Advanced search – contacts
You can search for members from either the Contacts module or from the Members module using a simple keyword search or an advanced search. Using the advanced search, you can combine multiple search criteria, and control whether any or all of the criteria needs to be met. You can save your search criteria so you can perform the same search again in the future.
Initiating an advanced contact search
To initiate an advanced contact search, follow these steps:
- Hover over the Contacts menu and select the List option.
- Click the Advanced search tab.
Assembling search criteria
Performing an advanced search involves assembling multiple search criteria.
To remove any of your search criteria, click Remove to the right of the criteria.
To assemble your search criteria, follow these steps:
Select the search fieldsRead more/less
The first step in assembling search criteria is to select the fields you want to search by. You can select search fields one at a time or all at once.
To select search fields from the Advanced search page, click Add criteria.
From the dialog that appears, select the field(s) you want to search by then click OK. You can select as many different search fields as you like.
The search fields are divided into Contact related, Membership related, Events related, and Donations related fields. The Contact related section includes all common fields (including those you created yourself), along with a number of system fields. The Membership related section includes all membership fields (including those you created yourself), along with a number of system fields. The other sections consist solely of system fields.
You can search by each field except picture fields.
Choose the search operatorsRead more/less
The next step in assembling the search criteria is to choose a search operator. The search operator defines the relationship between the search field you just selected, and the search value you choose in the next step.
For example, do you want the search to include records with the search value or exclude them? If you chose City as your search field and Miami as the field value, the search operator can determine whether you want to find contacts living in Miami (or Miami Beach), or whether you want to find all contacts not living in Miami (not Miami Beach).
To choose the search operator, click the operator drop-down and choose an operator. For example, if you are searching for Miami, and you want to include Miami Beach as well as Miami as a match, you'd pick Contains. If you just want to match Miami and not Miami Beach, you'd pick Is. To search for cities that are not Miami, choose Does not contain (to exclude Miami Beach as well) or Is not (to not exclude Miami Beach).
Depending on the search field you choose, different combinations of the following operators may appear:
A record is a match if its value for this field...
Includes the search value
City contains Miami
Does not contain
Does not include the search value
City does not contain Miami
Text, dropdown, radio buttons
Exactly matches the search value
Member status is active
Text, dropdown, radio buttons
Does not exactly match the search value
Member status is not active
Email is empty
Is not empty
Email is not empty
Begins with the search value
Phone begins with 404
Ends with the search value
Email ends with .org
Any of the selected
Is any of the selected search values
Is registered for any of the selected events
All of the selected
Includes all of the selected search values
Is registered for all of the selected events
None of the selected
Not does include any of the selected search values
Is registered for none of the selected events
On or before
Matches or precedes the search date
Last login date is on or before March 31st, 2012
On or after
Matches or follows the search date
Renewal date is on or after March 31st, 2012
Is any date
Latest donation date not empty
Occurs in the current month
Latest donation took place this month
Occurs in the current year
Latest donation took place this year
Occurs in the previous month
Latest donation took place last month
Occurs in the previous year
Latest donation took place last year
Great than or equal
Is equal to or greater than the search value
Event registrations count is greater than or equal to 1
Less than or equal
Is equal to or less than the search value
Event registrations count is less than or equal to 1
Is equal to the search value
Event registrations count is 0
Not equal to
Is not equal to the search value
Event registrations count is not 0
Specify the search value(s)Read more/less
The final step in assembling search criteria is to specify the value to be searched for. Depending on the search field, this may involve entering a word or phrase...
...or selecting one or more values.
Decide on the matching operator (any vs. all)Read more/less
After adding multiple search criteria, you must decide whether you want to match all the criteria or any of them. Click the Match drop-down and choose whether you want matching records to satisfy both criteria (All) or either criteria (Any).
Executing the search
Once you have finished assembling your search criteria, click Search to perform the search.
Matching records will be listed below.
If you want to save your search criteria so you can perform the same search again in the future, enter a name for the search then click Save .
To search using a saved search, select the search from the Select saved search drop-down or from the Saved searches page.
Once you have your search results, you can:
- Send an email blast to the entire search results by clicking the Email contacts button.
- Export the results to a spreadsheet by clicking the Export button.
- Archive the current contact list by clicking the Archive contacts button.
- View individual contact details by clicking on contacts within the list. From the Contact details screen, you can view and edit contact information, and use the Prev and Next button to browse through other contact records in the list.