Simple Searches in Specify 6 are configured by default to search data fields that are indexed by default in Specify databases. The purpose of Simple Search is to eliminate the need to create a structured field-by-fieldQuery for relatively simple and commonly executed searches.
Simple Search can be configured to use the minimum number of fields needed for a search, which will produce faster results.
Simple Search can also be configured to show results from indexed fields in other tables, or Related Searches. For example, a search for an Agent name can display the name in the Agent table, as well as all Determinations owned by that agent in the Determinations table. At this time the Related Searches are already built into Specify and can only be activated or deactivated.
To configure a more complicated search and choose from all the fields in Specify 6 use the Query tool. Please refer to Query.
Simple Search can be used by all users but can only be configured by users in a Full Access, Manager or Administrator group. Full Access users can add or modify, but not delete.
Note: Simple Search results work best when a wild card, or asterisk, (*), is used.
Simple Search is located in the upper right corner of Specify 6. Click the (down arrow) to display a menu of available tables. For information about adding tables to the menu and configuring preferences refer to Configure Simple Search.
Execute a Simple Search:
- Either leave as All or choose a specific table from the drop down menu. All will search all the tables that have been configured in Simple Search Configuration. Choosing one table from the list will search that table first and then all related tables.
- Type in either one or two words as search criteria.
- Press the Return key.
More than one term can be used in a search specification, but the results will vary depending on the use of wild cards and delimiters. For example, if the search string is Clinton Lake, Simple Search results will include records which have either Clinton OR Lake in any search field. Records which contain the phrase Clinton Lake in one field will also be found.
A wild cards and delimiter can be used in Simple Search criteria. An asterisk, (*), used as a wild card allows the criteria to be found as part of a string. Single or double quote, (' or "), delimiters allow two or more words to be searched as a string rather than separate criteria. The wild card and delimiter can also be used together to further limit the search.
*Clinton Returns any string with Clinton at the end. Clinton*
Returns any string that begins with Clinton.
*Clinton* Returns any string that includes Clinton anywhere in the string. *Clinton Lake*
Returns any string that begins with Lake or ends with Clinton.
"Clinton Lake" or 'Clinton Lake' Returns any string where Clinton Lake is the entire string. *"Clinton Lake"* or *'Clinton Lake'* Returns any string that includes Clinton Lake anywhere in the string.
Numbers are searched in both the number and string fields in the configured tables.
When the criteria is a 4-digit number between 1000 and 3000 and date fields are included in the search configuration, Simple Search will search the year portion of all the date fields.
When searching for a loan that uses a number scheme that includes a date plus a number, e.g. (2003-001), enter 2003* for the search criteria to find all 2003 results.
Results are completely affected by the Simple Search Configuration. If results are not as expected, check the configuration and make sure the desired fields are included in the Simple Search Configuration.
Results from the chosen primary table are designated with a blue () header bar
Results from related tables are designated with an aqua () header bar
Results can be viewed by clicking the (Expand) button or double clicking the header bar.
Results are displayed as a Grid.
Click on the title bar at the top of the column to sort the column. Dates should be in a MM/dd/yyyy format to sort correctly.
Using Simple Search Results
Choose one, several or all the records using the methods below, then click a button from the results bar.
- Click a record to select a singe record.
- Cntl (PC) or Command (Mac) Click to select or deselect several non-consecutive individual records.
- Click the Select All/Deselect All button at the bottom of the results list to select all records.
- If no records are selected, all records will be used.
Button Result Create a Record Set from the selected records. Displays associated attachments as thumbnails in an Attachment Tool tab in Specify. Information about the attachment and associated record is also available in the attachment tool. Open records;
- To open a specific result record, first choose the record then click on the button.
- To open select records, select them by Command + Click (for Mac) or Ctrl + Click (for PC) each record, then clicking on the button.
- To open all the records, select the button without choosing a specific record.
Print the results Grid. Export the grid to MS Excel. Display a report from the returned records. This button only displays if reports are available for the type of query that was searched. Clicking the button will result in a dialog listing all available reports for the query type. Choose a report from the resulting list for the report to display in Specify.
Search results can also be used to add records to an existing Record Set.
Click the (Record Set) button at the bottom of the results window. The Choose a Record Set dialog will appear:
- Select a Record Set name in the list and click the OK button to add the selected records to the existing Record Set.
- Click the New button to create a new Record Set
- Click Cancel to close the dialog.
Or, select the records for the (Record Set) button to enable, then drag the button to an existing record set on the side bar to add the records to the existing record set. The existing record set and the new records must be from the same table to be compatible. As the button is dragged toward the side bar any existing record sets that can accept the new records will display a colored band.