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USING SEARCH

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The ProClass Search functionality allows you to locate accounts, contacts, and various contact related information such as credit cards, notes, follow-ups and addresses, as well as program related data such as semesters, programs and registrations. You can also use Search to export a list of results to Microsoft Excel or to e-mail a group of contacts.

 It is very important that you fully understand how to use the Search functionality in ProClass. In most cases you must go through the Search page for an item in order to create a new item.

 To use search

  • Click accounts on the menu bar to open the Account Search page.

  • Select All Contacts from the contacts menu to open the Search for All Contacts page or select any one of the contact category searches.

  • Select Notes, Follow-Ups, Addresses, or Credit Cards from the contacts menu to search for related information.

  • Select Memberships from the accounts menu to open the Memberships Search page, or select Members from the contacts menu to open the Member Search page.

  • Select Semesters from the courses menu to open the Semester Search page.

  • Select Programs from the courses menu to open the Program Search page.

  • Select Bundles from the courses menu to open the Bundle Search page.

  • Select Currently Registered Students or All Registrations from the courses menu to search for registrations.

  • Select Search for Invoices, Search for Payments or Search for Transactions from the accounting  menu to perform payment and transaction related searches.

Every search page is set up with the same basic components: Saved Searches, Filters, Result Fields, Sorting and Search Results.

 The Saved Searches section allows you to save the Filter, Result Fields and Sorting options set for a particular search and save those settings for future use. Click here for more information about how to Save a search.

Search Filters allow you to specify who or what you would like to search for.

 To apply Search Filters to your search

  1. Click the chevron icon to expand the filters grid.

  2. Click Add Filter.

  3. Select a field on which to search from the Field box.

  4. Select an appropriate operator from the Operator list.

  5. Click in the Value box, type a value.

  6. Repeat steps 2 - 6 to add additional filters to the search.

  7. Click Go to execute the search.

     

 The Result Fields allow you to choose how your search results are displayed before you perform a search.

 To choose what displays in the Search Result

  1. Click the chevron icon to display the Result Field check boxes.

    By default, all fields are selected to display in the search results.

  2. Clear the check box next to any fields you wish to remove from the list, and select the check box next to any fields you want to add to the search results.

  3. Click Select/Clear All to select all the boxes at once or to clear all the boxes at once.

  4. Click Go to execute the search.

     

The Sorting feature allows you to determine how the results of a search are sorted when they are displayed.

 

                       For example, when searching for accounts from the Account Search page, the records by default are sorted by account ID. You might however
                       decide that you would prefer to sort them alphabetically by Account Name.  

Each standardized search allows for up to three sort filters to be applied. The second and third sort filters will sort sets of results within your results where there are multiple recurrences of the same name or identification tag.

                        For example, if in the results of your search the system returns 25 instances of the name Jane Smith, you can opt to have those 25 records
                        placed in a certain order as well. By specifying a second sort filter such as ”r;ID,” those 25 instances of Jane Smith records will be listed in
                        numerical order by ID numbers.

To use Sorting

  1. Click the chevron icon to display the Sorting boxes.

  2. Click in the first drop-down menu and select which section you would like to see sorted.

  3. Click the Ascending radio button to sort the results in ascending order, or choose the Descending radio button to sort the results in descending order.

  4. Click Go to execute the search.

     

The Search Results displays the results of your search.

To use the Search Results

  1. Click in the Show records per page drop-down box and select the number of records you want to display on each page of your results.

    Page numbers will appear in the blue footer at the bottom right-hand corner of the results grid. Click on a number to view the results page by page.

  2. Click Go to activate the search.

    Once your result list displays, you can choose from any of the following actions:

    • Click Export to Excel to export the results of your search to a Microsoft Excel spreadsheet.

    • Click E-mail this Group to send an e-mail to each of the records in the result list.

    • To edit a record do one of the following:

Click the Edit button at the right of the record you want to edit.

Click the Select button at the right of the contact you want to edit.

    • Click the Add New link at the bottom of the page to create a new record.

      The Add New link options will vary, depending on the context of the search and the access rights you have been granted.

    • Use the Showing numbers in the lower left corner of the page to see the total number of records returned by the search.

    • Use the Go to page numbers in the lower right corner of the page to jump to another page of results.

    • Click the ellipsis (three periods) in the lower right corner to jump to the next group of ten pages.
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