How to Use the Advanced Search Tool
Overview
The advanced search tool provides powerful filtering options, allowing you to perform complex queries by comparing multiple data fields simultaneously. Use this tool to create tailored lists, find missing data, and even mass-edit fields for multiple individuals.
Key Features of the Advanced Search Tool
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Find All or Empty Fields
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Find All:
- To locate all records with data in a specific field (e.g., individuals with an email address):
- Navigate to the Advanced Search Page.
- Enter an asterisk (*) in the desired field.
- The results will display at the bottom of the page, showing all individuals with data in that field.
- Navigate to the Advanced Search Page.
- To locate all records with data in a specific field (e.g., individuals with an email address):
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Find Empty Fields:
- To locate records with no data in a specific field (e.g., individuals without an email address):
- Enter <empty> in the desired field.
- The results will display individuals missing data for that field.
- Enter <empty> in the desired field.
- To locate records with no data in a specific field (e.g., individuals without an email address):
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Find All:
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Use Conditions for Advanced Filtering
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Conditional Logic:
- Set conditions such as Equal to, Greater Than or Equal to, or Less Than to refine your results.
- Example:
- To find individuals aged 18–60:
- Set Age to Greater Than or Equal to 18.
- Add another condition for Age: And Less Than 61.
- To find individuals aged 18–60:
- Set conditions such as Equal to, Greater Than or Equal to, or Less Than to refine your results.
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Date Filters:
- Use options like Equals, On or After, or Before for date-specific searches.
- Example:
- To find individuals baptized before April 1, 2018:
- Set Baptism Date to Before, and enter 04/01/2018.
- Pro Tip: Use activity markers to identify engaged members or those needing follow-up. Learn more about Member Activity Date Markers.
- To find individuals baptized before April 1, 2018:
- Use options like Equals, On or After, or Before for date-specific searches.
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Conditional Logic:
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Find Families
- Locate families by using the Family Relationships field in the advanced search.
- Set the parameter to Primary to find family heads or primary contacts.
- Set the parameter to Primary to find family heads or primary contacts.
- Locate families by using the Family Relationships field in the advanced search.
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Group Filters
- Search for individuals by group membership:
- To find members of one group: Select the group under In Group(s).
- To find members in all selected groups: Check the option for All of the selected groups.
- Search for individuals by group membership:
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Results List and Actions
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Results List:
- Results appear at the bottom of the page.
- Use the Action Menu (three-dot icon) to perform actions like exporting, editing, or sending communications.
- Results appear at the bottom of the page.
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Mass Edit:
- Update fields for multiple individuals at once:
- Generate a list of individuals using the search tool.
- Open the Action Menu and select Mass Edit.
- Choose the field to update, enter the new value, and apply changes to all individuals in the results list.
- Update fields for multiple individuals at once:
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Results List:
Additional Tips
- Efficient Searches: Combine multiple filters to create specific lists.
- Save Time: Use mass editing to apply changes across multiple records.
- Keep Data Clean: Regularly search for empty fields to identify incomplete records.
Important Note
- This video overview may include outdated images. Thank you for your patience as we work to update these materials.
Updated