Searching with the Default Search Database Form

The Search Database form includes text boxes for the Name/ID, and several other pieces of information. You can enter information in one, all, or in any combination of the text boxes to identify a constituent. Wildcards can be used in most free-text or value-based lookup table fields. Using wildcards when searching by ID number does not return a match.

Successful searching is based on the following rules:

  1. You must enter data in at least one of the text boxes to run the search.

  2. Name/ID - This text box accepts either the ID number or the name of the constituent. The system attempts to match the information that you entered to an ID number. If an exact match can be found by the ID Number, that constituent's data is displayed. If you enter information that doesn't match an ID Number, the system compares the information entered in the Name/ID field to all Name rows in the database that are flagged for that purpose (the Lookup flag is set to Y).

    When entering ID Numbers, leading zeroes do not need to be entered. Name information must be entered in the format: Last Name/First Name(space)Middle Name;(space)Suffix. Partial Name information can be entered.

    For example, if you are unsure whether a constituent's name is Jacobson or Jacobsen, you can enter Jacobs. Both Jacobson and Jacobsen are returned. Of course, so would any Jacobs, or any other name that begins with that data. Therefore, you should enter as much information as possible without entering any that you are unsure about.

    The following would all be valid entries to identify a constituent, John Q Public, Jr. whose ID Number is 000123456. The consequences of each entry are also noted.

    123456

    Accepts the ID Number and displays the constituent/inserts the row

    Public/J

    Would return John Q. Public and also James R. Public

    Public

    Would return John Q. Public, and also Public Water Works.

    The following entry would not be a valid entry to locate the constituent described above.

    Public/Johnathon

    Would not return John Q. Public, Jr.

    When you use name information rather than an ID Number in this text box, the system only considers those Name rows that have the Lookup? flag set to Y. This flag is set via a check box on the Insert or Update form for that Name row.

  3. Similar - To the right of the Name/id text box, there is a check box labeled, Similar. If you are unsure of the exact spelling of the name of the constituent, you should click to place a check in this box. If so, the Search process uses the SQL Soundex function to find names that are similar to the name or partial name that you entered. (This is a formula-driven function that has limitations, but it can assist you when spelling is uncertain.)

  4. Basic Data - Below the Name/ID text box, the top section of the Search form shows several text boxes for pieces of information from the Basic Data row. You can enter information for any combination of those data columns.

    Constituency Type - The entries from the Constituent Type lookup table are available in a pull-down list box.

    Alternate ID number - The Alternate ID field can be used to narrow a constituent search. Data that is entered in this text box must be an EXACT match for the data in the constituent's Basic Data row, in the Alternate ID (corealtid) field.

    Preferred Year - The Preferred Year field can be used to narrow a constituent search. Data that is entered in this text box must be an EXACT match for the data in the constituent's Basic Data row in the Preferred Year (coreprefyr) field.

    Social Security Number - This field can be used to narrow a constituent search. If data is entered in this text box, it must be an EXACT match for the data in the constituent's Basic Data row in the SS# field, wildcards cannot be used with this field.

  5. Address Data - Below the Basic Data fields is the Address section of the form. Information can be entered in any of these text boxes in any combination, in order to narrow the constituent search. It is important to understand that the Address information is taken as a unit, for the search comparison. That is, the system must find all of the specified pieces of information in the SAME Address row in order to qualify the constituent as a match.

    Address Type - This field can be used to specify that the constituent have an Address row of a particular type. In addition, if an Address Type is specified along with State, ZIP Code, Country, and/or Preferred check box information, the system searches for the existence of a single Address row that matches all of the address information entered in the Search form.

    City - The city text box examines that field in all Address rows for matching data. The matching process is case insensitive. Partial city information can be entered. For example, if you enter 'williams', then the system considers addresses with a city of 'Williams', 'Williamsburg', 'Williamstown', to be matches.

    State - The State text box examines that field in all Address rows for matching data. That field is driven by the Places lookup table and therefore the text box is a list box, showing the entries in that table.

    ZIP Code - The ZIP Code text box examines that field in all Address rows for matching data. You can enter partial data in this text box.

    Country - The Country pull-down list box displays all entries from the Countries lookup table.

  6. Phone Number - The Phone Number field accepts full or partial information for use in narrowing a constituent search. The format that you use when entering the partial or complete phone number in the Search form must conform exactly to the format that is used in the data row. For example, (757) 565 matches (757) 565-4500. But (757) 565 does not match 757.565.4500.

    When Phone Number information is entered in the Search form, the system examines the Phone Number, FAX, and Alternate phone number fields in all Address rows, as well as the phone number field in all Phone Number data rows, to narrow the search. The system will consider the constituent a match, even when Phone number information is found in a different Address row than the one that matched any Address information that was entered in the section above in the Search form.

    For example, a constituent might have a business Address in New York City with an (800) phone number and a home address in New Jersey with no such phone number. If the Search form uses a State of NJ and a Phone number of (800) (and appropriate Name information), the system considers the constituent a match.

  7. Education - Below the Phone Number data is the Education section of the form. Information can be entered in any of these text boxes in any combination, in order to narrow the constituent search. It is important to understand that the Education information is taken as a unit, for the search comparison. That is, the system must find all of the specified pieces of Education information in the SAME Education row in order to qualify the constituent as a match.

    Institution - The Institution field can be used to enter information to be compared to Education data rows. The Institution field is a value-based lookup field and it is controlled by the Institutions value-based lookup table. If you type in information that exactly matches only one active entry in the Institutions table, by Code or by Value, then the system uses that entry. If a unique and exact match to an active entry cannot be determined from the information that you entered, then the Search box can be used to locate one. Review the Value-based Lookup Tables in Data Entry and Maintenance topic for more information about value-based lookup fields and value-based lookup tables.

    Preferred Year - The Preferred Year (of graduation) examines that field in the Education row for matching data (not the Preferred Year data in the Basic Data row). The information you enter here must be an exact match for the data in the Education row. ('71 does not match 1971).

    School - The School (within the specified Institution) examines that field in the Education row for matching data. This is a pull-down list box, showing all of the entries in the School Names lookup table.

    Degree Year - The Degree Year examines that field in the Education row for matching data. The information you enter here must be an exact match for the data in the Education row. ('71 does not match 1971).

  8. Attribute - The Attribute field can be used to enter information to be compared to Attribute data rows. The Attribute field is controlled by the Attribute Types value-based lookup table. If you type in an exact match for either the Value or the Code for an existing active entry in the Attribute Types table, the system locates and uses that entry. If a unique and exact match to an active entry cannot be determined from the information you entered, then the Search box can be used to locate one. Review the Value-based Lookup Tables in Data Entry and Maintenance topic for more information about value-based lookup fields and value-based lookup tables.

When all information has been entered, select the Search button located at the bottom of the search screen to execute the Search, or select the Cancel button, also located at the bottom of the search screen, to remove the search form from view and return to the previous display.

Customize the Millennium Database Search Form

Use the Custom Display Designer to customize the appearance of the Search displays for Profile Search, Registrant Search, Attendees Search, Guests Search and Correspondence Search. Available 'Searching' fields can be removed and the labels and positioning of most data fields can be changed. Additional 'Searching' fields can be added to the Profile, Registrant, or Correspondence Search Forms.

Search Forms are considered Maintenance Forms, so any customizations made to the Maintenance Form for a particular search are what the user sees for his or her searches. Any changes made to a search form's Long display are automatically saved to the Maintenance Form for that same search form.

Note: The Name/ID (nameid) field cannot be removed from the Customized Search screens.

The list of data fields available for customizing search forms include the default fields listed in the section immediately above this one, except for Name/ID, as well as those listed directly below:

Basic Data

Address

Employment

All Employment information entered is considered as a whole for search comparisons. That is to say, the system must find all of the specified pieces of Employment information in the SAME Employment row in order to qualify the constituent as a match.

Education

Attribute

Internet Address (email table)

Serial Receipts

Notes:

Search Using Wildcards

Wildcards are particular symbols that the system recognizes as "substitutes" for another set of characters. Wildcards are available to use with most free text or Value-based (super) Lookup field on the Profiles Search screen. The Wildcards topic discusses this concept in further detail, and provides specific examples.