Acs Version 10.6 - Searches - Acs Technologies Help Center

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ACS Version 10.6 - Searches Table Of Contents 1. Searches ___________________________________________________________________________________ 1 Searches Overview........................................................................................................................................................ 1 Conducting a Search: General Steps ............................................................................................................................ 2 2. Search Settings______________________________________________________________________________ 5 About Search Settings ................................................................................................................................................... 5 Selecting Search Settings.............................................................................................................................................. 5 Search Information ........................................................................................................................................................ 6 3. Search Criteria _____________________________________________________________________________ 11 About Search Criteria .................................................................................................................................................. 11 Selecting Search Criteria ............................................................................................................................................. 11 Small Group Rosters Criteria....................................................................................................................................... 12 Safeguard Criteria........................................................................................................................................................ 13 Editing Search Criteria................................................................................................................................................. 13 Deleting Search Criteria............................................................................................................................................... 13 Clearing All Search Criteria ......................................................................................................................................... 14 Search Criteria............................................................................................................................................................. 14 Fields Criteria............................................................................................................................................................... 17 Lists Criteria................................................................................................................................................................. 17 Dates Criteria............................................................................................................................................................... 18 Numbers Criteria.......................................................................................................................................................... 20 Other Relations Criteria ............................................................................................................................................... 21 Family Statistics Criteria .............................................................................................................................................. 21 Phone Number/E-mail Address Criteria....................................................................................................................... 21 Listed Criteria............................................................................................................................................................... 22 New Roster Criteria (Activity Rosters) ......................................................................................................................... 23 New Roster Criteria (Class Rosters)............................................................................................................................ 24 Date Last Attended Criteria ......................................................................................................................................... 25 Attendance Criteria ...................................................................................................................................................... 26 Gifts Criteria................................................................................................................................................................. 27 Pledges Criteria ........................................................................................................................................................... 29 Comments Criteria....................................................................................................................................................... 30 Staff Members Criteria................................................................................................................................................. 31 Connections Criteria .................................................................................................................................................... 33 Primary Affiliations Criteria .......................................................................................................................................... 34 4. Organizations Criteria _______________________________________________________________________ 35 Organizations Fields Criteria ....................................................................................................................................... 35 Organizations Lists Criteria.......................................................................................................................................... 36 Organizations Dates Criteria........................................................................................................................................ 37 Sponsors Criteria ......................................................................................................................................................... 38 Organizations Statistics Criteria................................................................................................................................... 39 Staff Positions Criteria ................................................................................................................................................. 40 5. Search Examples ___________________________________________________________________________ 41 Search Example 1 - Active Members in the City ......................................................................................................... 41 Search Example 2 - Preparing for Prospect Contacts ................................................................................................. 43 Search Example 3 - Last-Minute Meeting Cancellation............................................................................................... 44 Search Example 4 - E-mails for Youth Sunday School ............................................................................................... 46 Search Example 5 - Mailing Brochures to Announce a New Class ............................................................................. 48 iii ACS Version 10.6 - Searches Search Example 6 - Gifts for the Youth Trip ................................................................................................................ 49 Search Example 7 - Pledge Reminders....................................................................................................................... 51 Search Example 8 - Locating Other Family Members ................................................................................................. 52 Search Example 9 - Organization Sponsors................................................................................................................ 54 Search Example 10 - Date Last Attended ................................................................................................................... 55 Search Example 11 - Family Statistics ........................................................................................................................ 57 6. Working With Search Results _________________________________________________________________ 59 About Search Results .................................................................................................................................................. 59 Customizing the Results Grid ...................................................................................................................................... 59 Viewing Search Results in the Search Results Grid.................................................................................................... 60 Exporting Search Results to HTML ............................................................................................................................. 60 Exporting Search Results To an Excel File ................................................................................................................. 61 Printing Search Results from the Search Results Grid................................................................................................ 61 Using Search Results with ACS Reports..................................................................................................................... 61 7. Search Info Functions _______________________________________________________________________ 63 About Search Information Functions ........................................................................................................................... 63 Saving Search Criteria................................................................................................................................................. 63 Loading Search Criteria ............................................................................................................................................... 64 Editing Search Results ................................................................................................................................................ 64 Editing Organization Search Results ........................................................................................................................... 65 Saving Search Results ................................................................................................................................................ 66 Loading Search Results............................................................................................................................................... 66 Printing Search Criteria................................................................................................................................................ 67 Using Search Results to Print ACS Reports................................................................................................................ 67 Using Search Results to Create Labels....................................................................................................................... 67 8. Advanced Searching Techniques ______________________________________________________________ 69 Advanced Searching Techniques ................................................................................................................................ 69 About Searching On Previous Search Results ............................................................................................................ 70 About Using the Active Address Flags Criteria............................................................................................................ 71 Searching on Previous Search Results ....................................................................................................................... 71 Compiling a Random List of Individuals....................................................................................................................... 72 Date Searches ............................................................................................................................................................. 72 Home Phone Numbers ................................................................................................................................................ 73 Searching for Organizations Staff Members................................................................................................................ 73 9. Advanced Export ___________________________________________________________________________ 75 Advanced Export Overview ......................................................................................................................................... 75 Creating A New Advanced Export ............................................................................................................................... 75 Copying an Export to a New Name ............................................................................................................................. 76 Running An Export....................................................................................................................................................... 77 Viewing and Editing Export Properties ........................................................................................................................ 77 Deleting an Export File ................................................................................................................................................ 77 10. ACS Data Export Designer____________________________________________________________________ 79 About ACS Data Export Designer................................................................................................................................ 79 Groups Tab.................................................................................................................................................................. 80 Fields Tab .................................................................................................................................................................... 81 Included Data Tab ....................................................................................................................................................... 83 Format Tab .................................................................................................................................................................. 84 iv Table Of Contents 11. Mail Merge _________________________________________________________________________________ 87 Mail Merge Overview ................................................................................................................................................... 87 Technical Considerations for Mail Merges................................................................................................................... 88 Accessing Mail Merge.................................................................................................................................................. 88 Including Special Fields and Contribution Information in the Main Document ............................................................ 88 Creating a New Main Document.................................................................................................................................. 89 Printing a Merge Document ......................................................................................................................................... 89 Loading and Removing Documents............................................................................................................................. 90 Viewing/Editing a Main Document ............................................................................................................................... 90 Using Contributions Information with Mail Merge ........................................................................................................ 90 Using Special Fields with Mail Merge .......................................................................................................................... 91 Using Name Settings with Mail Merge......................................................................................................................... 92 Displaying a Field Map for Special Fields.................................................................................................................... 92 Merge Field Reference Table ...................................................................................................................................... 93 12. Glossary 13. Index __________________________________________________________________________________ 95 _____________________________________________________________________________________ 97 v Searches Searches Overview Searches provides all the tools you need to filter your data and find specific information for use in reports, communications, and extracts. You can perform a search to locate and return records of organization members with something specific in common. When you search in ACS, you enter criteria that tells the software what information to look for. Once you select the criteria, you can process the search and view the results instantly. Searches automates the process of looking at each record to find those that match your criteria. The search results that are returned can be used to print reports or send out correspondence via mail merge or e-mail. You can also export search results for use in other programs. Note Search criteria and results are limited to records to which the user has been granted access to Add/Edit Users. Search Examples Here are some examples of situations where searches can be used to find the information needed: • There is a shortage of B negative blood and the Red Cross has issued an urgent appeal for blood donors with that blood type. You search for all individuals who have volunteered to be blood donors that have B negative blood. This search would be performed with People data. • You want a listing of all prospects who have contacted the organization in the last three weeks but have not received a home contact from a member. This search would be performed with Connections data. 1 ACS Version 10.6 - Searches • You need to print a listing of all individuals who pledged between $2,500 and $5,000 for the building fund but have not given. This search would be performed with Contributions data. • The 4th grade Sunday School class is going on a special outing. You need to send out the details of the outing to the parents of the children in the class. This search would be performed with Attendance data. • A Sunday School push is on. The pastor wants a listing of all church members who are not members of any Sunday School class. He wants it printed two ways: • Oldest to youngest • Alphabetically This search would be performed with Attendance and People data. Conducting a Search: General Steps Knowing the general steps in a search gives you an overall idea of how they work. To conduct a search 1. Select the appropriate Search Settings on the Search Information tab. To select Search Settings: 1. Click the Search Information tab. 2. Enter a title for the search in the Title field. 3. Select whether you want to search all records or your previous search results on the Search On section. 4. Select whether you want the returned records to meet criteria for all or any field areas on the Include Areas That section. 5. Select the type of records you want returned for each record that matches the search criteria on the Search Output Flag section. 6. Optional: Select an "As Of" date from Search Date if you are searching on a date field that requires one. 2. Enter new search criteria by doing one of the following: • Click New Search to enter new search criteria • Click Edit Search to edit existing search criteria • Click Load Criteria to use previously saved search criteria 3. Click Process on the Search Information or Search Criteria tab. 4. View the results of your search on the Results tab. 5. Select the appropriate output from any of the following: • 2 Reports Searches Note • Labels • People Exports • Advanced Export • Mail Merge • E-mail For more information on the above output, please refer to the specific topic. 6. Optional: If you plan to use this search in the future, click Save Criteria to save the current search. 7. Optional: If you want to save the results of the search, click Save Results. 3 Search Settings About Search Settings The settings you select for your search help determine both the records searched and the data returned when you process the search. While planning your search, you should determine which search settings will return the data you want. Using search Settings, you can decide which records in your database are searched. You can either search all records in your database or search on the previous search results. Searching on previous search results is helpful when you process a search and find that it has returned more records than you need. You can refine the search further by searching on your previous results. You can use search Settings to indicate whether you want the records returned to meet criteria for all field areas or any field areas. This gives you more control over the records returned. The Search Output Flag gives you a way to select which records are returned for those individuals who match your search criteria. For example, if you need a list of parents of children in a certain age group to mail information about an upcoming activity, your search criteria will be based on the records of the children in that age group. However, you only want to return the list of parents. You can select the Parents of Matches option for the search output to retrieve that list. Become familiar with the search Settings available and choose them carefully while planning your search to ensure that you get the data you want. Selecting Search Settings The settings you select for your search help determine both the records searched and the data returned when you process the search. To select search settings 5 ACS Version 10.6 - Searches 1. Click the Search Information tab. 2. Enter a title for the search in the Title field. 3. Select whether you want to search all records or your previous search results on the Search On section. 4. Select whether you want the returned records to meet criteria for all or any field areas on the Include Areas That section. 5. Select the type of records you want returned for each record that matches the search criteria on the Search Output Flag section. 6. Optional: Select an "As Of" date from Search Date if you are searching on a date field that requires one. Search Information The settings you select for your search help determine both the records searched and the data returned when you process the search. While planning your search, you should determine which search settings will return the data you want. Settings Title — This field is optional. You can either enter a title for the search or you can leave it blank. If you want to save this search, enter a descriptive title so that you can easily recall the search. Search Date — The Search Date defaults to the current date. However, if you want to conduct any search involving an age range, you can change the Search Date to fit your search criteria. For example, the year is 2009 and in July you want to do a search to see who will fall under the age group of 12 to 18 as of September 1st. Change the Search Date to 09/01/2009 and the search will give you the correct list of 12 to 18 year olds. Search On All Records — Select All Records to search your entire database using the selected criteria. Previous Search Results — Select Previous Search Results to search records found during the previous search. For example, if you performed a search for all members who lived in a specific city, then decided that you only needed those in a specific ZIP Code in that city, you could search the records returned in your first search for those in the desired ZIP Code rather than searching through all People records again. Include Individuals — By default, this check box is selected to include individual records in a search. To exclude individuals, clear this check box. Include Organizations — By default, this check box is selected to include organization records in a search. To exclude organizations, clear this check box. Include Records That 6 Search Settings Meet Criteria for all Field Areas (And) — Requires that returned records meet the criteria selected for each field area. Suppose you have two sets of search criteria such as an individual who lives in the city of Darlington (Address). Using this option, individual who is in the church choir (Activities), then all individuals must match both of these criteria in order to be included in the search results. Meet Criteria for any Field Area (Or) — Requires that returned records meet selected criteria for any field area to be included in the search results. Suppose you have two sets of search criteria such as an individual in the Music Program (Activities) and an individual who attends Sunday School (Classes). Using this option, your search results will include individuals who meet either one of these search criteria. Note The Available Fields list on the Search Criteria tab is divided into field areas. These are the areas referred to here. Search Output Flag Matching Individuals — Returns individuals who match your search criteria. For example, you would select Matching Individuals if you wanted to find all individuals between the ages of 12 and 18. All Family Members — Returns individuals and the family members of those individuals who match the search criteria. For example, you would select All Family Members if you want to find all individuals who are between the ages of 12 and 18 and their family members. Head of Household — Returns only the head of the household among individuals who meet the search criteria. For example, you would select Head of Household if you wanted to find the head of household for all individuals between the ages of 12 and 18. Head of Household is user definable in People Setup, so this option may display different terminology. For example, your organization uses a Head of House Description of Spouse 1. In Search Output, Spouse 1 displays instead of Head of Household. Add Head or Spouse — Returns individuals who match your search criteria as well as the family's head record, or the spouse record. For example, you would select Add Head or Spouse if you wanted to find all members of the Nominating Committee and their spouses. Add Head or Spouse pulls from user definable fields in People Setup, so this option may display different terminology. For example, your organization has defined Head as Spouse 1, and Spouse as Spouse 2. In Search Output, Add Spouse 1 or Spouse 2 displays instead of Add Head or Spouse. Children of Matches — Returns only the children of those individuals who meet the search criteria. For example, you would select Children of Matches if you wanted to find all of the children of the individuals who are group leaders for the Youth Department. Parents of Matches — Returns only the parents of those individuals who meet the search criteria. For example, you would select Parents of Matches if you wanted to find all of the parents of the individuals who are between the age of 12 and 18. 7 ACS Version 10.6 - Searches Parents With Matches — Returns all matching records, the parents of matching children, and the heads and spouses for any matching Spouse or Head records. For example, you would select Parents With Matches if you wanted to find all of the individuals who are between the ages of 12 and 18 and their parents. Staff Members — Returns staff members who meet the search criteria. For example, you would select Staff Members if you wanted to find the staff members who belong to selected organizations. If you select Staff Members as your Search Output, you must select Organizations criteria for your search on the Search Criteria tab. Staff Members can only be returned as the Search Output for searches on Organizations data. Note Note If you want to select Staff Positions under Organizations, Lists criteria, you must select Individuals Matching as your Output Flag or all staff members will be returned for the selected organization level. To select a specific position for an organization level, select Individuals Matching as your Output Flag and then select Staff Positions on the Search Criteria tab. If you want to search for Staff Members of organizations who are involved in activities, you must first process a search to find the staff members and then search on those search results to find the staff members involved in activities. Information Last Search — Displays the date of the last search performed. User Name — Displays the user who performed the last search. Records Found — Displays the number of People records found in the last search. Org Records Found — Displays the number of Organization records found in the last search. Buttons Search Function New Search — Click to enter new search criteria. This option clears all existing search criteria. Edit Search — Click to edit search criteria that you previously entered. Print Criteria — Click to print a list of the search criteria you selected. 8 Search Settings Process — Click to process the search for the entered search criteria. Save Criteria — Click to save the search criteria that are entered. You can then restore this search at any time. Load Criteria — Click to restore a search that you previously saved. You must process the search to obtain new search results. Save Results — Click to save the results of the current search. Edit Results — Click to edit the results of your search. Edit Org Results — Click to edit the results of your Organizations search. Load Results — Click to load the results of a saved search. Search Output Reports — Click to select a report from the People module. People Labels — Click to select and print labels for People records. Staff/Orgs Labels — Click to select and print labels for Staff/Organizations records. People Exports — Click to export the search information to another software package, such as a word processor or spreadsheet. You can also export information for Olan Mills. Advanced Export — Click to access the ACS Advanced Export option, which is used to export selected ACS Data for use in other software packages. Mail Merge — Click to create and print form letters in Microsoft® Word with your existing People search results. Note This option requires that you have Microsoft Word installed on your computer and you have a working knowledge of Word. Also required are Microsoft Word ODBC Desktop Database Drivers® that are named either dBase & Microsoft Visual FoxPro® Driver or dBase Microsoft Visual FoxPro Driver. These may or may not be installed in your version of Microsoft Word. Org Mail Merge — Click to create and print form letters in Microsoft Word with your existing Organization's search results. Mass E-mail — Click to send an e-mail to the individuals in your search results. This option will only include individuals who have an e-mail address entered on the Phones/E-mails tab in the View/Edit Individual window. Background Check — Click to do a background check on the individuals in your search results. The background check is done in conjunction with a third party vendor, SecureSearch. If you already have a contract with SecureSearch, you will be taken directly to their Web site. If you do not have a contract, information about SecureSearch will display. 9 Search Criteria About Search Criteria The search criteria you select determine the records returned when you process your search. The Searches feature provides you with many different types of fields to search on, and you can search using any combination of the available fields. The available search criteria includes individual and family fields, activities, classes, and attendance fields, gifts and pledges, organization and staff records, and much more. We recommend that you take some time to familiarize yourself with the available search criteria so that you will be better prepared to make the appropriate selections when performing a search. Selecting Search Criteria The Search Criteria tab displays a list of fields available for Searches. The Available Fields list is set up as a data tree. A data tree displays a short list of section titles with a + to the left. When you click the + beside a section title, such as individual, the section expands to display the list of available fields in that section. When a section is expanded, a - displays to the left of the section title. Click the - to collapse the expanded section. Before selecting criteria for a new search, it is a good idea to outline the fields you want to search and the values you want to find. Familiarize yourself with the organization of the Available Fields list to make the criteria selection process easier. To select search criteria 1. Select your Search Settings on the Search Information tab. 2. Click the Search Criteria tab. 3. On the Available Fields list, select a field for your search and click Add. See the topic Search Criteria for information on the available fields for Searches. 11 ACS Version 10.6 - Searches 4. Select the criteria for the selected search field and click OK. 5. Repeat steps 3 through 4 for each field you want to include in your search. You search criteria displays on the Search Fields list. Small Group Rosters Criteria Small Group Rosters only displays if you have Access ACS and small groups have been set up in that program. You also must have access to the group to be able to search on the criteria. New Roster Criteria Master Group — Select the Master Small Group you want to search for from the list. The groups contained in the selected Master Small Group display in the area beneath the Locate field. Locate — Enter the name of the group or the quick code for the group you want to search for in this field. The group you enter is highlighted in the list of groups. All Small Groups — Select to search records for all individuals who are included on a roster in Small Groups. Selecting All Small Groups will search through all Small Group participants, regardless of the participant's group level or the number of Master Groups you have in ACS. All Levels — Select to display all group levels in the list of groups. Show Deactivated — Select to display deactivated group levels as well as active group levels in the list of groups. Equal To/Not Equal To Equal To — Select if you want the search to return records matching the Small Group Roster Criteria. Not Equal To — Select if you want the search to return records that do not match the Small Group Roster Criteria. In Roster — Select to return all records on an activity roster as of the Search Date selected on the Search Information tab. Primary Flag — Select to search for records with the selected Primary Flag (Yes or No) for the selected Group. General Fields This area displays fields that were set up in Access ACS. You can select values to filter by for these fields. Activation Dates Date Added — Select to search for Roster records that were added on a specified date or date range. Select the date(s) to filter by. Date Last Changed — Select to search for Roster records that were modified on a specified date or date range. Select the date(s) to filter by. Date Dropped — Select to search for Roster records that were removed from the Roster on a specified date or date range. Select the date(s) to filter by. 12 Search Criteria Safeguard Criteria Use Safeguard criteria to select criteria for Safeguard fields you want to search on. Safeguard criteria are set up in the Define Lists option in People and viewed on the Safeguard tab in an individual's record. Search Type Equal To — Select Equal To if you want to search on Safeguard records that meet the criteria you select in Safeguard Fields. Not Equal To — Select Not Equal To if you want to search on Safeguard records and find those that do not meet the criteria you select in Safeguard Fields. Safeguard Fields Description — Select to search on a task description. These descriptions are set up in Define Lists. Status — Select to search on a Status description. Date Completed — Select to search on a date or date range. Fuzzy Date — Select to search on non-specified dates. For example, if you select Last Month and today's date is July 10, 2009, the search will be for June, 2009. Comment — Select to search on comments entered on the Safeguard tab in People. Editing Search Criteria If you want to modify a saved search, you can load the search and edit the criteria on the Search Criteria tab. To edit search criteria 1. On the Search Information tab, click Load Criteria. 2. Select the saved search you want to edit and click Load. 3. Click the Search Criteria tab. 4. On the Search Fields list, select the search field you want to edit and click Edit. 5. Edit the criteria for the field as needed and click OK. Deleting Search Criteria If you want to remove criteria from a saved search, you can load the search and delete search fields on the Search Criteria tab. To delete search criteria 1. On the Search Information tab, click Load Criteria. 2. Select the saved search you want to modify and click Load. 3. Click the Search Criteria tab. 13 ACS Version 10.6 - Searches 4. On the Search Fields list, select the search field you want to delete and click Delete. The field and associated criteria is removed from the Selected Fields list. Clearing All Search Criteria If you are selecting search criteria and decide that you need to start over, you can clear the selected search criteria from the Search Fields list. To clear all search criteria 1. On the Search Criteria tab, click Clear. 2. A message displays confirming that you want to clear all search fields. Click Yes. Search Criteria Use the Search Criteria tab to select the search criteria that determines what information the program looks for. The criteria you select can be saved and used later for new searches or updates of the same search. Available Fields The Available Fields list is where you select search fields and establish the criteria for the search. You can search on information from the following field areas: Individual — Select the fields, lists, dates, numbers, and other relations fields you want the search results gathered from. Departmental Fields — Select the fields you want the search results gathered from. Available information to search on is determined by what has been set up on the Departmental Fields tab in People View/Edit Individual. Note To use Departmental Fields tab, you must be enrolled in the Megachurch Client Program. Once you are enrolled in the program, contact your Account Manager or call 1-800-736-7425 to activate Departmental Fields Family — Select the fields, lists, and dates you want the search results gathered from. Family Statistics — Select the fields, lists, and dates you want the search results gathered from. For more information, see Family Statistics Criteria. Address — Select the address fields and lists you want the search results gathered from. Phone Numbers — Select the phone fields you want the search results gathered from. For more information, see Phone Number/E-mail Address Criteria. E-mail Addresses — Select the e-mail information fields you want the search results gathered from. For more information, see Phone Number/E-mail Address Criteria. 14 Search Criteria Social Media Links — Select the social media links you want the search results gathered from. Social media information is set up on the Contact Information tab in View/Edit Individual. Activity Rosters — Select Activities Rosters and click Add to access the New Roster Criteria window. In the New Roster Criteria window, you can select the activity groups you want the search results gathered from. For more information, see New Roster Criteria (Activity Rosters). Class Rosters — Select Class Rosters and click Add to access the New Roster Criteria window. In the New Roster Criteria window, you can select the class groups you want the search results gathered from. For more information, see New Roster Criteria (Class Rosters). Small Group Rosters — Select Small Group Rosters and click Add to access the New Roster Criteria window. Small Group Rosters does not display in Search Criteria unless the organization has Access ACS. Besides having Access ACS, the individual creating the search must have the correct security level. The small groups that display were set up in Access ACS, not in Activities. Attendance — Select Attendance and click Add to access the Marking Criteria window. In the Marking Criteria window, you can select the attendance information you want the search results gathered from. For more information, see Attendance Criteria. Date Last Attended — Select the Date Last Attended fields you want the search results gathered from. For more information, see Date Last Attended Criteria. Gifts — Select Gifts and click Add to access the Gifts Criteria window. In the Gifts Criteria window, you can select the gifts information you want the search results gathered from. For more information, see Gifts Criteria. Pledges — Select Pledges and click Add to access the Pledges Criteria window. In the Pledges Criteria window, you can select the pledges information you want the search results gathered from. For more information, see Pledges Criteria. Connections — Select the connections information fields you want the search results gathered from. For more information, see Connections Criteria. Comments — Select Comments and click Add to access the Comments Criteria window. In the Comments Criteria window, you can select the comment information you want the search results gathered from. For more information, see Comments Criteria. Safeguard — Select Safeguard and click Add to access the Safeguard Criteria window. In the Safeguard Criteria window, you can select the Safeguard information you want the search results gathered from. For more information, see Safeguard Criteria. Staff Members — Select Staff Members and click Add to access the Staff Members Criteria window. In the Staff Members Criteria window, you can select the staff member information you want the search results gathered from. For more information, see Staff Members Criteria. 15 ACS Version 10.6 - Searches Organizations — Select the fields, lists, and dates you want the search results gathered from. For more information, see Organizations Criteria. Primary Affiliations — Select Primary Affiliations and click Add to access the Primary Affiliations Criteria window. In the Primary Affiliations Criteria window, you can select the primary affiliations information you want the search results gathered from. For more information, see Primary Affiliations Criteria. Each field area contains selections for data maintained in one of the ACS People related modules: ACS Module Field Areas People Individual, Family, Address, Phone Numbers, E-mail Address, Activities, Comments Attendance Classes, Attendance Contributions Gifts, Pledges Connections Connections Organizations Staff Members, Organizations, Primary Affiliations Note Search Fields The Search Fields section of the Search Criteria tab contains the search criteria you have selected. The list includes headings that describe the sections where you selected the criteria, such as "Individual Fields Where." The search criteria selections are listed in parentheses. You can double-click on a search criteria selection to edit its value. Match Flag When you select search criteria from a section in the Available Fields list, you can set the Match Flag to indicate whether the returned records must meet all criteria selected in that field area (And), or whether the returned records must meet any criteria selected in that field area (Or). You can set the Match Flag for each field area in the Available Fields list. For example, if you want the returned records to match all Individual criteria, select the And Match Flag for your criteria selections from the Individual field area. Search Criteria Buttons Add — Click to add a selected Available Field to the Search Fields. Edit — Click to edit a selected Search Field. Delete — Click to delete a selected Search Field. Clear — Click to clear the entire Search Fields list. 16 Search Criteria Process — Click to process the search using the criteria in the Search Fields list. Fields Criteria Use Fields Criteria to select field values to search on. Fields Criteria is accessed when you select text fields from the Available Fields list, such as First Name (under Individual Fields) or City (under Address Fields). When you double-click a text field or click Add when a text field is selected, the Fields Criteria dialog box accessed displays the name of the selected field as its title, such as "First Name Criteria." Note When entering Fields search criteria, the SSN field will not be available if you do not have rights to this field in Utilities. Search Type Select the Search Type you want to use for the selected field. The search type selected determines the fields available to the right of the Search Type list. Equal To — Select if you want the value of the selected field in the returned records to equal the value you enter in the Value field. Not Equal To — Select if you want the value of the selected field in the returned records to not equal the value you enter in the Value field. Range — Select if you want the search to return records with a range of values for the selected field. When you select Range, Starting Value and Ending Value fields display. Enter the starting value and ending value for the range you want returned for the field. For example, if you want to search for records with a ZIP Code in the range of 29501 through 29510, enter a Starting Value of 29501 and an Ending Value of 29510. Blank — Select if you want the search to return records for which the selected field is blank. Not Blank — Select if you want the search to return records with any value entered for the selected field. Contains — Select if you want the search to return records with values for the selected field that contain the text you enter in the Value field. For example, if you want to search for people who live on Main Street, you can select Address Line 1 from the Address Fields and type Main Street in the Value field. The search will return all records with a Main Street address. Multiple Values — Select if you want the search to return records with values that match one of two or more values you enter. When you select this option, type each value you want to use for the search in the Enter Value field and click Add Values. to add the value to the list of Matching Lists Criteria Use Lists Criteria to select list values to search on. 17 ACS Version 10.6 - Searches Lists Criteria is accessed when you select list fields from the Available Fields list, such as Blood Type (under Individual Lists). When you double-click a list field or click Add when a list field is selected, Lists Criteria displays the name of the selected field as its title, such as "Blood Type Criteria." Available to Select Available to Select — Lists available values for the selected field. To select a list value, highlight it and click Add values, click Add All . To select all available . Selected Selected — Lists the values you have selected for this field. To clear a listed value, highlight it and click Remove values, click Remove All . To clear all the selected . Search Type Equal To — Select if you want the value of the selected field in the returned records to equal on of the values listed in the Selected box. Not Equal To — Select if you want records returned with values for the selected field not equal to those listed in the Selected box. Dates Criteria Use Dates criteria to select criteria for dates you want to search on. Dates criteria is accessed when you select date fields from the Available Fields list, such as Date Joined or Date of Birth - Month. When you double-click a date field or click Add when a date field is selected, Dates criteria displays the name of the selected field as its title, such as "Date Joined Criteria". Note When entering Dates search criteria, the Date of Birth field will not be available if you do not have rights to this field in Utilities. Under each Date field listed in Available Fields, there are four subfields you can select for searching. These subfields are Month, Day, Year, and Age. You can search for an exact date by selecting the main date field, such as Date Joined. However, if you want to search for all members with birthdays in November, you can select Date of Birth - Month, listed under the Date of Birth field, and search for records with Dates of Birth in the month of November. Note 18 If you select a subfield for a date (Month, Day, Year, or Age), enter a numeric value to search on rather than selecting a date. For example, if you want to search for all members who are 50 years old, you would select Date of Birth - Age and enter "50" in the Value field. Here are the available values for each subfield: Search Criteria • Month — 1 through 12 • Day — 1 through 31 • Year — any 4-digit year • Age — any numeric age Search Type Select the Search Type you want to use for the selected date. The search types available are: Equal To — Select if you want the date of the selected field in the returned records to equal the value you enter in the Value field. Not Equal To — Select if you want the value of the selected field in the returned records to not equal the value you enter in the Value field. Range — Select if you want to filter for a range of dates. When you select Range, Starting Value and Ending Value fields display. Enter the starting date and ending date for the range you want to search on. For example, if you want to search for Date of Birth Month from January through March, enter a Starting Value of "1" for January and an Ending Value of "3" for March. Blank — Select if you want the search to return records for which the selected field is blank. Not Blank — Select if you want the search to return records with any value entered for the selected field. Greater Than — Select if you want the search to return records with a date that comes after the selected value. Less Than — Select if you want the search to return records with a date that comes before the selected value. Greater Than\Equal To — Select if you want the search to return records with a date that comes on or after the selected value. Less Than\Equal To — Select if you want the search to return records with a date that comes on or before the selected value. Date Value Date Value — Enter the date on which the search is based. Fuzzy Value — Select this option when you do not want to search on an exact date or dates. Prompt for Values allows you to add another date without having to add another set of criteria. The Date Criteria box for the additional set of criteria does not display until after you click Process. The Last Month (Disregard Year), This Month (Disregard Year), and Next Month (Disregard Year) options can, depending upon search criteria, return results from the current and/or previous or future years. For example, using the following criteria: 19 ACS Version 10.6 - Searches • Date of Birth field • Search Type selected is Less Than\Equal To • Search Date is set to 4/10/2008 • Fuzzy Value is set to This Quarter (Disregard Year) The search will pull first quarter (January, February, March) date of births for the Less Than criteria. Date of births will also be pulled for the second quarter for the Equal To criteria, because of the month selected for Search Date. If the date was changed to a day in May or June, the same data would display, but if you changed the Search Date to a July, August, or September, date, you will get date of births for the first, second and third quarters. Numbers Criteria Use Numbers Criteria to select criteria for numeric fields you want to search on. Numbers Criteria is accessed when you select number fields from the Available Fields list, such as Envelope Number (under Individual Numbers). When you double-click a number field or click Add when a number field is selected, the Numbers Criteria dialog box accessed displays the name of the selected field as its title, such as "Envelope Number Criteria." Search Type Select the Search Type you want to use for the selected field. The search type selected determines the fields available to the right of the Search Type list. Equal To — Select if you want the value of the selected field in the returned records to equal the value you enter in the Value field. Not Equal To — Select if you want the value of the selected field in the returned records to not equal the value you enter in the Value field. Range — Select if you want the search to return records with a range of values for the selected field. When you select Range, Starting Value and Ending Value fields display. Enter the starting value and ending value for the range you want returned for the field. For example, if you want to search for records with Envelope Numbers in the range of 100 through 199, enter a Starting Value of 100 and an Ending Value of 199. Blank — Select if you want the search to return records for which the selected field is blank. Not Blank — Select if you want the search to return records with any value entered for the selected field. Greater Than — Select if you want the search to return records with all values larger than the selected field. Less Than — Select if you want the search to return records with all values smaller than the selected field. Greater Than\Equal To — Select if you want the search to return records with all values larger than or equal to the selected field. 20 Search Criteria Less Than\Equal To — Select if you want the search to return records with all values smaller than or equal to the selected field. Other Relations Criteria Use Other Relations Criteria to search for people who are assigned one of the Other Relationships you defined in the People Suite for an individual. Individual — Click Lookup to locate the individual you want to search on Other Relationships for. Select Relationship Types — Select the relationship types you want to search for. The search returns individuals who match the relation type for the selected individual. For example, if you search for cousins of the person selected, the search results contain all of the individuals cousins. Check All — Click to select all the relationship type check boxes. Uncheck All — Click to clear all the relationship type check boxes. Include All Types — Select to include all the Other Relationships in the search. Family Statistics Criteria Use Family Statistics Criteria to search for various attributes or values related to family information. To see an example of how to perform a family statistics search, see the topic Search Example 11. Search Type Equal To — Select if you want the value of the selected field in the returned records to equal the values listed in the Matching Value field. Not Equal To — Select if you want records returned with values for the selected field not equal to those listed in the Matching Value field. Greater Than/Equal To — Select if you want the search to return records that are greater than or equal to the Matching Value field. Less Than/Equal To — Select if you want the search to return records that are less than or equal to the Matching Value field. Range — Select if you want to search on a matching range. When selected, the Starting # in Family and Ending # in Family fields become available as Search Values. Search Values Matching Value — Select a value to search on. The fields that are available depend on the criteria and the type of search selected. # in Family — Enter the criteria for the number of individuals in the family. Phone Number/E-mail Address Criteria Use Phone Numbers or E-mail Address Criteria to select phone numbers or e-mail addresses to search on. 21 ACS Version 10.6 - Searches Search Type Select the Search Type you want to use for the phone number or e-mail address. The search type selected determines the fields available to the right of the Search Type list. Equal To — Select if you want the value of the selected phone number/e-mail address in the returned records to equal the value you enter in the Value field. Not Equal To — Select if you want the value of the selected phone number/e-mail address in the returned records to not equal the value you enter in the Value field. Range — Select if you want the search to return records with a range of phone numbers/e-mail addresses. When you select Range, Starting Value and Ending Value fields display. Enter the starting value and ending value for the range of phone numbers/e-mail addresses you want returned. For example, if you want to search for records in the 803 area code, enter a Starting Value of 803-000-0000 and an Ending Value of 803-999-9999. Blank — Select if you want the search to return records with no phone number/e-mail address. Not Blank — Select if you want the search to return records with any value entered for the phone number/e-mail address. Contains — Select if you want the search to return records with a phone number/e-mail address that contains the text you enter in the Value field. For example, if you want to search for people who have AOL personal email accounts, you can select Personal E-mail from E-mail Type and type "aol.com" in the Value field. The search returns all records with an AOL personal e-mail address. Search Values Depending on your selection from Search Type, the Search Values section displays a Phone Type/E-mail Type list and either a Value field or Starting Value/Ending Value fields. If the Value field is grayed out, your selection from Search Type does not require you to enter a value for the search. You can select a Phone Type/E-mail Type for any Search Type selected. See the options in Search Types above for more information on adding values for your search. Listed Criteria Use Listed Criteria to select a Listed Status for phone numbers or e-mail addresses to search on. Search Type Select the Search Type you want to use for the Listed Status of phone numbers or e-mail addresses. Equal To — Select if you want the value of the selected phone number/e-mail type and listed status in the returned records to equal the values you enter in the Search Values section. 22 Search Criteria Not Equal To — Select if you want the value of the selected phone number/e-mail address type and listed status in the returned records to not equal the values you enter in the Search Values section. Search Values Phone/E-mail Type — Select the phone/e-mail type you want to search for from the list. Value — Select Listed or Unlisted from the list to determine whether you are searching for listed or unlisted phone numbers/e-mail addresses. New Roster Criteria (Activity Rosters) When you select Activity Rosters as a search option, a New Roster Criteria window is accessed where you can select activity groups to search for. Activity Roster Criteria Master Group — Select the Master Activity Group you want to search for from the list. The groups contained in the selected Master Activity Group display in the area beneath the Locate field. Master Groups are limited to those that the user has been granted access in Add/Edit Users. Locate — Enter the name of the group or the quick code for the group you want to search for in this field. The group you enter is highlighted in the list of groups. Quick codes for groups are set up in Activities Setup. All Activities — Select to search records for all individuals who are included on a roster in Activities. Selecting All Activities will search through all activity participants, regardless of the participant's level or the number of Master Groups you have in ACS. All Levels — Select to display all group levels in the list of groups. Show Deactivated — Select to display deactivated group levels as well as active group levels in the list of groups. Equal To — Select if you want the search to return records matching the Activity Roster Criteria. Not Equal To — Select if you want the search to return records that do not match the Activity Roster Criteria. In Roster — Select to return all records on an activity roster as of the Search Date selected on the Search Information tab. General Fields This area displays the Element lists for the selected activity group. Elements are set up in Activities Setup. Depending upon set up, between one and four elements can display. Element 1 — Select the Element 1 value you want to include in the search from the list. Element 2 — Select the Element 2 value you want to include in the search from the list. Element 3 — Select the Element 3 value you want to include in the search from the list. 23 ACS Version 10.6 - Searches Element 4 — Select the Element 4 value you want to include in the search from the list. Additional Fields This area displays fields defined for the selected group on the Roster Fields tab in Groups Setup. You can enter values to search for in these fields. Activation Dates Date Added — Select if you want to search for Activity Roster records that were added on a specified date or date range. Select the date(s) to filter by. Date Last Changed — Select if you want to search for Activity Roster records that were modified on a specified date or date range. Select the date(s) to filter by. Date Dropped — Select if you want to search for roster records that were removed from the roster on a specified date or date range. Select the date(s) to filter by. New Roster Criteria (Class Rosters) When you select Classes as a search option, a New Roster Criteria window is accessed where you can select class groups to search for. Class Roster Criteria Master Group — Select the Master Group you want to search for from the list. The groups contained in the selected Master Group display in the area beneath the Locate field. Master Groups are limited to those that the user has been granted access in Add/Edit Users. Locate — Enter the name of the group or the quick code for the group you want to search for in this field. The group you enter is highlighted in the list of groups. Quick codes for groups are set up in Attendance Setup. All Classes — Select to search records for all individuals who are included on a roster in all Class Master Groups. Selecting All Classes will search through all class participants, regardless of the participant's class level or the number of Master Groups you have in ACS. All Levels — Select to display all group levels in the list of groups. Show Deactivated — Select to display deactivated group levels as well as active group levels in the list of groups. Equal To — Select if you want the search to return records matching the Class Roster Criteria. Not Equal To — Select if you want the search to return records that do not match the Class Roster Criteria. In Roster — Select to return all records on a class roster as of the Search Date selected on the Search Information tab. If this option is not selected, the search returns all current roster records and all dropped roster records. 24 Search Criteria Primary Flag — Select to search for records with the selected Primary Flag (Yes or No) for the selected Group. Indicates whether the selected class is the member's primary attendance group. Note When you drop an individual from a class, the Primary Flag automatically changes to No. If you want to search for individuals who have been dropped from a class, the Primary Flag must be set to No. General Fields This area displays the Status, Position, and Open Category lists set up in Attendance Setup. You can select values to filter by for these fields. Activation Dates Date Added — Select to search for Roster records that were added on a specified date or date range. Select the date(s) to filter by. Date Last Changed — Select to search for Roster records that were modified on a specified date or date range. Select the date(s) to filter by. Date Dropped — Select to search for Roster records that were removed from the Roster on a specified date or date range. Select the date(s) to filter by. Date Last Attended Criteria Use the Date Last Attended - Date window to select criteria that will return records of individuals who last attended the selected activity or class: • On a selected Date (Date Last Attended - Date) • During a selected Month (Date Last Attended - Month) • On a selected Day of the month (Date Last Attended - Day) • During a selected Year (Date Last Attended - Year) • A specified number of years ago (Date Last Attended - Age) Date Last Attended Master Group — Select the Master Group you want to search for from the list. The groups contained in the selected Master Group display in the area beneath the Locate field. Locate — Enter the name of the group or the quick code for the group you want to search for in this field. The group you enter is highlighted in the list of groups. Quick codes for groups are set up in Attendance Setup. Group to Evaluate Evaluate Master DLA — Select if you want the search to return records for all individuals based on the date last attended (DLA) in the selected master group. If this option is not selected, the search will return records based on the roster DLA. Show Deactivated — Select if you want the search to include deactivated records. 25 ACS Version 10.6 - Searches Evaluation Equal To — Select if you want the date last attended for the records returned to equal the date you select in the Value field. Not Equal — Select if you want the date last attended for the records returned to not equal the date you select in the Value field. Range — Select if you want the date last attended to be any date within a range you select in the Start Value and End Value fields. Value — The Value field is available if you select Equal To or Not Equal for the Evaluation type. The value you enter in this field depends on the type of Date Last Attended Criteria you are searching on. • For Date Last Attended - Date criteria, select the date last attended you want to search on from the calendar. • For Date Last Attended - Month criteria, enter the numeric value of the month you want to search on. For example, if you want to search for individuals who last attended in February, enter "2" as the value. • For Date Last Attended - Day criteria, enter the numeric value of the day you want to search on. For example, if you want to search for individuals who last attended on the 14th of any month, enter "14" as the value. Valid values for Date Last Attended - Day are integers between 1 and 31. • For Date Last Attended - Year criteria, enter the four-digit year you want to search on. For example, if you want to search for individuals who last attended in the year 2009, enter "2009" as the value. • For Date Last Attended - Age criteria, enter the number of years ago you want to search on. For example, if you want to search for individuals who last attended 2 years ago, enter "2" as the value. Start Value and End Value — The Start Value and End Value fields are available if you select Range for the Evaluation type. Select the start and end dates for the range of dates you want to use for the search from the calendars. Attendance Criteria When you select Attendance as a search option, a Marking Criteria window displays where you can select attendance information to search for. Attendance Marking Criteria Master Group — Select the Master Group you want to search for from the list. The groups contained in the selected Master Group display in the area beneath the Locate field. Locate — Enter the name of the group or the quick code for the group you want to search for in this field. The group you enter is highlighted in the list of groups. Quick codes for groups are set up in Attendance Setup. All Levels — Select to display all group levels in the list of groups. Show Deactivated — Select to display deactivated group levels as well as active group levels in the list of groups. 26 Search Criteria Date Range — Select if you want to search for Marking Criteria for a specified date or date range. Select the dates to search for. Marking Criteria Marking — Select the attendance marking you want to search for from the list. # of Days — Select the number of days of attendance markings you want to search for from the list. Event — Select the event for which you want to search for marking criteria. Evaluation The Evaluation selection determines which records are returned based on your Marking, # of Times, and Event entries. Equal To — Select if you want the search to return individuals with attendance records that match the marking criteria entered. Greater Than — Select if you want the search to return individuals with attendance records better than the marking criteria entered. Greater Than/Equal To — Select if you want the search to return individuals with attendance records greater than or matching than the marking criteria entered. Less Than — Select if you want the search to return individuals with attendance records less than the marking criteria entered. Less Than/Equal To — Select if you want the search to return individuals with attendance records less than or matching the marking criteria entered. Consecutive — Select if you want the search to return individuals with consecutive attendance markings that match the marking criteria entered. Gifts Criteria Use Gifts Criteria to select gifts criteria for your search. Search Type Select the Search Type you want to use for the selected field. The search type selected determines the available Search Values. Greater Than\Equal — Select if you want the amount of the gift in the returned records to be greater than or equal to the amount you enter in the Value field in the Search Values section. Less Than\Equal — Select if you want the amount of the gift in the returned records to be less than or equal to the amount you enter in the Value field in the Search Values section. Range — Select if you want the search to return records within a range of gift amounts. When you select Range, Starting Value and Ending Value fields display in the Search Values section. Enter the starting gift amount and ending gift amount for the range you want returned. For example, if you want to search for records with gifts for the selected fund ranging 27 ACS Version 10.6 - Searches from $100.00 to $500.00, enter a Starting Value of 100 and an Ending Value of 500. Not Within Range — Select if you want to the search to return records outside a range of gift amounts. When you select Not Within Range, Starting Value and Ending Value fields display in the Search Values section. Enter the starting gift amount and ending gift amount for the range you want to exclude. Has Gifts — Select if you want the search to return records that have any gifts for the selected Period and Search Values. Has no Gifts — Select if you want the search to return records with no gifts for the selected Period and Search Values. Find Top Contributors — Select if you want the search to return records of the top contributors. Period By Year — Select if you want to search for gifts given in a selected calendar year. When By Year is selected, a Year list is available. Select the desired year from the list. By Date Range — Select if you want to search for gifts given in a specific date range. When By Date Range is selected, Beginning Date and Ending Date fields display. Click Lookup to access a calendar for each date field and select the beginning and ending date of the date range you want to search. Fuzzy Date — Select this option to search on a non-specified date or dates. For example, to see a list of those who have made no gifts this quarter, you would select a Search Type of Has No Gifts,and a Fuzzy Date of This Quarter. Prompt for Values allows you to add another date without having to add another set of criteria. The Date Criteria box for the additional set of criteria does not display until after you click Process. Gift Values Value — The Value field is available when you select the Greater Than\Equal or Less Than\Equal Search Type. Type the gift amount to search for in the Value field. Starting Value and Ending Value — The Starting and Ending Value fields are available when you select the Range Search Type. Enter the beginning and ending amount for the range of gift amounts you want to search for. Filter Values Fund — Select a fund to search for, or you can leave the field blank to search for gifts given to all funds. Transaction Type — Select a transaction type to search for, or you can leave the field blank to search all transaction types. Transaction Description — Enter a transaction description to search for, or you can leave the field blank to search all transaction descriptions. 28 Search Criteria Value of Service — Search for any gifts with a value of service within a specified range. Pledges Criteria Use Pledges Criteria to select pledges criteria for your search. Search Type Select the Search Type you want to use for pledges. The search type selected determines the available Search Values. Greater Than\Equal — Select if you want the amount of the pledge in the returned records to be greater than or equal to the amount you enter in the Value field in the Search Values section. Less Than\Equal — Select if you want the amount of the pledge in the returned records to be less than or equal to the amount you enter in the Value field in the Search Values section. Range — Select if you want the search to return records with a range of pledge amounts. When you select Range, Starting Value and Ending Value fields display in the Search Values section. Enter the starting pledge amount and ending pledge amount for the range you want returned. For example, if you want to search for records with pledges for the selected fund ranging from $100.00 to $500.00, enter a Starting Value of 100 and an Ending Value of 500. Not Within Range — Select if you want the search to return records that do not match the range of pledge amounts. Has Pledges — Select if you want the search to return records that have any pledges for the selected Period and Search Values. Has no Pledges — Select if you want the search to return records with no pledges for the selected Period and Search Values. Paid in Full—- Select if you want the search to return records that have pledges that are paid in full for the selected Period and Search Values. Not Paid in Full — Select if you want the search to return records that have pledges that are not paid in full for the selected Period and Search Values. Zero Amount Pledge — Select if you want the search to return records that have pledges with a total pledge amount of zero. Find Top Pledgers — Select if you want the search to return records of the top pledgers. Period Year — Select the year you want to search for pledges in the drop-down list, or leave the field blank to search for all years. Fuzzy Date — Select this option to search on a non-specified date or dates. For example, to see who has already made pledges for next year, you would select a Search Type of Has Pledges, and a Fuzzy Date of Next Year 29 ACS Version 10.6 - Searches Prompt for Values allows you to add another date without having to add another set of criteria. The Date Criteria box for the additional set of criteria does not display until after you click Process. Pledge Values Value — The Value field is available when you select the Greater Than\Equal or Less Than\Equal Search Type. Type the pledge amount to search for in the Value field. Starting Value and Ending Value — The Starting and Ending Value fields are available when you select the Range Search Type. Enter the beginning and ending amount for the range of pledge amounts you want to search for. Filter Values Fund — Select a fund to search for, or you can leave the field blank to search for pledges made to all funds. Frequency — Select the pledge frequency you want to search for from the drop-down list, or leave the field blank to search for pledges with any pledge frequency. Terms (in months) — Select the length of pledge term you want to search for, or leave blank. For example, if you want to search for pledge terms of one year, enter 12. Comments Criteria Use Comments Criteria to select comments to search on. Search Type Begins with — Select if you want the search to return records with a comment that begins with the text you enter in the Comment field. Contains — Select if you want the search to return records with a comment that contains the text you enter in the Comment field. Does Not Begin with — Select if you want the search to return records with a comment that does not begin with the text you enter in the Comment field. Does Not Contain — Select if you want the search to return records with a comment that does not contain the text you enter in the Comment field. Blank — Select if you want the search to return records with not comments for the selected comment flag and types. Not Blank — Select if you want the search to return records with any comments for the selected comment flag and types. Comment Flags Family Comments — Select if you want to search for family comments only. Individual Comments — Select if you want to search for individual comments only. 30 Search Criteria Both — Select if you want to search for both family comments and individual comments. Date Range — Select the beginning and ending dates if you want to search for comments entered during a specific date range. Comment — Enter the text you want to search for within comments in this field. Comment Fields Date Range — Enter the dates on which the search is based. Fuzzy Date — Select this option to search on a non-specified date or dates. For example, you want to see all comments made last year. You would select to Include all Types, select a Search Type of Not Blank, select a Comment Flag of Both, and a Fuzzy Date of Last Year. Prompt for Values allows you to add another date without having to add another set of criteria. The Date Criteria box for the additional set of criteria does not display until after you click Process. Comment — Enter a word or words you want to search on. Select Comment Types The Select Comment Types list contains a list of available comment types. Comment types are set up in Define Lists. Select the comment types to search from this list. Comment types are limited to those that the user has been granted access in Add/Edit Users. Include All Types — Select this option to include all comment types. When this option is selected the Select Comment Types list is grayed out. Staff Members Criteria Use Staff Members Criteria to select staff member criteria for your search. Search Type Equal To — Select if you want the employment status of the returned staff members to equal your selection from Status. Not Equal To — Select if you want the employment status of the returned staff members to not equal your selection from Status. Search Values You can search for records in designated organizations, organization levels, staff positions, position levels, status, and staff notes. If you do not want to limit your search using organization information, you can leave these fields blank or make selections only for those you want to use. For example, if you want to search for staff members in all organizations and levels who had a start date sometime 2008, leave all Search Values fields blank, then from Effective Date, enter Start Dates of 01/01/2008 to 12/31/2008. Organization — If you want to search for staff members of a specific organization, click Lookup and select the organization from Organization Lookup. 31 ACS Version 10.6 - Searches Level — If you want to search for staff members of organizations at a specific organization level, select that level from the list. Position — If you want to search for staff members who hold a specific staff position, select that position from the list. Position Level — If you want to search for staff members who hold a position at a specific position level, select that level from the list. Status — Select the employment Status you want records returned for. Notes — Enter a word, phrase, or sentence you want records returned for. Effective Date Current Staff — Select the box to limit the search for current staff. Start Date — If you want to search for staff members for a range of years, select the beginning year or year range. End Date — If you want to search for staff members for a range of years, select the ending year or year range. Ordained Yes — Select to include only ordained staff in the search results. No — Select to exclude ordained staff in the search results. Both — Select to include both ordained and non ordained staff in the search results. Date Range — If you want to search for ordained staff for a range of years, select the beginning year and ending year for the range . Licensed Yes — Select to include only licensed staff in the search results. No — Select to exclude licensed staff in the search results. Both — Select to include both licensed and unlicensed staff in the search results. Date Range — If you want to search for licensed staff for a range of years, select the beginning year and ending year for the range . Lay Staff Yes — Select to include only lay staff in the search results. No — Select to exclude lay staff in the search results. Both — Select to include both lay and non lay staff in the search results. Primary Contact Yes — Select to include only primary contacts in the search results. No — Select to exclude primary contacts in the search results. Both — Select to include both primary and non primary contacts in the search results. 32 Search Criteria Connections Criteria Use Connections Criteria to select Connections criteria for your search. Search Type Equal To — Select if you want the search to return Connections records matching the criteria you enter. Not Equal To — Select if you want the search to return Connections records that do not match the criteria you enter. Contact Flags Individual — Select to search for contacts made by or to an individual. Family — Select to search for contacts made by or to a family. Both — Select to search for contacts made to individuals and families. Inward — Select to search for contacts made to the church. Outward — Select to search for contacts made by church members to prospects or non-members. Both — Select to search for inward and outward contacts. Completed — Select to search for contacts that have been completed. Not Completed — Select to search for contacts that are scheduled but have not yet been completed. Both — Select to search for both completed and not completed contacts. Connections Criteria Date — Select the beginning and ending dates from the calendars if you want to search for contacts made within a specific period of time. Fuzzy Date — Select to search on non-specified dates. For example, if you select Last Month and today's date is April 10, 2009, the search will be for March, 2009. Prompt for Values allows you to add another date without having to add another set of criteria. The Date Criteria box for the additional set of criteria does not display until after you click Process. Type — Select a contact type from the list if you want to search for a specific type. Contact types are limited to those that the user has been granted access in Add/Edit Users. Response — Select a response from the list if you want to search for a specific contact response. Open Category — The field you set up as the open category for Connections is available for selection. To search for individuals for a specific value for your Connections open category, select the value from this list. Caller — Select the person from the Find Person window to search for contacts made by a specific individual. 33 ACS Version 10.6 - Searches Comment — Enter a comment in this field to search for a specific contact comment. Primary Affiliations Criteria Use Primary Affiliations when you want to search for records with a specific primary affiliation or records whose primary affiliation has a specific organization level. Search Type Equal To — Select if you want the search to return records with the selected primary affiliation/organization level from Search Values. Not Equal To — Select if you want the search to exclude records with the selected primary affiliation/organization level from Search Values. Search Values Parent • Primary Affiliation —Click Lookup and select the appropriate primary affiliation from Find Organization. • Unaffiliated Organizations — Click Lookup Unaffiliated. and click Set to Level — If you want to search for records associated with primary affiliations at a specific organization level, select that level from the list. 34 Organizations Criteria Organizations Fields Criteria Use Organizations Fields Criteria to select fields criteria for organizations returned in your search. Organizations Fields Criteria is accessed when you select Organizations text fields from the Available Fields list, such as PIN (under Organization Fields). When you double-click a text field or click Add when a text field is highlighted, the Fields Criteria dialog box accessed displays the name of the selected field as its title, such as "PIN Criteria." Search Type Select the Search Type you want to use for the selected field. The search type selected determines the fields available to the right of the Search Type list. Search Type Equal To — Select if you want the value of the selected field in the returned records to equal the value you enter in the Value field. Not Equal To — Select if you want the value of the selected field in the returned records to not equal the value you enter in the Value field. Range — Select if you want the search to return records with a range of values for the selected field. When you select Range, Starting Value and Ending Value fields display. Enter the starting value and ending value for the range you want returned for the field. For example, if you want to search for records of organizations with a Year Established from 2008 through 2009, enter a Starting Value of 2008 and an Ending Value of 2009. When searching on information stored in Organization user defined fields, you can search for a number range. For example, you have a user defined field named Auditorium Size, and for each organization you enter how many people their auditorium can hold. You need to know which organizations can hold between 500 and 1,000 people at their facility so 35 ACS Version 10.6 - Searches you do a search for Auditorium range of 500 – 1000. ACS will find all organizations that have a value between these two ranges. Blank — Select if you want the search to return records for which the selected field is blank. Not Blank — Select if you want the search to return records with any value entered for the selected field. Search Values You can search for records in designated organizations and/or organization levels. If you do not want to limit your search using this information, you can leave these fields blank or make selections for only one field. Organization — If you want to search for records of a specific organization, click Lookup and select the organization from Organization Lookup. Org Level — If you want to search for records at a specific organization level, select that level from the list. Value — If you selected Equal To or Not Equal To as your Search Type, type the value you are searching on in this field. Starting Value / Ending Value — If you select Range as your Search Type, type the starting value and ending value of the range you are searching on in these fields. Organizations Lists Criteria Use Organizations Lists Criteria to select list criteria for organizations returned in your search. Organizations Lists Criteria is accessed when you select Organizations list fields from the Available Fields list. When you double-click a list field or click Add when a list field is selected, the Lists Criteria dialog box accessed displays the name of the selected field as its title, such as "Church Type Criteria." Search Type Equal To — Select if you want the value of the selected field in the returned records to equal on of the values listed in the Selected section. Not Equal To — Select if you want records returned with values for the selected field not equal to those listed in the Selected section. Search Values You can search for records in designated organizations and/or organization levels. If you do not want to limit your search using this information, you can leave these fields blank or make selections for only one field. Organization — If you want to search for records of a specific organization, click Lookup and select the organization from Organization Lookup. Org Level — If you want to search for records at a specific organization level, select that level from the list. Available to Select 36 Organizations Criteria Available to Select — Displays a list of available values for the selected . To select all field. To select a list value, highlight it and click Add available values, click Add All . Selected Selected — Displays a list of the values you have selected for this field. To clear a listed value, highlight it and click Remove selected values, click Remove All . To clear all the . Organizations Dates Criteria Use Dates Criteria to select organization-related dates criteria for your search. Dates Criteria is accessed when you select Organizations date fields from the Available Fields list, such as Date of Inception. When you double-click a date field or click Add when a date field is selected, Dates Criteria displays the name of the selected field as its title, such as "Date of Inception Criteria." Under each Date field listed in Available Fields, there are four subfields you can select for searching. These subfields are Month, Day, Year, and Age. You can search for an exact date by selecting the main date field, such as Date Joined. However, if you want to search for all organizations that were started in November, you can select Date of Inception - Month, listed under the Date of Inception field, and search for records with Dates of Inception in the month of November. Note If you select a subfield for a date (Month, Day, Year, or Age), you will enter a numeric value to search on rather than selecting a date. For example, if you want to search for all members who are 50 years old, you would select Date of Birth - Age and enter "50" in the Value field. Here are the available values for each subfield: • Month — 1 through 12 • Day — 1 through 31 • Year — any 4-digit year • Age — any numeric age Search Type Select the Search Type you want to use for the selected date. Search Type Equal To — Select if you want the date of the selected field in the returned records to equal the value you enter in the Value field. Not Equal To — Select if you want the value of the selected field in the returned records to not equal the value you enter in the Value field. 37 ACS Version 10.6 - Searches Range — Select if you want the search to return records with a range of values for the selected field. When you select Range, Starting Value and Ending Value fields display. Enter the starting value and ending value for the range you want returned for the field. For example, if you want to search for records with a Year of Inception in the range of 1990 through 2009, enter a Starting Value of 1990 and an Ending Value of 2009. Blank — Select if you want the search to return records for which the selected field is blank. Not Blank — Select if you want the search to return records with any value entered for the selected field. Search Values Parent — You can select specific Organizations to search from Organization Lookup. Click Lookup to access Organization Lookup. Parent Level — You can select a specific Organization Level to search in from the list. Date Value — Enter the date on which the search is based. Fuzzy Value — Select this option when you do not want to search on an exact date or dates. Prompt for Values allows you to add another date without having to add another set of criteria. The Date Criteria box for the additional set of criteria does not display until after you click Process. The Last Month (Disregard Year), This Month (Disregard Year), and Next Month (Disregard Year) options can, depending upon search criteria, return results from the current and/or previous or future years. For example, using the following criteria: • Date of Inception field • Search Type selected is Less Than\Equal To • Search Date is set to 4/10/2009 • Fuzzy Value is set to This Quarter (Disregard Year) The search will pull first quarter (January, February, March) date of inceptions for the Less Than criteria. Date of inception will also be pulled for the second quarter for the Equal To criteria, because of the month selected for Search Date. If the date was changed to a day in May or June, the same data would display, but if you changed the Search Date to a July, August, or September, date, you will get date of inceptions for the first, second and third quarters. Sponsors Criteria Use Sponsors Criteria to select organization sponsors as criteria for your search. Search Type Sponsor of — Select if you want the search to return organizations that are sponsors of the organization you select in the Orgs field. 38 Organizations Criteria Sponsored by — Select if you want the search to return organizations that are sponsored by the organization you select in the Orgs field. Search Values Orgs — Click Lookup on. to select the organization you want to search Organizations Statistics Criteria Use Organizations Statistics Criteria to select statistics criteria for organizations returned in your search. Organizations Statistics Criteria is accessed when you select Organizations Statistics from the Available Fields list. Search Type Select the Search Type you want to use for Organizations Statistics. The search type selected determines the fields available to the right of the Search Type list. Search Type Equal To — Select if you want the value of the selected Statistics field in the returned records to equal the value(s) you enter in the Search Values area. Not Equal To — Select if you want the value of the selected Statistics field in the returned records to not equal the value(s) you enter in the Search Values area. Range — Select if you want the search to return records with a range of values for the selected Statistics field. When you select Range, Starting Value and Ending Value fields display. Enter the starting value and ending value for the range you want returned for the field. For example, if you are searching for records of organizations with total baptisms between 100 and 200 for the selected year, enter a Starting Value of 100 and an Ending Value of 200. Blank — Select if you want the search to return records for which the selected Statistics field is blank. Not Blank — Select if you want the search to return records with any value entered for the selected Statistics field. Greater Than — Select if you want the search to return records that are greater than values selected in the Search Values area. Less Than — Select if you want the search to return records that are smaller than the values selected in the Search Values area. Greater Than\Equal To — Select if you want the search to return records that are greater than or equal to the value(s) selected in the Search Values area. This option is not available for all fields. Less Than\Equal To — Select if you want the search to return records that are less than or equal to the value(s) selected in the Search Values area. This option is not available for all fields. Search Values 39 ACS Version 10.6 - Searches You can search for records in designated organizations and/or organization levels. If you do not want to limit your search using this information, you can leave these fields blank or make selections for only one field. Orgs — If you want to search for records of a specific organization, click Lookup and select the organization from Organization Lookup. Org Level — If you want to search for records at a specific organization level, select that level from the list. Value — If you selected Equal To or Not Equal To as your Search Type, type the value you are searching on in this field. Starting Value / Ending Value — If you select Range as your Search Type, type the starting value and ending value of the range you are searching on in these fields. Staff Positions Criteria Use Positions Criteria to select staff members as criteria for your search. Search Type Equal To — Select if you want the search to return records staff members that hold the selected staff position(s). Not Equal To — Select if you want the search to return records of staff members that do not hold the selected staff position(s) Search Values Orgs — If you want to search for staff members of a specific organization, click Lookup and select the organization in the Find Organization window. Org Level — If you want to search for staff members of organizations at a specific organization level, select that level from the list. Starting Year and Ending Year — If you want to search for staff members for a range of years, select the beginning year and ending year for the range from the lists. To search for staff members for one specific year, select that year from the first list and leave the second blank. Available to Select Available to Select lists the staff positions available to search on. To select a staff position, highlight it and click Add available staff positions, click Add All . To select all . Selected Selected lists the staff positions you have selected to search on. To clear a listed staff position, highlight it and click Remove selected staff positions, click Remove All 40 . . To clear all the Search Examples Search Example 1 - Active Members in the City The Scenario Your church is participating in a city-wide cleanup day. Your activities coordinator wants to contact all active members in your organization who live in the city of Florence. Breaking It Down You can perform a simple search to create a list for your activities coordinator. You know that the people on the list should be: • Active members • Residents of the city of Florence The Search Settings Select the settings for your search on the Search Information tab. Title — You can give your search a descriptive title, such as "Active Members in the city of Florence". Note You must save your Search Results using the Save Criteria or Save Results options on the Search Information tab to save your search by title. Search On — You need to search on All Records to return a complete list. Include Records That — Your search includes fields from the Individual and Address Field areas. The records returned should match all the criteria for this search, so you should select Meet Criteria for all Field Areas (And). Search Output Flag — Since there can be more than one active member in a family, select the Head of Household option so that each family is contacted once. The Search Criteria 41 ACS Version 10.6 - Searches Select the criteria for your search on the Search Criteria tab. To search for your active members, you select information from the Individual section of the Available Fields list. Since you want the returned records to match all criteria you select from the Individual section, select And for the Match Flag setting. On the Available Fields list, you need to select: • Individual>Lists>Member Status>Member • Individual>Lists>Active>A To search for records of people who live in the city of Florence, you need to select: • Address>Fields>City Enter Florence in the Value field. Performing the Search This procedure gives the steps for performing this search. 1. On the Search Information tab, select the Settings as outlined above. 2. Click the Search Criteria tab and select the criteria as outlined above. 3. Click Process to process the search. Printing the Results Your activities coordinator has asked for a report with each family's street address, home phone number, and personal e-mail address. You can set up a report with all this information on the Results tab. To set up your results report 1. Click the Results tab. 2. Click Setup. 3. Click Remove All list. to remove all fields from the Selected Fields 4. On Name Options, select these options: • Show Last Name First • Show Goes By Name 5. On the Address Fields, select Address Line 1 and click Add 6. On the Address Fields, select Phone and click Add . . 7. On the E-mail Address list, select E-mail Personal, select E-mail Address, and then click Add . 8. Click OK. 9. On the Results tab, click Print to preview your Search Results List. 10. Click Print 42 . Search Examples Search Example 2 - Preparing for Prospect Contacts The Scenario An associate pastor is preparing for outward contacts to prospects next week. He asks you for a list of prospects with addresses available who have not been contacted yet. Breaking It Down You can use a search to find the records your associate pastor needs for contact. You know that the people on the list should be: • Prospects of your organization • People who have an address available in your records • People who have not received an outward contact from your organization The Search Settings Select the settings for your search on the Search Information tab. Title — You can give your search a descriptive title, such as "Prospects List for Outward Contacts". Note You must save your Search Results using the Save Criteria or Save Results options on the Search Information tab to save your search by title. Search On — You need to search on All Records to return a complete list. Include Records That — Your search includes fields from the Individual and Address Field areas. The records returned should match all the criteria for this search, so you should select Meet Criteria for all Field Areas (And). Search Output Flag — Since you want to give the associate pastor a list that includes all prospects, even if they are in the same household, select Matching Individuals. The Search Criteria Select the criteria for your search on the Search Criteria tab. To search for the prospects, you select information from the Individual section of the Available Fields list. Since you want the returned records to match all criteria you select from the Individual section, select And for the Match Flag setting. On the Available Fields list, you need to select: • Individual>Lists>Member Status>Prospect • Individual>Dates>Last Outward Contact Click Add when you have selected the Last Outward Contact section. On Search Type, select Blank. To search for records of prospects who have addresses with their records, you select information from the Address section of the Available Fields list. You need to select: • Address>Fields>Address Line 1 43 ACS Version 10.6 - Searches On Search Type, select Not Blank. Performing the Search This procedure gives the steps for performing this search. 1. On the Search Information tab, select the Settings as outlined above. 2. Click the Search Criteria tab and select the criteria as outlined above. 3. Click Process to process the search. Printing the Results The associate pastor has asked for a list of the prospects and their addresses. You can set up a report with all this information on the Results tab. To set up your results report: 1. Click the Results tab. 2. Click Customize. 3. Click Remove All list. to remove all fields from the Selected Fields 4. On Name Options, select these options: • Show Last Name First • Show Goes By Name • Show Title 5. On the Address Fields, select Address Line 1 and click Add 6. On the Address Fields, select City and click Add . 7. On the Address Fields select State and click Add . . 8. Click OK. 9. On the Results tab, click Print to preview your Search Results list. 10. Click Print . Search Example 3 - Last-Minute Meeting Cancellation The Scenario The Nominating Committee has a meeting scheduled this evening, but the head of the committee just called and asked you to contact the members to cancel the meeting due to an emergency in her family. She has already left messages at home for each member, so you need to call them at work with the message. Breaking It Down You can use a search to create a list of the Nominating Committee members and their phone numbers. You need to find: • 44 A roster containing the Nominating Committee members Search Examples • The home and work telephone numbers for the Nominating Committee members The Search Settings Select the settings for your search on the Search Information tab. Title — You can give your search a descriptive title, such as "Nominating Committee Phone Numbers". Note You must save your Search Results using the Save Criteria or Save Results options on the Search Information tab to save your search by title. Search On — You need to search on All Records to return a complete list. Include Records That — Your search includes fields from the Phone Numbers and Activities Field Areas. The records returned should match all the criteria for this search, so you should select Meet Criteria for all Field Areas (And). Search Output Flag — Since you want to contact the committee members directly, select Matching Individuals. The Search Criteria Select the criteria for your search on the Search Criteria tab. To search for the Nominating Committee members 1. Select Activities on the list of Available Fields and click Add. 2. Select Activities from the Master Group list. 3. Select Committees from the selection box. 4. Select Nominating from the Element 1 list. 5. Click OK. To search for committee members with work phone numbers, you select information from the Phone Numbers section of the Available Fields list. To search for work phone numbers 1. Select Phone Numbers>Phone Number. Click Add. 2. On Search Type, select Not Blank. 3. Select Work from the Phone Type list. 4. Click OK. To perform a search 1. On the Search Information tab, select the Settings as outlined above. 2. Click the Search Criteria tab and select the criteria as outlined above. 3. Click Process to process the search. To print the results of a search To set up your results report: 45 ACS Version 10.6 - Searches 1. Click the Results tab. 2. Click Setup. 3. Click Remove All list. to remove all fields from the Selected Fields 4. On Name Options, select these options: • Show Last Name First • Show Goes By Name 5. On the Phone Number Work section, select Phone Number and click Add . 6. Click OK. 7. On the Results tab, click Print to preview your Search Results list. 8. Click Print . Search Example 4 - E-mails for Youth Sunday School The Scenario The Sunday School Director wants to start e-mailing a youth-oriented newsletter to the Youth Division Sunday School members each week. He asks you to get him a list of all the Youth Division Sunday School members with email addresses. He wants the list to include the members' parents with their email addresses as well. Breaking It Down You can use a search to create a list of the Youth Division Sunday School members and their e-mail addresses. You need to find: • A roster containing all Youth Division Sunday School members • A list of the parents of all Youth Division Sunday School members • E-mail addresses for the Youth Division Sunday School members and parents The Search Settings Select the settings for your search on the Search Information tab. Title — You can give your search a descriptive title, such as "Youth Division SS Members w/ E-mail Addresses". Note You must save your Search Results using the Save Criteria or Save Results options on the Search Information tab to save your search by title. Search On — You need to search on All Records to return a complete list. Include Records That - Your search includes fields from the Classes and Email Address Field Areas. The records returned should match all the criteria for this search, so you should select Meet Criteria for all Field Areas (And). 46 Search Examples Search Output Flag - Since the Sunday School Director wants to send the newsletter to members and their parents, select Parents With Matches. To search for members of a particular group 1. Select Classes on the list of Available Fields and click Add. 2. Select Sunday School on the Master Group list. 3. Select Youth Division on the selection box. 4. Select Active on the Status list. 5. Select Member on the Position list. 6. Click OK. To search for e-mail addresses 1. Select E-mail Address>E-mail Address. Click Add. 2. On Search Type, select Not Blank. 3. Leave E-mail Type blank to search for all e-mail types. 4. Click OK. To perform a search 1. On the Search Information tab, select the Settings as outlined above. 2. Click the Search Criteria tab and select the criteria as outlined above. 3. Click Process to process the search. To print search results 1. Click the Results tab. 2. Click Setup. 3. Click Remove All list. to remove all fields from the Selected Fields 4. On Name Options, select these options: • Show Goes By Name • Show Title 5. On the Individual>Lists section, select Family Position and click Add . 6. On the E-mail Address>E-mail Personal section, select E-mail Address and click Add . 7. On the E-mail Address>E-mail Work section, select E-mail Address and click Add . 8. Click OK. 9. On the Results tab, click Print to preview your Search Results list. 10. Click Print . 47 ACS Version 10.6 - Searches Search Example 5 - Mailing Brochures to Announce a New Class The Scenario A member of your church is a financial advisor and is offering a free class to couples on handling finances. He wants mailing labels printed for the couples who have attended at least two Sunday School classes in the past six months. Breaking It Down You can use a search to create a list of the married couples who have attended your worship services. You need to find: • Individuals who are married • Individuals who have attended at least two Sunday School classes during the last six months. The Search Settings Select the settings for your search on the Search Information tab. Title — You can give your search a descriptive title, such as "Financial Class Prospects". Note You must save your Search Results using the Save Criteria or Save Results options on the Search Information tab to save your search by title. Search On — You need to search on All Records to return a complete list. Include Records That — Your search includes fields from the Individual and Attendance Field Areas. The records returned should match all the criteria for this search, so you should select Meet Criteria for all Field Areas (And). Search Output Flag — Select Matching Individuals to return all records that meet the criteria. The Search Criteria Select the criteria for your search on the Search Criteria tab. To search for individuals who are married 1. On the list of Available Fields, select Individual>Lists>Marital Status and then click Add. 2. Select Married and click Add . Click OK. To search for individuals who have attended Sunday School two or more times in the last six months 1. On the Available Fields list, select Attendance and then click Add. 2. On the Master Group list, select Sunday School. 3. Select All Levels to search all Sunday School levels. 4. Select the dates for the Date Range to include the last six months. 5. On the Evaluation Section, select Greater Than/Equal To. 6. On the Marking drop-down list, select P. 48 Search Examples 7. Enter 2 in the # of Days field. 8. Select Sunday School on the Event list. 9. Click OK. To perform the search 1. On the Search Information tab, select the Settings as outlined above. 2. Click the Search Criteria tab and select the criteria as outlined above. 3. Click Process to process the search. To print the results as mailing labels 1. Click the Search Information tab. 2. Click Labels. 3. Select your printer type and the labels you use on the Report Type and Reports list. 4. Click the Setup tab. 5. On the Layout tab, create the label layout you want to use or click Load Template to use a label template. 6. Click the Settings tab. 7. On Record Selection, select One Per Family. 8. On Label Options, make sure the Include Children and Expand Children options are not selected. 9. Select other Settings options as appropriate. For more information on the Labels options, see the Labels section of the ACS People Suite online help. 10. Click Print to print the mailing labels. 11. Click Close to exit Labels. Search Example 6 - Gifts for the Youth Trip The Scenario The youth group just returned from a missions and study trip. The youth pastor is preparing a letter of thanks to those who contributed to the Youth Trip Fund since January of 2009. He asks you for a list of those contributors. Breaking It Down You can perform a simple search to create a list for your youth pastor. You know that the people on the list should have: • Gifts on record to the Youth Trip Fund • Gifts given between January 1, 2009 and the current date The Search Settings Select the settings for your search on the Search Information tab. 49 ACS Version 10.6 - Searches Title — You can give your search a descriptive title, such as "Youth Trip Fund Contributors." You must save your Search Results using the Save Criteria or Save Results options on the Search Information tab to save your search by title. Note Search On — You need to search on All Records to return a complete list. Include Records That — Your search includes fields from the Gifts Field Area. The records returned should match all the criteria for this search, so you should select Meet Criteria for all Field Areas (And). Search Output Flag — Since you want a list containing every contributor to the Youth Trip Fund, select Matching Individuals. The Search Criteria Select the criteria for your search on the Search Criteria tab. To search for gifts given to the Youth Trip Fund, you select information from the Gifts section of the Available Fields list. Since you want the returned records to match all criteria you select from the Gifts section, select And for the Match Flag setting. On the Available Fields list, you need to select Gifts and click Add. On the Gifts Criteria window, select: • Has Gifts for the Search Type. • By Date Range for the Period. Enter January 1, 2009 as the Beginning Date and the current date as the Ending Date. • Youth Trip on the Fund list. To perform the search 1. On the Search Information tab, select the Settings as outlined above. 2. Click the Search Criteria tab and select the criteria as outlined above. 3. Click Process to process the search. To print the results 1. Click the Results tab. 2. Click Setup. 3. Click Remove All list. to remove all fields from the Selected Fields 4. On Name Options, select these options: • Show Last Name First • Show Goes By Name 5. On the Address Fields, select Address Line 1 and click Add 6. On the Address Fields, select City and click Add 7. On the Address Fields, select State and click Add 50 . . . Search Examples 8. On the Address Fields, select ZIP Code and click Add . 9. On the Individual Lists, select Member Status and click Add . 10. Click OK. 11. On the Results tab, click Print to preview your Search Results List. 12. Click Print . Search Example 7 - Pledge Reminders The Scenario Your organization has been raising money to buy a van, and next month is the deadline to have all pledges and gifts in to make the purchase. You need to send a reminder to all active contributors who made pledges to the Van Fund who have not paid in full. Breaking It Down You can perform a simple search to create mailing labels for your reminder letters. You know that the people on the list should: • Be active contributors • Have a pledge for the Van Fund that is not paid in full The Search Settings Select the settings for your search on the Search Information tab. Title — You can give your search a descriptive title, such as "Unpaid Pledges Van Fund." Note You must save your Search Results using the Save Criteria or Save Results options on the Search Information tab to save your search by title. Search On — You need to search on All Records to return a complete list. Include Records That — Your search includes fields from the Individual and Pledges Field Areas. The records returned should match all the criteria for this search, so you should select Meet Criteria for all Field Areas (And). Search Output Flag — Since you want a list of all active contributors with a pledge to the Van Fund that is not paid in full, select Matching Individuals. The Search Criteria Select the criteria for your search on the Search Criteria tab. To search for active contributors, you select information from the Individual section of the Available Fields list. On the Available Fields list, you need to select: • Individual>Lists>Active Contributor>A 51 ACS Version 10.6 - Searches To search for individuals with pledges to the Van Fund that are not paid in full, on the Available Fields list, select Pledges and click Add. On the Pledges Criteria window, select: • Not Paid in Full for the Search Type • The current year on the Year list • The Van Fund on the Fund list To perform the search 1. On the Search Information tab, select the settings given in this example. 2. Click the Search Criteria tab and select the criteria given in this example. 3. Click Process. You need mailing labels for the individuals returned in your search results. To print the mailing labels 1. Click the Search Information tab. 2. Click Labels. 3. Select your printer type and the labels you use on the Report Type and Reports list. 4. Click the Setup tab. 5. On the Layout tab, create the label layout you want to use or click Load Template to use a label template. 6. Click the Settings tab. 7. On Record Selection, select One Per Person. 8. Select other Settings options as appropriate. For more information on the Labels options, see the Labels section of the ACS People Suite online help. 9. Click Print to print the mailing labels. 10. Click Close to exit Labels. Search Example 8 - Locating Other Family Members The Scenario A child at your all-day vacation bible school event is sick, and you cannot locate any of his immediate family to pick him up. You want to check with other family members they have in the church to try to locate one of his parents. Breaking It Down You can perform a simple search to print a list of other family members the child has in your church. You know that each person on the list should: • Be listed as an Other Relation on the child's record in the People module. The Search Settings 52 Search Examples Select the settings for your search on the Search Information tab. Title — You can give your search a descriptive title, such as "Family Members for (Child's Name)." Note You must save your Search Results using the Save Criteria or Save Results options on the Search Information tab to save your search by title. Search On — You need to search on All Records to return a complete list. Include Records That — Your search includes fields from the Individual Area. The records returned should match all the criteria for this search, so you should select Meet Criteria for all Field Areas (And). Search Output Flag — Since you want a list of all of the child's family members, select Matching Individuals. The Search Criteria Select the criteria for your search on the Search Criteria tab. To search for other family members for the child 1. Select Individual on the list of Available Fields. 2. Select Other Relations and click Add. 3. Click Lookup to locate the child's name on the Individual field. 4. Select the Include All Types option to search for all the child's other family members. To perform the search 1. On the Search Information tab, select the settings in this search example. 2. Click the Search Criteria tab and select the criteria in this search example. 3. Click Process. You need a list of the individuals returned in your search results along with their phone numbers. To print the list 1. Click the Results tab. 2. Click Setup. 3. Click Remove All to remove any previously selected fields from the Selected Fields list. 4. On the Available Fields list, select Address>Fields>Phone and then click Add . 53 ACS Version 10.6 - Searches 5. To select any other types of phone numbers, select Phone Number and make another selection from the types listed. Click Add print the selected the phone number type. to 6. Click OK. 7. Click Print to preview the list report. 8. Click Print to print the list. Search Example 9 - Organization Sponsors The Scenario You work at a mission church, and your parent organization has requested that your pastor send in a list of the organizations that have sponsored your church. He asks you to prepare the list to be faxed this afternoon. Breaking It Down You can perform a simple search to print a list of the organizations that have sponsored your church. You know that the organizations on the list should be sponsors of your church. The Search Settings Select the settings for your search on the Search Information tab. Title — You can give your search a descriptive title, such as "Our Church Sponsors." Note You must save your Search Results using the Save Criteria or Save Results options on the Search Information tab to save your search by title. Search On — You need to search on All Records to return a complete list. Include Records That — Your search includes Organizations Sponsors criteria only. The records returned should match all the criteria for this search, so you should select Meet Criteria for all Field Areas (And). Search Output Flag - Since you want a list of all of your church's sponsors, select Matching Individuals. The Search Criteria Select the criteria for your search on the Search Criteria tab. To search for organization sponsors 1. Select Organizations on the list of Available Fields. 2. Select Sponsors and click Add. 3. Under Search Type, select Sponsor Of. 4. Click Lookup Organization. 54 and select your organization from Find Search Examples To perform the search 1. On the Search Information tab, select the settings for this example. 2. Click the Search Criteria tab and select the criteria for this example. 3. Click Process. You need a listing of all the organizations that have sponsored your church along with each sponsor's address and phone number. To print the list 1. Click the Results tab. 2. Click Setup. 3. Click Remove All list. to remove all fields from the Selected Fields 4. On the Address>Fields section, select Address Line 1 and click Add . Use the same method to select Address Line 2, City, State, ZIP Code, and Phone. 5. Click OK. 6. On the Results tab, click Print to preview your search results list. 7. Click Print . Search Example 10 - Date Last Attended The Scenario The Adult Sunday School Coordinator has requested a list of members who attended at least one Sunday School class last month. He wants to send a mailing to inform them of the upcoming month's lessons. Breaking It Down You can perform a simple search to print a list of members who attended at least on Sunday School class last month. You know that the people should be church members who last attended a Sunday School class during the previous month. The Search Settings Select the settings for your search on the Search Information tab. Title — You can give your search a descriptive title, such as "Sunday School Attendees." Note You must save your Search Results using the Save Criteria or Save Results options on the Search Information tab to save your search by title. Search On — You need to search on All Records to return a complete list. 55 ACS Version 10.6 - Searches Include Records That — Your search includes Individual Lists Criteria and Date Last Attended Criteria. The records returned should match all the criteria for this search, so you should select Meet Criteria for all Field Areas (And). Search Output Flag — Since you want a list of all members who meet this criteria, select Matching Individuals. The Search Criteria Select the criteria for your search on the Search Criteria tab. To search for your church members, you select information from the Individual section of the Available Fields list. Since you want the returned records to match any criteria you select from the Individual section, select Or for the Match Flag setting. On the Available Fields list, you need to select: • Individual>Lists>Member Status>Member • Individual>Lists>Member Status>Sunday School Only To search for records of people who attended Sunday School during the last month 1. On the Available Fields list, select Date Last Attended and click Add. 2. On the Master Group list, select Sunday School. 3. Select Adult Division from the list. 4. Under Group to Evaluate, select Roster Group. 5. Under Evaluation, select Range. 6. Select the first day of the last month on the Start Value calendar. 7. Select the last day of the last month on the End Value calendar. 8. Click OK. To perform the search 1. On the Search Information tab, select the settings for this example. 2. Click the Search Criteria tab and select the criteria for this example. 3. Click Process. You need mailing labels for the individuals returned in your search results. To print results as mailing labels 1. Click the Search Information tab. 2. Click Labels. 3. Select your printer type and the labels you use on the Report Type and Reports list. 4. Click the Setup tab. 5. On the Layout tab, create the label layout you want to use or click Load Template to use a label template. 6. Click the Settings tab. 7. On Record Selection, select One Per Person. 56 Search Examples 8. Select other Settings options as appropriate. For more information on the Labels options, see the Labels section of the ACS People Suite online help. 9. Click Print to print the mailing labels. 10. Click Close. Search Example 11 - Family Statistics The Scenario Your church plans to offer a Sunday School class for families who do not have children. The Sunday School coordinator would like to determine how many families in your organization may be available to participate in this new class. Breaking It Down You can perform a simple search to create a list for your Sunday School coordinator. You know that the people on the list should be: • Families without Children The Search Settings Select the settings for your search on the Search Information tab. Title — You can save your search with a descriptive title, such as "Available Families for New Sunday School Class" so that you can easily recall the search. Note You must save your Search Results using the Save Criteria or Save Results options on the Search Information tab to save your search by title. The Title field is optional. You can either enter a title for the search or you can leave it blank. If you want to save this search, enter a descriptive title so that you can easily recall the search. Search On — You need to search on All Records to return a complete list. Include Records That — Your search includes fields from the Family Statistics Field area. The records returned should match all the criteria for this search, so you should select Meet Criteria for all Field Areas (And). Search Output Flag — Since individuals that have not been assigned a status of Head of Household may be available for the class, then you would select the Matching Individuals option. Note When searching in Family Statistics, if you select the Matching Individuals option under Search Output Flag, your results will search for Head of Household records for each family first, then search for one available individual in each family that does not have an assigned Head of Household that meets the Search Criteria. 57 ACS Version 10.6 - Searches The Search Criteria Select the criteria for your search on the Search Criteria tab. To search for families without children, you select information from the Family Statistics section of the Available Fields list. Since you want to determine whether the family is listed as having children or not, you would want to perform an Equal To Search Type to return records that meet the Matching Value of Children and the # in Family value range of zero. On the Available Fields list, you need to select: • Family Statistics>Family Position>Equal To>Children>0 To perform the search 1. On the Search Information tab, select the settings in this example. 2. Click the Search Criteria tab and select the criteria in this example. 3. Click Process. Your activities coordinator has asked for a report with each family's street address, home phone number, and personal e-mail address. You can set up a report with all this information on the results tab. To print the results 1. Click the Results tab. 2. Click Setup. 3. Click Remove All list. to remove all fields from the Selected Fields 4. On Name Options, select these options: • Show Last Name First • Show Goes By Name 5. On the Address Fields, select Address Line 1 and click Add 6. On the Address Fields, select Phone and click Add . . 7. On the E-mail Address list, select E-mail Personal, select E-mail Address, and then click Add . 8. Click OK. 9. On the Results tab, click Print to preview your search results list. 10. Click Print 58 . Working With Search Results About Search Results Your search results are the records returned when you process a search based on your selected settings and search criteria. You have many options for using your search results, including: • Printing a simple report from the Results tab • Exporting search results to ACS reports or the Advanced Export option • Creating a mail merge • Sending e-mails to people returned in your search results • Creating mailing labels for people returned in your search results • Creating contributions statements for people returned in your search results. Customizing the Results Grid You can select the format for the names and the other fields that display on the Results tab in the Customize Results Grid window. To set up the Results grid 1. On the Results tab, click Customize. 2. Click Remove All Note to clear the Selected Fields list. When you access the Customize Results Grid window, the Selected Fields list displays the fields you selected for this search along with the fields you selected for your 59 ACS Version 10.6 - Searches previous search. By clearing the list, you ensure that fields not needed for this search are not included in the Results grid. 3. In the Available Fields list, select a field you want to display in the Results grid and click Add . Continue until all fields you want to display are listed in Selected Fields. 4. To arrange the order of the columns to display on the Results grid, use Up and Down . 5. On the Options tab, under Name Options, select the options for name formatting you want to use. 6. Under Sort Options, select the order by which you want to sort the results. 7. Click OK to return to the Results tab. Viewing Search Results in the Search Results Grid After you process a search, the search results display in a simple table format on the Results tab. The table includes headings for your search criteria and a list of the returned data. To view search results in the Results Grid 1. Once you have processed a search, click the Results tab. 2. Click Setup to select and arrange the fields to display for each individual in your search results. 3. Optional: To resize your columns, place the cursor over the line between the column headings. When the cursor changes to cross-hairs (an arrow pointing left and right with two vertical lines through it), click and drag to size the columns appropriately. Exporting Search Results to HTML You can export the data displayed on the Results tab to an HTML file. The HTML file exported displays the table as it exists on the Results tab, so it is easy to view in a browser and can be used on your web site or e-mailed as an attachment. To export search results to an HTML file 1. After you process a search, click the Results tab. 2. Right-click anywhere in the Results grid. 3. On the right-click menu, select Export to HTML. 4. Save the results under a descriptive file name. The default directory for saving exported search results is ACSPICT. 5. Click Save. The HTML file displays in your browser. 60 Working With Search Results Exporting Search Results To an Excel File You can export the data displayed on the Results tab to a Microsoft® Excel® file. The Microsoft Excel file exported displays the table as it exists on the Results tab as a spreadsheet and retains the column headings from ACS. To export search results to an Excel file 1. After you process a search, click the Results tab. 2. Right-click anywhere in the Results grid. 3. On the right-click menu, select Export to Excel. 4. Save the results under a descriptive file name. The default directory for saving exported search results is ACSPICT. 5. Click Save. Microsoft Excel automatically opens the spreadsheet. Printing Search Results from the Search Results Grid When you need a quick list of the results of your search, you can print a simple report directly from the Results tab. To print search results from the Results grid 1. After you process a search, click the Results tab. 2. Set up the Results grid. 3. Click Print. 4. On the Print Preview window, click Print 5. Click Close Preview Note to print the report. to return to the Results tab. The Search Results List report is preformatted as a simple table-style report. To change any report formatting, use the Options, Page Number Format, and Date and Time options. Using Search Results with ACS Reports When you process a search in ACS, you can use the search results to print a report in the ACS People Suite. On the Setup tab for most reports, you can choose to Use Last Search Results. When this option is selected, the report pulls only those records that were returned in the last search results processed. To access ACS Reports from the Search Settings tab, click Reports. 61 Search Info Functions About Search Information Functions The Search Information functions are accessed using the first row of buttons on the Search Information tab. These functions are used to: • Add, edit, and save search criteria • Load saved search criteria • Save and edit the results of a search • Load saved search results Using these options when you work with searches can save you time. For example, if you know you need to perform the same search each month, you can save the criteria and then load it the next month. You do not have to reenter the criteria each time you perform the search. You can also edit saved search criteria to create a similar search rather than entering shared criteria again. For example, if you print a birthday list each month, you can save a "Birthday List" search and change only the date fields for the search. Search results can also be saved and reloaded if you will need the exact list of returned individuals again. Editing search results gives you the ability to create a list of individuals who do not have any criteria in common by adding or removing people on a list of search results. The Search Information functions provide you flexibility in working with saved search information. Saving Search Criteria When you enter and process a set of search criteria you will use again later, use the Save Criteria function to save the list of criteria. To save a set of search criteria 63 ACS Version 10.6 - Searches 1. Under Searches and Reports, click Searches. 2. On the Search Information tab, select the appropriate settings for your search. 3. Click the Search Criteria tab. 4. Select the criteria for your search. 5. Process the search. 6. Click the Search Information tab. 7. Click Save Criteria. 8. Enter a name for the search criteria set in the Title field. 9. Optional: Select Public if you want other ACS users to have access to the saved criteria. 10. Click Save. Loading Search Criteria Use the Load Criteria option to access saved search criteria you want to use again. To load saved search criteria 1. Under Searches and Reports, click Searches. 2. On the Search Information tab, click Load Criteria. 3. Select the title of the saved search you want to load on the Saved Queries list. 4. Click Load. The search criteria display on the Search Criteria tab. Editing Search Results After a search is processed, you can add or remove specific individuals for reporting purposes. Use this option when you need a list of records that do not have information in common. To edit search results Note You can also edit your search results by adding or removing all members of a family at one time. Use the Control key to do this. Select the family you want to add or remove, press and hold the CTRL key, and click Add or Remove. Adding to Results 1. On the Search Information tab, click Edit Results. 2. Do one of the following: 64 Search Info Functions • To add an individual to the list, highlight the name you want to add and click the Add . • To add all individuals, click Add All . Removing From Results 1. On the Search Information tab, click Edit Results. 2. Do one of the following: • To remove an individual from the list, highlight the name you want to move and click Remove • . To remove all individuals, click Remove All . 3. Your search results have been edited and now reflect your changes. Finding An Individual To quickly find an individual, type in the first few letters of the individual's last name in the Enter Last Name field. The list scrolls to the name entered. Click Close when you have completed the list. Editing Organization Search Results After a search is processed, you can add or remove specific organizations for reporting purposes. Use this option when you need a list of records that do not have information in common. To add organization records to search results 1. After your search is processed, on the Search Information tab in the Searches window, click Edit Org Results. 2. To add an organization record to your results, select a record from the . Repeat this step to add the organization left pane and click Add records you want to your results. To add all the records to your results, click Add All . 3. Click Close. To remove organization records from search results 1. After your search is processed, on the Search Information tab in the Searches window, click Edit Org Results. 2. To remove an organization record from your results, select a record from the right pane and click Remove Repeat this step to remove the organization records you want from your results. To remove all the records from your results, click Remove All . 3. Click Close. 65 ACS Version 10.6 - Searches Saving Search Results If you enter and process a search and you want to access the results later, without processing the search again, use the Save Results function. When you load saved search results, the data retrieved is not updated with information entered after the search was processed. To save a set of search results 1. Under Searches and Report, click Searches. 2. On the Search Information tab, select the appropriate settings for your search. 3. Click the Search Criteria tab. 4. Select the criteria for your search. 5. Process the search. 6. Click the Search Information tab. 7. Click Save Results. 8. Enter a name for the search results set in the Title field. 9. Optional: Select Public if you want other ACS users to have access to the saved results. 10. Click Save. Loading Search Results You can access saved search results you want to use again. Note When loading saved search results, if you do not have access rights to the Date of Birth or SSN fields in Add/Edit Users, you will receive an error message. To load saved search results 1. Under Searches and Reports, click Searches. 2. On the Search Information tab, click Load Results. 3. Select the title of the saved results set you want to load on the Saved Search Results list. 4. Click Load. The search results display on the Search Criteria tab. Note 66 When you load saved search results, keep in mind that you cannot select different search options or criteria and process the results. The results that you save contain a "snapshot" of the data that matched the criteria for a search when it was originally processed. The criteria for the original search are not saved with the results. Search Info Functions Printing Search Criteria You can print a list of the criteria you have selected for a search. To print a list of search criteria 1. Under Searches and Reports, click Searches. 2. Select criteria for a search or load the saved search criteria you want to print. Note If you would like to print a set of saved criteria, load the saved criteria and click Print Criteria. 3. On the Search Information tab, click Print Criteria. 4. Click Print . Using Search Results to Print ACS Reports You can access ACS Reports from Searches and print reports using your search results. When you print a report using search results, the report prints only the records in the current search results. To use search results to print and ACS Report 1. Under Searches and Reports, click Searches. 2. On the Search Information tab, select the appropriate settings for your search. 3. Click the Search Criteria tab. 4. Select the criteria for your search. 5. Process the search. 6. Click the Search Information tab. 7. Click Reports. 8. On the ACS Reports window, select and print the report you want. Note For information on ACS Reports, please refer to the online help for the module you are working in. Using Search Results to Create Labels You can access ACS Labels from Searches and print labels using your search results. When you print labels using search results, labels print for the records in the current search results only. 67 ACS Version 10.6 - Searches To use search results to print labels 1. Under Searches and Reports, click Searches. 2. On the Search Information tab, select the appropriate settings for your search. 3. Click the Search Criteria tab. 4. Select the criteria for your search. 5. Process the search. 6. Click the Search Information tab. 7. Click Labels. 8. On the ACS Reports window, select and print the labels you want. Note 68 For information on ACS Labels, refer to the Labels online help. Advanced Searching Techniques Advanced Searching Techniques There are many ways you can refine your Search Criteria to get the results you need. If you are experiencing difficulty with your search results, read this topic. You can limit or eliminate problems such as: • The number of results is larger or smaller than what you had anticipated • There are records that you expected to be included in the results that are missing • There are records returned that you did not expect to be included in the results Verifying Existing Data Problems in your search results are not always a result of your searching techniques. The search itself is only as efficient as the data maintained in the system. The key to thorough results is to make sure you have entered the appropriate data for each individual. Example: You are searching for all individuals with a Marital Status of Married. When the search is processed, you notice that James Aaron is not included in the results. You know he is married, and you even see his wife's name in the results. This is due to an oversight or an incorrect entry in James Aaron's record. In the previous example, you can go to Add/Edit Individual in the People module, select James Aaron's record and examine the Marital Status field. Most likely, this field is either blank or has a value other than Married. Note You may think you have blank values in some ACS fields but are not sure. To search for blank values select the field on which you want to search and select Blank as the Search 69 ACS Version 10.6 - Searches Type. This search returns a list of records with nothing entered in the selected field. With this list, you can go back and fill in the appropriate information for each individual. Using Reports To Verify Data If you receive inaccurate search results often, you may have incorrect, inconsistent, or blank values in some of your important fields. You can use Reports to print specific reports and examine individual records. For example, if you suspect that individuals have incorrect information entered, you can print the People Profiles Report to view vital information for each individual. About Searching On Previous Search Results On the Search Information tab, notice that you can search on All Records or Previous Search Results. Use the Previous Search Results option to search within your current search results. If your first search attempt generates more records than you were expecting, you can refine your search by providing another set of Search Criteria. Then, select the Previous Search Results option and the software searches within your current Results only. This creates a subset of your original Search Results that includes only those records that match both sets of Search Criteria. Example 1 You have two tasks you want to accomplish: • You want to send a letter to all members of the Youth Choir detailing the Choir Practice Schedule • You want to e-mail the Choir Practice Schedule to all Youth Choir members who have an e-mail address 1. For the first task, process a search for all members of the Youth Choir. Use Mail Merge to send a letter to these individuals. 2. Select Previous Search Results from the Search Information tab and click Edit Search. 3. Add another Search Criterion to search for individuals with an e-mail address. 4. Process the search and then use the E-mail option to send an e-mail to individuals in the Youth Choir with an e-mail address. Example 2 You want to find all children, ages 9-15 who are children of Members or Bible Study Members: 1. From Search On (located on the Search Information tab), select All Records. Select Children of Matches as your Search Output Flag. 70 Advanced Searching Techniques 2. Click New Search and add two Search Criterion: • First, add a criterion that includes all individuals with a Member Status of Member • Next, add a criterion that includes all individuals with a Member Status of Bible Study 3. Process the search. Note Because we selected Children of Matches on the previous window, only children of these individuals are included in the Search Results. 4. Click the Search Information tab. From Search On, select Previous Search Results. Next, select Matching Individuals as your Search Output Flag. 5. Click New Search. This clears your existing Search Criteria; however, your previous results remain in the system. 6. Add search criterion to find all individuals between 9 and 15 years old. Process the search. About Using the Active Address Flags Criteria The Active Address Flags search criteria is available under the Address>Lists section of the Available Criteria list. This option gives you the ability to search for addresses with the selected Active Address Flags. Active Address Flags criteria should only be used in conjunction with another address criteria search. For example, you can search for addresses in a specific City that have an Active Address Flag of Mailing. The Not Equal To option under Search Type is not applicable for Active Address Flags criteria and is grayed out. Searching on Previous Search Results If your first search attempt generates more records than you were expecting, you can refine your search by providing another set of Search Criteria. Then, you can select the Previous Results option and the software searches within your current results only. This creates a subset of your original Search Results that includes only those records that match both sets of Search Criteria. To search within Search Results: 1. Do one of the following: • • • Process a new search Restore a set of saved Search Criteria and reprocess the search Use your current results 2. On the Search On section of the Search Information tab, select Previous Results. 71 ACS Version 10.6 - Searches 3. Do one of the following: • • Click New Search Click Edit Search 4. On the Search Criteria tab, add your new search criteria and click Process. Compiling a Random List of Individuals There are times when you need a list of individuals who have no data in common that you can use to perform a search. To compile this type of list, you can use a blank set of search results and select the individuals using the Edit Search Results option. To compile a random list of individuals using the Edit Search Results option 1. On the Search Information tab, click New Search. 2. If a search has been previously processed, a message confirming that you want to clear the search displays. Click Yes. 3. Click the Search Information tab. 4. Click Edit Results. 5. Add individuals to the right hand side field by using Add . Date Searches Under each Date field listed in Available Fields, there are four subfields you can select for searching. These subfields are Month, Day, Year, and Age. You can search for an exact date by selecting the main date field, such as Date Joined. However, if you want to search for all members with birthdays in November, you can select Date of Birth - Month, listed under the Date of Birth field, and search for records with Dates of Birth in the month of November. Note 72 If you select a subfield for a date (Month, Day, Year, or Age), you will enter a numeric value to search on rather than selecting a date. For example, if you want to search for all members who are 50 years old, you would select Date of Birth - Age and enter "50" in the Value field. Here are the available values for each subfield: • Month — 1 through 12 • Day — 1 through 31 • Year — any 4-digit year • Age — any numeric age Advanced Searching Techniques The following are some date search examples: • If you want to find everyone with an entry date of 01/01/1009 to 06/30/2009, you should select Entry Date on the Available Fields list. Select Range for the Search Type and key in the beginning and ending dates of the range you are searching for. • If you want to find everyone with a birthday in June, you should select Date of Birth - Month on the Available Fields list. Select Must Match as your Search Type and 06 as your Value. Home Phone Numbers The home telephone number is connected to the home address. When you need to search on the "Home" telephone number, select the Phone field listed under Address Fields on the Available Fields list. Example: To search for everyone with a home or work phone number that begins with a 537 prefix, you would select Address>Fields>Phone on the Available Fields list. Then, select Phone Number>Phone Number. Select a Equal To as the Search Type and Work as the Phone Type. Enter 537 as the Value. Make sure you select Meet Criteria for any Field Areas (Or) on the Include Records That section of the Search Information tab. Searching for Organizations Staff Members There are two ways you can search for staff members: • You can use the Staff Members search criteria to find staff members without selecting any Organizations criteria. • You can select Organizations criteria and specify that you only want staff member records returned. To search for organizations staff members using the Staff Members search criteria 1. Under Searches and Reports, click Searches. 2. On the Search Information tab, select the appropriate search settings. Make sure Matching Individuals is selected as the Search Output Flag. 3. Click the Search Criteria tab. 4. On the Available Fields list, select Staff Members and then click Add. 5. Select the appropriate criteria for staff members you want returned in your search results and click OK. 6. Click Process. To return only staff member records when searching on Organizations criteria 1. Under Searches and Reports, click Searches. 73 ACS Version 10.6 - Searches 2. On the Search Information tab, select the appropriate search settings. Make sure Staff Members is selected as the Search Output Flag. 3. Click the Search Criteria tab. 4. On the Available Fields list, select the Organizations criteria you want to search on. 5. After you select all the criteria for your search, click Process. 74 Advanced Export Advanced Export Overview The Searches module includes an option to perform an advanced export. The Advanced Export is an advanced version of the People Export you can use to export selected data from the People module. You can use this option to generate a customized export file in various file formats. The Advanced Export option includes data selection options from the People, Special Mailings, General Ledger, and Organizations modules, depending on the modules your organization owns. A solid understanding of these modules, as well as an understanding of search and export functionality, is important when using Advanced Export. If you have never exported information from ACS using the People Export, you should familiarize yourself with that option and its features before performing an advanced export. As with performing searches, the best way to learn how to perform more complex tasks is to experiment. For some users, administrative requirements may not allow for experimentation. If this is the case, please contact ACS Support and inquire about advanced export options. Plan your desired output carefully before you create your export file. By considering the fields you need to export data from, the desired organization of the data, and the appropriate file format for the export, you will save time completing an advanced export. Be sure that you are comfortable working in the software application to which you are exporting data. While the Advanced Export option enables you to export to many different software packages, ACS does not support these packages. Creating A New Advanced Export You can create new advanced exports to export specific data for use in other software programs. To create a new advanced export 75 ACS Version 10.6 - Searches 1. On the Search Information tab, click Advanced Export. 2. On the Advanced Export Menu, click Create New Export. 3. On Select Export Type, select one of the following: • File Export - Select to create a single file containing selected export information. • Database Export - Select to create multiple files that are linked by common fields. Note If you are unsure of which type of export you want to perform select File Export. 4. Click OK. The ACS Data Export Designer displays. 5. Enter a title for the export in the Export Title field. 6. Optional: Click Description to enter a detailed description of the export and click OK. 7. Select the desired options from the Groups, Fields, and Format tabs. Use the Back and Next options to navigate the tabs. Note If you are creating a Database Export, the tabs available are Groups, Included Data, and Format. 8. Do one of the following: • Click Save & Close to save the export and close the ACS Data Export Designer. • Click Execute. Copying an Export to a New Name Use Copy to New Name on the Advanced Export menu to copy an export to a new file name. To copy an export to a new file name 1. On the Search Information tab, click Advanced Export. 2. On the Advanced Export menu, select the export file you want to copy to a new name. 3. Click Copy to New Name. 4. Enter the new name for the export and click OK. Note 76 If you select a file name that is already in use, the system indicates that the export name is invalid. Click OK and enter a new name. Advanced Export Running An Export Use the Run Export option on the Advanced Export menu to execute an existing export from the Advanced Export menu. To run the export 1. On the Searches window, click Advanced Export. 2. On the Advanced Export Menu, select the export to run. 3. Click Run Export. 4. A message displays asking if you want to limit the number of records exported for testing purposes. Do one of the following: • Click OK to export all records • Enter the number of records you want to limit the export to for testing purposes and click OK. 5. The system displays a message when the export is complete. Click OK. Viewing and Editing Export Properties Use the Properties option on the Advanced Export menu to view and edit the properties of a selected export. To view and/or edit the properties of an export 1. On the Search Information tab, click Advanced Export. 2. On the Advanced Export menu, select the export file you want to access properties for. 3. Click Properties. 4. View and/or edit the export properties from the Groups, Fields, and Format tabs. Note If you are creating a Database Export, the tabs available are Groups, Included Data, and Format. 5. Click Save & Close to save the export and close the ACS Data Export Designer. Deleting an Export File Use the Delete Export option on the Advanced Export menu to delete an export file. To delete an export file 1. On the Search Information tab, click Advanced Export. 2. On the Advanced Export menu, select the export file to delete. 3. Click Delete Export. 77 ACS Version 10.6 - Searches 4. A message displays confirming that you want to delete this export. Click OK. 78 ACS Data Export Designer About ACS Data Export Designer Use the ACS Data Export Designer to select properties for an Advanced Export. The Export Designer contains three tabs, depending on the type of export you are performing (File or Database). If you are performing a File Export, the following tabs display: • Groups — On the Groups tab, you can choose to export People, Special Mailings Groups, Reservations Activity Rosters, General Ledger Accounts, Organizations data, or Volunteers, depending on the ACS modules you own. The Groups selection options differ depending on your selection. • Fields — On the Fields tab, you can select and arrange the ACS Fields to export. Take some time to familiarize yourself with the available fields and options for the field types. • Format — On the Format tab, you can select the file format you want to export your data in. If you are performing a Database Export, the following tabs display: • Groups — On the Groups tab, you can choose to export People, Special Mailings Groups, Reservations Activity Rosters, General Ledger Accounts, Organizations data, or Volunteers, depending on the ACS modules you own. The Groups selection options differ depending on your selection. • Included Data — On the Included Data tab, you can select the database tables you want to include in the export. • Format — On the Format tab, you can select the file format you want to export your data in. ACS Data Export Designer 79 ACS Version 10.6 - Searches Export Title — Enter a descriptive title for your export here. The Export Title can be up to 50 characters long. Description — Click to enter a detailed description of the export. Export Type — Displays the type of export you selected on Select Export Type. ACS Data Export Designer Buttons Back/Next — Click to navigate through the Data Export Designer tabs. Save & Close — Click to save the export and close the Data Export Designer. Execute — Click to run the export. Groups Tab Use the Groups tab to choose to export either People, Special Mailings Groups, Reservations Activity Rosters, General Ledger Accounts, Organizations data, or Volunteers, depending on the ACS modules you own. The Groups selection options differ depending on your selection. If you select People, your selection options are: Record Selection All Individuals — Select to export data for each individual record in your database or search results. One Per Family — Select to export a record for each family in your database or search results. One Per Contributor — Select to export a record for each contributor in your database or search results. Include Deactivated Records — Select to include deactivated records in the export. Filter — Select to set a filter for records to export. Search Results Use Last Search Results — Select to include only those records returned in your last search results in the exported data. If you select Special Mailings Groups, your selection options are: There are no selection options for Special Mailings Groups. If you select Reservations Activity Rosters, your selection options are: There are no selection options for Reservations Activity Rosters. If you select General Ledger Accounts, your selection options are: GL Dataset — Select the General Ledger Dataset you want to export data for from the list. Account Selection Tab — Select the appropriate options from the Account Selection tab. 80 ACS Data Export Designer Transaction Options Tab — Select the appropriate options from the Transaction Options tab. If you select Organizations, your selection options are: Record Selection Organization Level — Select the organization level you want to export data from, or select All Organizations to export data for all organizations. Include Deactivated Records — Select to include deactivated records in the export. Include Deactivated Contributors — Select to include deactivated contributor records in the export. Select Organizations — Select to select the organizations to include in the export. Search Results Use Last Search Results — Select to include only those records returned in your last search results in the exported data. If you select Volunteers, your selection options are: Records Record Selection — You can select from the following record selection options using the drop-down list: • Note All Matching Records — Select to include all individual Volunteer Manager records with a matching individual People record in the export. People records that do not have a matching Volunteer Manager record are not included in the export if the All Matching Records option is selected. • Last Individuals Record — Select to include records from a Volunteer Manager individual search performed in the export. • Use People Search — Select to include records from a search performed in People in the export. Include Deactivated — Select to include deactivated records in the export. Include No Permission — Select to include individual records that do not currently have the Permission to Release Information flag activated in Volunteer Manager. Fields Tab Use the Fields tab to select and arrange the ACS Fields to include in the export. The fields available depend on your Groups tab selections. Take some time to familiarize yourself with the available fields and options for the field types. ACS Fields 81 ACS Version 10.6 - Searches The following information may help in selecting options from ACS Fields: • Be sure to view all the available fields in the ACS Fields area. There are multiple layers of fields, so it is helpful to take a few moments to familiarize yourself with the setup. • Primary fields are fields which serve to identify individual members of the group. These are designated by a gold icon list. in the ACS Fields • To select fields from the ACS Fields list, you can double-click the desired field or drag and drop it to the Selected Fields tab. • The Primary Organizations folder found under the Personal folder contains Primary Affiliation fields. The FamilyPicture and IndividualPicture Fields The FamilyPicture and IndividualPicture fields are included in the Personal fields on the Fields tab. You can use these fields to export pictures to the ACS Report Designer file format only. If you select these fields to export to other software packages, only the file path for the picture is exported. The picture itself does not display. The Contributor Salutation Field The Contributor Salutation field is included in the Name category of the Personal fields on the Fields tab. The Contributor Salutation field can only be populated if the One Per Contributor option is selected on the Groups tab. Volunteer Manager Fields If you are performing a File Export with Volunteer Manager fields selected, all Volunteer Manager data fields selected from the Fields tab must include Personal fields. If you are performing a Database Export with VM Groups selected, you must include the Personal field on the Included Data tab. Selected Fields Tab When you select ACS Fields, the fields display in the Selected Fields tab. Up/Down — Use Up and Down to arrange the selected fields in the desired order for the export file. Select All — To clear the list of selected fields, click Select All and then click Remove. You can also click Select All and drag and drop the fields from the Selected Fields tab to the ACS Fields list. Remove — Use Remove to remove selected fields from the list. You can highlight a field on the tab and click Remove, or you can drag and drop the field from the Selected Fields tab to the ACS Fields list. Options Tab Additional export options are available on the Options tab, depending on your Groups and Fields selections. The export options available from the Options tab are: Personal — Click Personal to select additional export options for selected Personal fields. This option is available when you are working with the People Group. 82 ACS Data Export Designer CB Individual Totals — Click CB Individual Totals to select additional export options for selected CB Individual Totals fields. This option is available when you are working with the People Group. Fund Totals — Click Fund Totals to select additional export options for selected Fund Totals fields. This option is available when you are working with the People Group. Connections — Click Connections to select additional export options for selected Connections fields. This option is available when you are working with the People Group. SM Personal Info — Click SM Personal Info to select additional export options for selected Special Mailings fields. This option is available when you are working with the Special Mailings Groups. RV Activity Rosters — Click RV Activity Rosters to select additional export options for selected Reservations Activity Rosters fields. This option is available when you are working with the Reservations Activity Rosters Group. Organizations — Click Organizations to select additional export options for selected Organizations fields. This option is available when you are working with the Organizations Group. Staff — Click Staff to select additional export options for selected Staff fields. This option is available when you are working with the Organizations Group. VM — Click VM to select additional export options for selected VM fields. This option is available when you are working with the VM group. Included Data Tab Use the Included Data tab to select the database tables you want to include in the advanced export. This tab is available when you are performing a Database Export. Included Data A list of tables available for the export displays on the left side of the Included Data tab. The ACS tables available are: • Personal • Alternate Phones • E-mail Addresses • Activities • Small Groups • Family Comments • Class Rolls • CB Individual Totals • Fund Totals • CB Pledges • CB Gifts 83 ACS Version 10.6 - Searches • Connections • RV Activity Rosters • Checkpoint • Social Media • Preferred Lists • RV Payments • GL Accounts • GL Account Headings • Organizations • Staff • Sponsors • VM Available Times • VM Log Entries • VM Consultations • VM Matched Positions • VM Groups Options The Options section of the Included Data tab contains a button for each database table you select on the left side of the tab. Click these buttons to select export options for the database tables you are including in the export. The Options section is not available for the VM Available Times, and VM Matches Positions tables. Format Tab Use the Format tab to select the file format you want to export your data in. File Format The file formats you can export your ACS data as using the Advanced Export option are: 84 • ACS Report Designer • Microsoft® Word Mail Merge • Microsoft® Excel® • Microsoft® Access 2000™ • Microsof®t Access 97™ • Microsoft® Outlook® • Microsoft® Foxpro • Paradox for Windows ACS Data Export Designer • dBase • ASCII Fixed-Length Text File • Comma Separated Values • Tab Separated Values 85 Mail Merge Mail Merge Overview Use the Mail Merge feature in ACS to personalize letters to your organization members. The ACS Mail Merge feature interfaces directly with Microsoft® Word. After you have completed a search to select records for the merge, you can access the Mail Merge window to complete a mail merge. Note Please review the Technical Considerations for Mail Merges before completing your first Merge documents. Available Documents The Available Documents section of the Mail Merge window displays file names for the templates of previously created merged letters, forms, and documents. Once you have documents created, saved, and loaded, you can merge to them directly from the Mail Merge window. Mail Merge Options Mail Merge Setup is the first step to creating a merge document. Click Mail Merge Setup to select how you want names handled and whether special People fields such as Date of Birth or any family or individual additional fields are included in the letter. You also have the option to select Contributions information for the merge. Check Display Field Map to display a list of special fields you have chosen that you can leave open on your desktop for quick reference as you merge the letter. Create New Main Document is next (unless you've already created documents, in which case you can Load one instead). Clicking Create New Main Document to launch Microsoft Word and insert merge fields for name, address and salutation. The merge fields from ACS are available for inserting in your document. When your document is complete, use the Save or Save As command in Microsoft Word to save it with a descriptive name. You can 87 ACS Version 10.6 - Searches proceed in Word to merge the material or close Word and return to ACS to merge at a later time. Load Document (in ACS) is used to add the document you just created to the Available Documents list displayed on the Mail Merge window. Click Load Document and select the merge document you just created. Once you have some documents loaded, you can highlight one and either View/Edit Main Document or Merge Document. Use the Remove Document option to remove a document from the Available Documents list if it is no longer needed. The Create Single Letter option is available when you access Mail Merge from Find Person or Find Organization. The merge processes are identical, but you are working with a single record rather than search results. Technical Considerations for Mail Merges The Mail Merge feature requires that Microsoft® Word is installed on your computer and that you have a working knowledge of Word. The Mail Merge feature for ACS works with Microsoft Word 97® or higher. Microsoft Word ODBC Desktop Database Drivers that are named either dBASE & Microsoft Visual FoxPro® Driver or dBase/Microsoft Visual FoxPro Driver are also required. These may or may not be installed on your version of Microsoft Word. If you have installed Microsoft Word as a part of Microsoft Office 97 or higher, this driver is available by performing an Office custom installation. Accessing Mail Merge You can access Mail Merge from the Search Information tab of Searches or the Find Person window. To access Mail Merge from Searches 1. On the Searches window, click the Search Information tab. 2. Click Mail Merge. The Mail Merge window displays. To access Mail Merge from Find Person 1. On the Find Person window, select the person you want to send a letter to. 2. Click Letter. The Mail Merge window displays. Including Special Fields and Contribution Information in the Main Document Mail merge documents can contain special fields (Blood Type, Date Entered, Employment, etc.) or Contributions information. These fields are not automatically inserted into the merge document. You must select them in Microsoft® Word to incorporate them in your document. Generally, this means 88 Mail Merge selecting the "Insert Merge Field" option in Microsoft Word, then selecting the field. Consult Help in Microsoft Word to learn the details concerning the mail merge option. If you have selected multiple special fields for your merge, use the Display Field Map option in ACS to keep up with which merge field matches with which special field. Use the Merge Field Reference Table to assist with mapping other fields. Creating a New Main Document The main document contains the merge fields that are used with the information from your search results to generate the finished form letters. You must create at least one main document in order to generate your form letters. To create a new main document 1. Under Searches and Reports, click Searches. 2. On the Search Information tab, click Mail Merge. 3. Click Create New Main Document. 4. A message displays indicating you must refresh the mail merge data. Click OK. 5. A message displays when the records are processed. Click OK. Microsoft® Word opens. Note The main document contains the fields and text that are displayed in the created letters. The fields displayed reflect information from your search results when you complete the merge. You also have the option to insert other fields if you want to. 6. Edit the document, entering the text you want in each letter where you want it displayed. If all fields do not display, press Shift+Alt+F. For field definitions, consult the Merge Field Reference Table topic. 7. While in Microsoft Word, save the main document with a unique filename in the desired directory. Note Please refer to your Microsoft Word Online Help for more details. Printing a Merge Document Merged Documents are printed from Microsoft® Word. Please refer to the Online Help in Microsoft Word for more information on printing merged documents. 89 ACS Version 10.6 - Searches Loading and Removing Documents After creating a main document or a merge document in Microsoft® Word, you can "load" these documents into ACS so that they are available for future use. Only documents created with the in Mail Merge can be loaded and manipulated successfully. The Remove Document option is used to remove main documents or merge documents from ACS. The document itself is not deleted. It is removed from the Available Documents list. To load a document 1. On the Mail Merge window, click Load Document. Note Only documents created with the Mail Merge option can be successfully loaded and manipulated. Do not attempt to load previous documents you have created with Microsoft Word alone. 2. On the Open window, select the main document from the appropriate directory and click OK. To remove a document 1. On the Available Documents list, select the document you want to remove. 2. Click Remove Document. 3. A message displays confirming the deletion. Click Yes. Viewing/Editing a Main Document You can access and edit a Microsoft® Word document you have saved as a main document in ACS Mail Merge. To view/edit a main document 1. On the Mail Merge window, select the document to open. 2. Click View/Edit Main Document. Microsoft Word launches and the document you selected opens, so you can view and edit the document as needed. Using Contributions Information with Mail Merge Mail merge documents can contain Contributions information for the individuals processed in the search results. Contributions data can be processed by fund and by year. These fields are not automatically inserted into the merge document. In order to use this information in your form letter, you must know the details concerning the mail merge option in Microsoft® Word. To use Contributions information with Mail Merge 1. On the Mail Merge window, click Mail Merge Setup. 2. Click the Contributions tab. 3. On the Contributions tab, click Select Funds. 90 Mail Merge 4. Select the funds you want to use by highlighting a fund and clicking Add to move it to the Selected Fund list. 5. Click Return when you have selected the funds to use. 6. On the Posting Options section of the tab, select the date options you want to use. For more information on Posting Options, see the topic Mail Merge Setup Contributions Tab. You can format the dollar amounts to include decimals and commas automatically ($123.00 instead of $123, or $4,567.00 instead of $4567). Note 1. On the Mail Merge window, click Mail Merge Setup. 2. Click the Merge Options tab. 3. On the Merge Options tab, you can select the Include Cents check box and the Include Thousands Separator check box. Using Special Fields with Mail Merge You can include up to 10 special fields in your mail merge. For example, a merge letter might include fields such as Date of Birth, Date Joined, Blood Type, Preferred E-mail, and so forth. You'll need to select and process these fields before the merge. To use special fields with Mail Merge 1. In the Mail Merge window, click Mail MergeSetup. 2. Click on the Special Fields tab. 3. Click Select Fields. 4. Select up to 10 fields by highlighting a field and clicking Add move it to the Selected Special Fields list. to 5. Click Close when you have selected the fields to use. 6. On the Special Fields tab, click Process, then OK. 7. Click Close. 8. In the Mail Merge window, select Display Field Map to show the Special Fields you selected and their corresponding field names in Microsoft® Word. 9. Click Create New Main Document to open Microsoft Word and create your mail merge document, which you will need to save to your hard drive or network. If you have already created the document in 91 ACS Version 10.6 - Searches Microsoft Word and saved it to your hard drive or network, go to the next step. 10. After creating your document in Microsoft Word, click Load Document to enter the document in ACS. 11. Select your document and click Open, then OK. The document then displays under Available Documents. 12. Under Available Documents, select your mail merge document and click View/Edit Main Document to open your document in Microsoft Word. 13. In Microsoft Word, insert the special fields you selected in ACS into your document. The Special Fields Mapping window displays each selected field and its corresponding field in Microsoft Word. The first field you selected in Step 4 is Field1, the second field is Field2, and so forth. 14. When you have finished, save your document in Microsoft Word. 15. In the Mail Merge window in ACS, under Available Documents, select your document and click Merge Document. Your document displays with the populated fields. Using Name Settings with Mail Merge The Name Settings options afford you more flexibility in addressing by offering you various label settings such as record selection, label name, salutations, etc. To use name settings with Mail Merge 1. On the Mail Merge window, click Mail Merge Setup. 2. Click the Name Settings tab. 3. Select the Name Settings you want to use with the mail merge. For information on the Name Settings options, see the Mail Merge Setup Name Settings Tab topic. Displaying a Field Map for Special Fields The Display Field Map option on the Mail Merge window provides a tool for showing which mail merge field matches which special field in ACS. This can be helpful, especially if you have selected a number of special fields, since these fields are identified in Microsoft® Word simply as "Field 1", "Field 2" and so forth. To display a field map for special fields 1. On the Mail Merge window, select Display Field Map. The Special Fields Mapping window displays with the most recent processed results for special fields. It will be blank if no special fields were selected. 92 Mail Merge 2. Select On Top to keep the Special Fields Mapping window visible when you are working in Microsoft® Word. Merge Field Reference Table When you are working with a merge in Microsoft® Word, you have the option to insert merge fields using the information you specified in Mail Merge Setup in ACS. The Insert Merge Fields selection list in Microsoft Word displays abbreviations. The reference table provides more details to help you identify the merge fields. Merge Field OrgID Name ReferenceName ParentOrganization Level PIN EnvelopeNumber Status Lanquage YearEstablished Active ContributorStatus Merge Field Contents Organization Identification Organization Name Reference Name for the organization Organization's Parent Organization Organization's Level Organization's Personal Identification Number Organization's Envelope Number Organization's Status Language spoken in the organization Organization's year of establishment Organization's active status Whether the organization has contributions, or has contributions but are no longer giving. DateLastContributed Date the organization last contributed WebAddress Organization's Web address DateEntered Date the organization's record was added DateLastChanged Date of the last time the organization's record was changed PrimaryContactLabel Organization's Primary Contact Label PrimaryContactSalutation Organization's Primary Contact Salutation Company Company Endorsement Endorsement BarCode Barcode DeliveryPoint Delivery Point, a check digit used in creating a DPBC (Delivery Point Barcode). LOT Line of Travel — The order the mail or addresses are listed as you travel down a street. AD Ascending/Descending Order — The order house numbers are in. DPSort Delivery Point Sort BulkSort NotSel Bulk Sort Not Selected. The total amount of the contributions 93 ACS Version 10.6 - Searches FamNumber IndNumber FirstName MiddleName LastName Title Suffix GoesbyName Label Salutation Address1 Address2 City State Country Zip Zip5 Zip4 CCode CBYear Field1–10 QTDTotal YearTot FundCode1–20 Fund1–20 PldF1–20 QTDF1–20 YTDF1–20 PREF1–20 PLTDF1–20 CurBal1–20 NYTPF1–20 AllGifts 94 that weren't selected. Family Number Individual Number First Name Middle Name Last Name Title Suffix Goes by Name Label Name Salutation Address Line 1 Address Line 2 City State Country ZIP Code Five digit ZIP code Four additional digits to make up a nine digit ZIP code Carrier Code Contribution Year Special Fields you selected to be included. Use Display Field Map to identify them. Quarter-to-Date total balance for the year Year-to-Date total balance for the year Fund Code selected (up to 20 Fund Codes). Fund name selected (up to 20 Funds). These fund numbers reference the funds you selected for the Mail Merge in the order that they were selected. The Mail Merge Fund numbers do not match Funds in your Contributions data. Current Pledge for the Year for the fund Quarter-to-date gifts for a fund Year-to-date gifts for a fund Prepayments for the Fund Pledge-to-date totals for the fund Current pledge balance for the fund Next Year's total pledge for the fund Total for all gifts for the year Glossary A Advanced Export: An advanced version of the People Export you can use to export selected data from the People module. C Criteria: The parameters or conditions that determine what type of information in each record ACS looks for in a search. D Data Export Designer: A tool used to select specific ACS data to export in a format compatible with another software package. Data Tree: A short list of section titles with a + to the left. When you click the + beside a section title, such as Individual, the section expands to display the items in that section. When a section is expanded, a - displays to the left of the section title. Click the - to collapse an expanded section. Database Export: Multiple files created using Advanced Export that are linked by common fields. E Export Target Filename: The name of an export file created in Advanced Export. F Field Map: A mail merge tool used to show which mail merge field matches which special field in ACS. File Export: A single file created using advanced export that contains the selected export information. Find Person: An option used to locate an individual's record. 95 ACS Version 10.6 - Searches M Mail Merge: A features used to create and print Microsoft Word form letters based on search results. Main Document: A Microsoft Word form document created with the ACS Mail Merge option. Match Flag: An option used to indicate whether returned records must meet all the selected criteria, or whether the returned records must meet any criteria selected. P Primary Fields: Used in Advanced Export to identify individual members of a group. Primary fields are designated by a gold icon in the ACS Fields list. Q Query: Another term for "search." S Search Date: A date used when you want to conduct a search involving a date range. Search Module: A section under the Available Fields list on the Search Criteria tab is called a search module. For example, Individual, Family, and Address are all search modules. Search Output Flag: An option that determines which records are returned in your search results. For example, if Head of Household is selected, only the heads of household of individuals who meet the search criteria are returned in the results. Search Results: The information returned when you process a search, based on the selected criteria. Search Settings: Options you select for a search that determine both the records searched and the type of data returned when you process the search. Search Type: An option for search criteria used to indicate how the data returned should relate to the specific field selected. For example, a search type of Not Blank would return records with any information entered in the selected field. Records with no information for the field would be excluded from the search results. Searches: A feature of ACS used to find information in your ACSdata based on selected criteria. SMTP: Acronym for Simple Mail Transport Protocol. This is a set of rules for programs sending e-mail to interact with programs receiving e-mail. SMTP is used by almost all programs when sending Internet mail. SMTP Port: The port number you connect to on your outgoing mail server. The SMTP Port Number defaults to 25. SMTP Server: A server address used for outgoing e-mail. The SMTP server displays as a series or numbers, such as 213.109.213.098, or as a descriptive location, such as popserver. T Target Categories: A field on the ACS Outlook Export window used to designate categories in Microsoft Oultook you want to add the ACS data you are exporting to. 96 Index 97 A C accessing mail merge ......................................... 88 caller....................................................... 33 accessing ............................................... 88 acs data export designer .................. 79, 83 acs fields ................................................ 81 acs reports.............................................. 67 activities criteria in roster .............................................. 23 master group...................................... 23 primary flag ........................................ 23 activities criteria...................................... 14 activities criteria...................................... 23 add head or spouse.................................. 6 adding to search results ......................... 64 address criteria....................................... 14 advanced export cb individual totals ............................. 81 copying to a new name...................... 76 creating a new export ........................ 75 deleting a file...................................... 77 fields .................................................. 81 format................................................. 84 fund totals .......................................... 81 groups ................................................ 80 included data ..................................... 83 organizations ..................................... 81 personal options ................................ 81 properties ........................................... 77 running ............................................... 77 rv activity rosters................................ 81 sm personal info ................................ 81 staff .................................................... 81 visitation............................................. 81 cb individual totals.................................. 81 cb statements ........................................... 6 children of matches .................................. 6 classes criteria master group...................................... 24 primary flag ........................................ 24 classes criteria ....................................... 14 classes criteria ....................................... 24 clearing search criteria ........................... 14 comment flags ........................................ 30 comments criteria............................. 14, 30 compiling a random list .......................... 72 contributions ........................................... 90 copying an advanced export .................. 76 create new main document .................... 87 create single letter.................................. 87 creating a main document (mail merge). 89 creating an advanced export.................. 75 creating labels ........................................ 67 criteria13, 14, 20, 22, 23, 24, 26, 34, 64, 67 D data ........................................................ 69 data export designer ........................ 79, 83 data tree ................................................. 11 database export ..................................... 75 dates criteria..................................... 18, 72 advanced export................................. 6, 75 delete search............................................ 6 advanced export..................................... 77 deleting advanced export file........................... 77 search criteria .................................... 13 advanced export..................................... 79 advanced export..................................... 80 advanced export..................................... 81 advanced export..................................... 84 advanced searching ............................... 69 deleting................................................... 13 deleting................................................... 77 display field map .............................. 87, 92 age group ............................................... 33 E all family members ................................... 6 edit results .......................................... 6, 72 all records................................................. 6 edit search................................................ 6 attendance criteria evaluation .......................................... 26 marking .............................................. 26 master group...................................... 26 editing mail merge document ........................ 90 search criteria .................................... 13 search results .............................. 64, 72 attendance criteria.................................. 14 editing..................................................... 13 attendance criteria.................................. 26 editing..................................................... 64 available documents............................... 87 editing..................................................... 72 available fields........................................ 14 editing..................................................... 90 available fields for advanced export ....... 81 e-mail listed .................................................. 22 B background check .................................... 6 e-mail ....................................................... 6 e-mail ..................................................... 22 98 Index e-mail address criteria ...................... 14, 21 loading.................................................... 90 examples ........ 1, 41, 43, 44, 46, 48, 49, 51 loading search criteria ............................ 64 export copying .............................................. 76 creating .............................................. 75 properties ........................................... 77 running ............................................... 77 loading search results ............................ 66 export ..................................................... 75 export ..................................................... 77 export designer....................................... 79 exporting results to excel file ............................. 61 results to html .................................... 60 exporting................................................. 60 exporting................................................. 61 F family comments .................................... 30 family criteria .......................................... 14 fields criteria ........................................... 17 fields for advanced export ...................... 81 file export................................................ 75 formats for advanced exports................. 84 fund ........................................................ 29 fund totals............................................... 81 G gifts criteria period ................................................. 27 gifts criteria ............................................. 14 gifts criteria ............................................. 27 groups .................................................... 80 M mail merge accessing........................................... 88 available documents .......................... 87 contributions ...................................... 90 creating a main document ................. 89 including special fields and contributions ........................................................... 88 loading document .............................. 90 merge field reference table ................ 93 name settings .................................... 92 printing a merge document ................ 89 removing document ........................... 90 special fields ...................................... 91 technical considerations .................... 88 view/editing a main document ........... 90 mail merge ............................................... 6 mail merge ............................................. 87 mail merge ............................................. 88 mail merge ............................................. 88 mail merge ............................................. 88 mail merge ............................................. 90 mail merge ............................................. 90 mail merge ............................................. 90 mail merge ............................................. 93 mail merge setup.................................... 87 master group .............................. 23, 24, 26 match flag............................................... 14 matching individuals................................. 6 meet criteria for all modules ..................... 6 H meet criteria for any module..................... 6 head of household.................................... 6 merge fields............................................ 93 home phone number .............................. 73 module ..................................................... 6 html......................................................... 60 N I name settings for mail merge................. 92 in roster ............................................ 23, 24 new search ............................................... 6 include records that .................................. 6 numbers criteria ..................................... 20 included data (advanced export) ............ 83 O individual comments............................... 30 individual criteria..................................... 14 L labels .................................................. 6, 67 lists criteria ............................................. 17 load coument.......................................... 87 load criteria......................................... 6, 64 load results ............................................... 6 load search results ................................. 66 loading mail merge document ........................ 90 org level.................................................. 31 organizations searching for staff members .............. 73 organizations .......................................... 81 organizations criteria dates .................................................. 37 fields .................................................. 35 lists..................................................... 36 organizations criteria ........................ 14, 34 organizations criteria .............................. 35 organizations criteria .............................. 36 organizations criteria .............................. 37 99 ACS Version 10.6 - Searches output flag................................................. 6 safeguard criteria ................................... 13 output functions ........................................ 6 save criteria........................................ 6, 63 P save results ........................................ 6, 66 parents with matches ............................... 6 saving search criteria .................................... 63 search results .................................... 66 people export.......................................... 75 saving..................................................... 63 people exports.......................................... 6 saving..................................................... 66 performing a search ................................. 2 printing.................................................... 67 search criteria activities ............................................. 23 attendance ......................................... 26 classes............................................... 24 clearing .............................................. 14 comments .......................................... 30 dates .................................................. 18 deleting .............................................. 13 editing ................................................ 13 fields .................................................. 17 gifts .................................................... 27 listed phone numbers/e-mail addresses ........................................................... 22 lists..................................................... 17 loading ............................................... 64 match flag .......................................... 14 numbers............................................. 20 organizations dates............................ 37 organizations fields ............................ 35 organizations lists .............................. 36 phone number/e-mail address ........... 21 pledges .............................................. 29 primary organizations ........................ 34 printing ............................................... 67 saving ................................................ 63 search fields....................................... 14 selecting............................................. 11 staff members .................................... 31 visitation criteria ................................. 33 printing.................................................... 67 search criteria......................................... 11 printing.................................................... 67 search criteria......................................... 14 printing.................................................... 89 search criteria......................................... 17 process..................................................... 6 search criteria......................................... 17 properties of an advanced export........... 77 search criteria......................................... 18 R search criteria......................................... 21 random list.............................................. 72 search criteria......................................... 23 remove document................................... 87 search criteria......................................... 26 removing a mail merge document .......... 90 search criteria......................................... 27 removing from search results ................. 64 search criteria......................................... 29 reports ................................................ 6, 67 search criteria......................................... 30 response................................................. 33 search criteria......................................... 31 results grid printing results from ........................... 61 setting up ........................................... 59 viewing search results in.................... 60 search criteria......................................... 33 parents of matches................................... 6 period ............................................... 27, 29 personal options ..................................... 81 phone number criteria ...................... 14, 21 phone numbers home phone number.......................... 73 picture fields ........................................... 81 pictures................................................... 81 pledge frequency.................................... 29 pledges criteria ................................. 14, 29 previous search results ................ 6, 70, 71 primary flag....................................... 23, 24 primary organizations criteria ........... 14, 34 print criteria............................................... 6 printing labels with search results................... 67 merge document ................................ 89 reports using search results............... 67 search criteria .................................... 67 search results .................................... 61 printing.................................................... 61 results grid.............................................. 59 results grid.............................................. 61 running an advanced export................... 77 rv activity rosters .................................... 81 S 100 search criteria......................................... 34 search criteria......................................... 35 search examples ...................................... 1 search fields ........................................... 14 search functions ................................. 6, 63 search info................................................ 6 search information.................................... 6 search information tab............................ 63 Index search modules ........................................ 6 selecting search settings.......................... 5 search on.................................................. 6 settings ................................................. 5, 6 search output flag..................................... 6 sm personal info..................................... 81 search results creating labels with ............................ 67 editing ................................................ 64 export to excel file.............................. 61 exporting to html ................................ 60 loading ............................................... 66 printing from the results grid .............. 61 printing reports with ........................... 67 saving ................................................ 66 searching on previous.................. 70, 71 viewing............................................... 60 small groups criteria ............................... 12 search results ......................................... 60 search results ......................................... 61 search results ......................................... 61 search results ......................................... 64 special fields display field map ................................ 92 special fields for mail merge................... 91 staff ........................................................ 81 staff members searching for ...................................... 73 staff members .......................................... 6 staff members ........................................ 73 staff members criteria....................... 14, 31 staff position ........................................... 31 staff position level................................... 31 search results ......................................... 66 T search results ......................................... 67 title............................................................ 6 search results ......................................... 70 type of search.... 17, 18, 20, 21, 22, 27, 29, 30, 31, 33, 35 search results grid ...................... 59, 60, 61 search settings include records that ............................. 6 search on ............................................. 6 search output flag ................................ 6 title ....................................................... 6 search settings ......................................... 5 search settings ......................................... 6 search type.. 17, 18, 20, 21, 22, 27, 29, 30, 31, 33, 35 search values ................. 18, 21, 27, 29, 35 searches advanced techniques......................... 69 general steps ....................................... 2 searches................................................... 1 searching for staff members................... 73 searching on dates ................................. 72 searching on previous results........... 70, 71 selecting search criteria.......................... 11 V value............................... 18, 21, 27, 29, 35 verifying data.......................................... 69 viewing a mail merge document............. 90 viewing search results............................ 60 visit date ................................................. 33 visit flags ................................................ 33 visitation ................................................. 81 visitation criteria age group........................................... 33 caller .................................................. 33 comment ............................................ 33 response ............................................ 33 visit date............................................. 33 visit flags ............................................ 33 visitation criteria ..................................... 14 visitation criteria ..................................... 33 101 102