Searching with Type-Ahead, QuickFind and Reports

Once you have put data into a program like ours, one of the next questions can be how to find it again. Our software has many ways to look up your data and show you what you need quickly.

Sidenote: Searching for data related to a contact

If you need to find past meetings with a contact or past phone calls, the quickest way to this information is by simply opening up the contact details for this person. When you double-click on a Contact, at the top are tabs for Linked E-mail, Appointments, Tasks, and Projects. Each of these tabs does a quick search for the specific type of data that is linked to this particular contact.

Type-Ahead scrolling to avoid search

If you already know what you are looking for, but just need to find it on the list on our screen, you can simply start typing and the program will jump down on the list to scroll to a match. This is most commonly used in the Contact area, when you know the name of the person or company and want to get to them fast. If you are looking at your contacts and just start typing, you'll see the text automatically appearing on the column heading you are sorted by AND you'll see the list scrolling down as you continue typing to find the closest match to what you are typing.

It is key to realize it is scrolling down the field you are sorted by (the column with the little triangle with the number 1 on it). If you want to type ahead to a first name or company names only or any other field, just click on the column heading to sort by it, and then start typing to scroll down to the nearest match.

Basic Searching with Quick Find

If you have a phrase or a phone number, but you don't remember who or what it belongs to, a Quick Find might be the best way to locate the record you are looking for. Look at the top right corner of the main screen for Quick Find. Simply paste in or type in your text to find and click the magnifying glass button.

This search scans ALL databases for your phrase, so it will return back to you with a list of any Contacts, Calendar Appointments, Tasks, Projects, or Mail Items that contain the text you are looking for.

As a Quick Find, this type of search is suited for quick lookups and is not designed to be a complicated search, nor is it something you would print out a hard-copy of. If you did need something more powerful or that you could print, you need the next type of search...

Advanced Searching with the Report screen
 (Intellect and Time & Chaos only)

The Report screen can be found by clicking on the option below Classic at the bottom left of our screen. Using the Report screen has a distinct advantage over Quick Find, because you can have very detailed search criteria and search for multiple things at once.

When you switch to the Report screen, the first thing you want to do is pick the type of data you wish to search for, which could be data on your Appointment Calendar, your Tasks, your Contacts, your Projects or your Mail.

You can change the column selections by right-clicking on one of the column headings selecting whichever fields you would like to make visible.

Filtering your results by Groups and Categories is just the same as the normal screens where you make your selections from the toolbar at the top of the Report section.

To search and filter by any other fields, you can use the search criteria on the left side of the screen.

The search Field is where you can specify a particular field to look in. There is a drop down list of the available fields in the database you are searching. If you leave this set to All Fields, then the program will scan every field, including the Notes area, to find a match for your search Value.

Below the search Field is the Logic field. The default is a "Contains" search, but there are other Logic options available to you as well. The list of logic choices include

The search Value field is where type for what you are searching. If you are searching in a date field, you can type a date or use the drop-down choices to use one of our built-in variables for your search value. If you are searching any other field, you can simply type it into the search Value field.

Once your criteria is ready, click the Go button to update your search results. If you add more criteria and click Go again, it will add this to your previous results to make it more and more specific.

Should you need to start over from the beginning with your search criteria, you can click Reset.


This help article applies to Intellect 4 or newer, Time & Chaos 8 or newer, and Chaos Free