Searching for Records


Concept


Steps:

  1. Begin by navigating to the Search/Match page.

     

    Click the Student Recruiting link.

    Step 1
  2. Click the Maintain Prospects link.

    Step 2
  3. Click the Search/Match link.

    Step 3
  4. The Search/Match search page is different from a standard search page.

     

    Search/Match enables you to define search parameters that administrative users can use to determine whether a potential duplicate ID exists in the database.

    Step 4
  5. Click the Search button.

    Step 5
  6. Click an entry in the PSCS_TRADTIONAL row.

    Step 6
  7. Use the Search Criteria page to enter criteria to search for duplicate or multiple records.

     

    When you enter criteria on the Search Criteria page, the Search Criteria section displays each of the search fields associated with the search parameter that you selected.

     

    When you enter values and click Search or click any of the search by order number Selective Search buttons (at the bottom of the page), the system launches the search and transfers you to the Search Results page with the results displayed.

    Step 7
  8. Select the Search Result Code to use for displaying the results of this search.

     

    The search result code contains all of the information regarding how to display the IDs retrieved by Search/Match and what data to return to help you quickly determine whether an ID already exists for the person that you are looking for.

     

    Enter the desired information into the Search Result Code field. Enter

     a valid value
     e.g.
     "PSCS_TRAD_RESUL"
    .

    Step 8
  9. Click in the First Name Search field.

    Step 9
  10. Enter the desired information into the First Name Search field. Enter

     a valid value
     e.g.
     "JA"
    .

    Step 10
  11. Click in the Last Name Search field.

    Step 11
  12. Enter the desired information into the Last Name Search field. Enter

     a valid value
     e.g.
     "B"
    .

    Step 12
  13. Click in the Gender field.

    Step 13
  14. Enter the desired information into the Gender field. Enter

     a valid value
     e.g.
     "M"
    .

    Step 14
  15. Scroll to the bottom of the page.

     

    Click the vertical scrollbar.

    Step 15
  16. When you enter search criteria and tab out of the field, the Selective Search button for the corresponding Search Order becomes available.  Selective Search buttons become available only when you use Tab to exit the field.

     

    You can click the Selective Search button to search in that order only, or you can click the Search button at the top of the page to launch the search using each search order in sequence.

     

    For this example, you are going to click the Search button.

    Step 16
  17. Scroll to the top of the page.

     

    Click the vertical scrollbar.

    Step 17
  18. Click the Search button to launch a search on all of the values that you entered and to retrieve results for the most restrictive search order number defined in the Search Parameter that you selected. When the search is complete, the system transfers you to the Search Results page.

     

    Note that when you click the Search button, the system searches only for the data specified. It filters the search orders that are defined for the Search Parameter that you selected. For example, if Search/Match finds at least one potential matching ID at search order number 10, it will stop the search and display the results obtained at search order number 10. If no potential matching IDs are found, the search continues to the next search order number, and so on. If you want to search using a specific Search Order number, use the Selective Search button for that order number.

     

    Click the Search button.

    Step 18
  19. Use the Search Results page to view the search results of a manual search and investigate potential duplicate IDs.

    Step 19
  20. On the Search Results page, you can view the list of results returned by the search, view the details of any record returned in the search, and click Carry ID to have the system carry the ID forward as you subsequently access pages for further investigation.

    Step 20
  21. The Number of ID's Found field displays the number of IDs that met the search criteria.

     

    This number may be smaller than the number of rows returned in the Search Results grid because the grid might include the same ID multiple times. If the name field is included in the search result code selected, the search returns rows for each name type and effective date that match the search criteria entered. If the National ID field is included in the search result code, the search returns rows for each national ID entered for the record matching the search criteria.

    Step 21
  22. The Search Order Number field indicates the search order number at which results were found and indicates how precise the search was—the lower the number, the more restrictive the search and the greater the chance of having found duplicate IDs. This number can be used as an indicator of how close the returned IDs match the criteria entered.

    Step 22
  23. Click the Additional Information tab.

    Step 23
  24. You can click the Person Organizational Summary link to access the Person Organizational Summary page where you can review the status of this person's record.

    Step 24
  25. You can click the Relations With Institution link to access the Campus Solutions Relations With Institution Detail page to determine the type of relations that the individual has with your institution and further clarify whether this is the individual for whom you are searching.

     

    Note that the Relations With Institution link appears only if Student Administration or Contributor Relations is selected on the Installation Table (INSTALLATION_TB1) page.

    Step 25
  26. Return to the Results page.

     

    Click the Results tab.

    Step 26
  27. The Detail link appears if the selected search result code was configured to provide the user with a link to a page for more information about an ID.

     

    Access the Biographical Details page for Jay Bessmer in a separate browser window.

     

    Click the Detail link.

    Step 27
  28. Use the Biographical Details page to view, enter or update any personal, demographic, or address information for the prospect.

    Step 28
  29. If a prospect record did not already exist, you would need to create it using the Student Recruiting Create/Update Prospects component.

    Step 29
  30. After viewing the personal information, navigate back to the original browser window where the Search Results page is displayed.

     

    Click the Close button.

    Step 30
  31. This is the record that you want to work with, so you want the ID to automatically carry forward for you.

     

    Click the Carry ID button.

    Step 31

Congratulations! You successfully searched for duplicate records in your system, and found the prospect's existing record.

 

To summarize, you can maintain the integrity of your database by taking measures to minimize duplicate or multiple records. Use the Search/Match feature to define criteria for checking for duplicate or multiple entries of individuals.

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