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Creating a Smart Search

Navigation: Tools > Smart Search

Accessing the Smart Search Composer

  1. From the bottom navigation bar, click Tools 
  2. Click Smart Search. The Smart Search Manager will display.
  3. Click +Create. The Smart Search Composer will display.

    Tip: Staff Records are not available as criteria in Smart Searches.


 

Using the Smart Search Composer

  1. From the right of the Edit Smart Search header, you have two options for Match Type (the default is Match All)

    1. Select Match All, if the results should match ALL conditions between the groups. 

      Tip: This is equivalent to an AND statement. The Match Type can be changed at any time.

    2. Select Match Any, if the results should match ANY of the conditions between the groups

      Tip: This is equivalent to an OR statement. The Match Type can be changed at any time.



  2. You have two options for Records Type (the default for records type is People)

    1. Select People, if the results should include people records (students, parents, alumni, etc.)
    2. Select Organization, if the results should include organization records (high schools, colleges, business’, etc.)



Details 

  1. Name: Enter the name of the Smart Search
  2. Private Search: If you want your Smart Search to be visible and usable by only you, check the Private Search box 

    Tip: If your Smart Search will be used in communications, the Private Search box should not be selected.

  3. Tags: Select a Tag from the Tags dropdown menu



Group Fields

  1. You have two options:
    1. Select Match All, if the results should include records matching all conditions within a group

      Tip: This is equivalent to an AND statement (e.g., students in the Accounting major and Accounting minor)

    2. Select Match Any, if the results should include records matching ANY of the conditions within a group

      Tip: This is equivalent to an OR statement (i.e., students in the Accounting major or students in the Accounting minor)

  2. Record Status: Click the Record Status dropdown menu to select the status (e.g., Active, Suspended, Archived, Any) of the record

    Tip: The default for record status is Active.



  3. Condition Type: Select the field you want to use in your Smart Search
    1. Click the Condition Type dropdown menu
    2. In the Search field, enter the name of the field you want to use in your Smart Search or scroll through the list of fields on the Condition Type dropdown menu
    3. Select the field value you want to use in your Smart Search. The field value will display in the Condition Type field.



  4. Operator: Click the Operator dropdown menu and select the operator you want to use. See Smart Search Terminology for a complete list of operators and descriptions.

  5. Condition Value: Enter or select the field values you want to define in your Smart Search criteria. 
  6. Primary: Click the Primary dropdown menu and select the type (e.g., Yes (Primary), No (Non-Primary), or Any (Primary or Non-Primary) of field that you want to include in your Smart Search, if applicable

    Tip: The default for field value is Yes.



 

Adding a Query Group

  1. Click to select a new Group Type or Condition. See Smart Search Terminology, Query Group Types for an explanation of Group Type.

    Tip: To remove the original group, click , to reorder a group, click and drag to a new location. The groups will automatically renumber.

  2. Go to the Group 1 section above and repeat steps 3-8

  3. You have two Run options:
    1. Run Search: Shows the record results and the total number of records 
    2. Count Results: Shows only the total number of records
  1. Review the results of your Smart Search to ensure the results are correct