and inserts the information in the data row you are creating.
• A search that includes a name (or partial name) will find multiple name rows (with the Lookup flag equal to Y) that match the search's name data. In this case, you will be given a Search Results page that shows a list of all of the constituents who own the name rows, as well as some other data to assist you in identifying the one that you want. Note that it is possible that only one constituent may be listed on this Search Results page, but if he or she has multiple lookup name rows, then he or she will be listed multiple times.
• A search that does not include any name information will find only one constituent who matches the search data. If the constituent has only one name row with a Lookup flag set to Y and if the search is for constituent display purposes, the system will automatically display the profile for that constituent. If the search includes a Serial Receipts Number, then the system will automatically display the Serial Receipts data display for the constituent. If the search is for data entry purposes, or if the constituent has more than one lookup name row, you will be given a Search Results page that lists all of this constituent's name rows with a Lookup flag set to Y. Click any one of the listed names to proceed to the next step (displaying data or accepting that constituent for data entry.)
• A search that does not include any name information will find multiple constituents who match the search data. The Search Results page will list all of the name rows with a Lookup flag equal to Y for all of the matching constituents. Click any one of the listed names to proceed to the next step.

The Default Search Results Display

While the data that is shown on the Search Results display is generally the same set of information that is available in the Profile Search form, it is not necessary to use all the text boxes in the Search form in order to view that data in the Results page. For example, if you were to enter simply the name, Smith/R in the Search form, the Results page would show you the complete name and the selected Address and other information for all the Smiths in the database with a first name beginning with the letter 'R'.

If none of the constituents shown in the list is the one in which you are interested, you may use the hyperlink message, "...refine the query" or ".....re-specify the query" to return to the previous Search form. If you are performing a Profile, Correspondence or Registrant Search, this previous Search form will include the last set of information used to perform the search. You may edit that data in any way you choose, and then perform a new search based on this edited set of data. If you are performing a Guest or Attendee Search, this previous Search form will now be blank and you may enter new criteria to refine your search.

The following information appears on the standard, or default, search results display for the matching constituents:

• The ID Number for the constituent appears as a hyperlink. To choose the constituent, you may click on the ID Number.
• The constituent's Formatted name field is shown in the results list; it also appears as a hyperlink that you may click to choose the constituent. Recall from the discussion above that one constituent may appear in the Search Results list more than once. If this is the case, the ID Number is useful in locating duplicate constituents.
• The first line, City, State, and ZIP Code from an Address row belonging to the constituent is shown. If you used any Address information in the Search form, this information will be taken from the row that conforms to the information which you entered. If you did not enter Address information in the Search form, then the Address information that is shown will be taken from the constituent's Preferred Address (addrmc1 = 'Y'). If the constituent has more than one such Address, the system will take the first found of the Preferred Addresses, based on the Address Type Code (usually the Home Address).
• The Constituent Type is shown.
• The Preferred Year from the Basic Data row is shown.

The total number of rows returned will display at the bottom of the Search Results page. The statement will read, 'The Search has returned x matches.' where x is the number of rows, not constituents, returned. If a search returns more than 500 rows, a message will appear at the top of the Search Results page stating 'The maximum display number of 500 names has been reached. Use the Back and Next buttons at the bottom of the Search Results page to display additional names.' Scroll to the bottom of the first Search Results page and select Next to view the next 500 records. The Next button will appear on the Search Results page until the last of the rows are displayed. Once you have clicked next you will also have the option to click the Back button to view the previous records again.

The most recent Search Results page is remembered by the system until the current Millennium session is ended. You may return to it at any time (unless you are currently displaying the Search Results page) using the Last Search item in the Profiles world, in the Millennium Explorer. When the page is retrieved in this way, the hyperlink text will display in accordance with the visited and unvisited colors you have chosen. This allows you to view a constituent's data, then return to the Results page and tell at a glance which constituents you have already visited.

Define (Customize) Search Results Display

The Search Results Display form can be customized to add new fields to, or to remove fields from, the information that displays on the Standard Search Results Display forms. The Search Results Display is institutional; one Search Display exists for all users at your site. Your system administrator defines this one search results display using the 'Define Search Results Display' form located on the System Options page. To launch this form:

Click Tools in the Millennium Explorer Menu, expand System Upkeep, and then select System Options. Once the System Options page displays, locate 'Search Results Display', under the System Options Header, and select Edit.

See System Display Options, Search Results Display topic for form instructions.

Sort Search Results

When a search returns multiple rows, the Search Results Display, either Default or Custom, can be sorted by any one of the underlined column headers at the top of the Search Results page. Any user can do this sort. Click an underlined column header once to sort that field in ascending order. Click that same column header again to sort that field in descending order. Click again to re-sort in ascending order, and so on.

Remove Duplicate Results from the Search Results Display

A constituent is listed in a search results set more than one time if he or she has more than one Lookup Name row. To remove the duplicates from the search results set display, click on the Sort by ID and Display Unique List hyperlink. The results set is shown, sorted in ID Number order, with duplicate rows removed.

The Sort by ID and Display Unique List hyperlink will not remove the duplicates from the search results set as it was returned by the database. What does this mean? Once you re-sort the search results set by using any one of the underlined column headers at the top of the page (and this does include the ID header), the duplicates will display again. And, if the search results set is saved, the duplicate rows will be in the saved workfile.

Print Search Results

The Search Results page can be printed by using the browser print command. Access the print command with a right-click of the mouse. The entire results page (and not just the portion that is in view in the frame at the time that you execute the command) will be printed.

Save Search Results

A user can save Search Results and then access the saved results at a future time. There is no limit to the number of Search Results that a user can save. Note that when the results of a Search are saved, the saved data is static. That means that the saved data will not be updated with any changes that are made to the data rows on which the search results are based. The Search Results data is only current to the time that the search was executed and the results saved.

Save Search Results to a Database Table

Search Results can be saved to a table that conforms to the generic worktable layout.

1. Click Save Results (located at the bottom of the Search Results page).
2. Enter the name for the table in the Save File Name box. The name you enter cannot begin with a number.

3. Click Save. If your User ID already 'owns' a table with the same name as what you have entered here, a message displays to tell you that the file already exists. Click OK to overwrite the existing file. Or click Cancel to go back and enter another name for the table.

   Note: If another User ID 'owns' a table by that same name, you will not be overwriting that user's table.

A saved Search Results worktable is considered an 'existing worktable' and therefore can be used when running report criteria. See Report Run Criteria, Use Existing Export File for further details.

Note: You should not perform searches and then attempt to save the results when logged in as the system administrator.

Save Search Results to the Clipboard

If the Copy ID number's to the Clipboard system option is turned on at your institution, then id numbers from the search results can be copied to the clipboard.The Copy to Clipboard link will display at the top of the Search Results page.

Constituent ID numbers must be included in the Search Results display in order for this feature to work properly.

To use Copy to Clipboard with Internet Explorer:

1. Sort the Search Results by ID, in either ascending or descending order.
2. Point to the Copy to Clipboard link.
3. Click the delimiter option: Comma-delimited IDs, Tab-delimited IDs, or Return-delimited IDs.

4. A message will indicate when the copy is complete. Click OK. The delimited list of unique id numbers is now available for pasting into your desired application.

   Note: If you choose the Return-delimited IDs option, use an application other than Notepad. In Notepad, the id numbers will not be separated by carriage returns.

To use Copy to Clipboard with Firefox and Chrome:

1. Sort the Search Results by ID, in either ascending or descending order.
2. Point to the Copy to Clipboard link.
3. Click the delimiter option: Comma-delimited IDs, Tab-delimited IDs, or Return-delimited IDs.
4. A message displays to show you the information that you will be copying.
5. On your keyboard, press Ctrl+C.
6. Press Enter or click OK to close the message.

7. The delimited list of unique id numbers is now available for pasting into your desired application.

   Note: If you choose the Return-delimited IDs option, use an application other than Notepad. In Notepad, the id numbers will not be separated by carriage returns.

Load Search Results

Any worktable that your User ID owns can be viewed from the Profiles Search screen. Worktables that you own include your saved Search Results and your saved report worktables.

Loading the results of a Search that you have saved or another existing worktable is known as conducting a worktable search.

1. Click Load Results (located at the bottom of a Search Database page or a Search Results page). The Load Table form displays. Every worktable that your User ID owns will be listed.
2. Select the name of the worktable that you want to load.
3. Click Accept. The data from the selected worktable will display using the default Search Results Display layout. And, the loaded data cannot be sorted.

Other buttons on the Load Table form:

Cancel will cancel the loading search results process.

Delete will delete the selected worktable. A confirmation message will be shown before the system deletes the worktable.

Last Search

The Last Search item is located just below Next Search on the Millennium Explorer menu.

The system remembers the most recent Search Results display, whether it was the result of a standard Search or of an Advanced Search, until a new search is performed or until you close the system. You can access the Last Search display at any time (except when you are currently displaying the Search Results page) by clicking Last Search. When it is presented, the hyperlinks will show which constituent displays have been visited and which have not.

If you activate this item and if your most recent constituent search was not for a specific ID number which automatically directed you to the constituent, you are returned to the results of the most recent Standard, Advanced, or Worktable search.