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Last Updated: 12/3/13

Creating and Managing Custom Searches

A Custom Search provides you with a list of people who meet specific criteria, For example, let's say you want to invite all the men in your church to an upcoming men's retreat.  You can do this with a custom search for all the:

  1. Men (using the Gender field)

  2. Who are adults (using the Age Grouping field)

  3. Who regularly attended the church (using the Status field)

You can save this selection of criteria and reuse it at any time to pull the latest list of people that meet the conditions of your search.  You can use this list for simple reports, labels, name tags, spreadsheets, and mail merges.  You can also send mass email directly from the report.  

You can also use Custom Searches to locate people within your database.  From the People Page - General Info screen, you will see a section called Select List (Custom Searches).  When you click on the drop down arrow you will see a list of Custom Searches.

  

You can create a Custom Search using almost any field in Elexio Database.  For your convenience, we have already pre-programmed Elexio Database with many common and frequently used Custom Searches.  Take a look at how we did it to give you lots of examples so you can create your own.  We recommend that you not permanently modify our pre-programmed Custom Searches but instead create your own.  There are two places from which you can create a Custom Search:

  1. People Tab - General Info screen

    • Select list, click on Custom Search

    • Common Tasks Button - Manage Custom Searches

  2. Reports Tab - Common Tasks Button

    • Manage Custom Searches

Both of these links will take you to the Manage Custom Searches screen shown below.  You'll see a list of all your searches on the left hand side.  Select one to view it's settings.

Create New Custom Search

  1. Click on the Create New button at the bottom right of the box.

  2. Type in the Name of the new search in the Name field box.

  3. Click on the Edit Filter button.

The Edit Search box will appear.

  1. Choose a field from the Field drop down box.

  2. Select or Enter the value the field should meet in the Values box. Some fields will present a list of values from which to select.  

  3. In the Operator box, click the condition to use.  The conditions will vary depending on the selected field.  When the "is between" Operator is chosen, there will be 2 Value boxes

  4. Click Add Search Criteria to add the criteria to the criteria list.

  5. To remove a criteria item, select it and click the  X at the right end.  You will be prompted to confirm deleting the criteria.

  6. To add additional criteria, repeat steps 1 through 5.

  7. NOTE: By default all the criteria are joined together using an "AND" statement.  AND will display records where both criteria are met.  For example, you can search on the Gender field for men AND the Age Grouping field for adults.  But you may want to use the OR connector.  OR will display records where either criteria are met.  For example you may want to search on the City field where people live in "New York" OR "Los Angeles"

  8. NOTE:  You can preview your results at any time to make sure you are getting what you expect.  Click Preview to display the records that met the selected criteria.

  9. Once you are satisfied with the search, click OK.

  10. Then click on Save.

  11. The Description field will automatically be filled in based on the search criteria filters you selected.  You can also type your own description in the field if you would prefer.

  12. If you want others to be able to use your saved search, check the box Make this list 'Public'.

  13. Use the Output Wizard to quickly communicate with the people you just searched for

Edit Custom Searches

You can also edit an existing custom search from the Manage Custom Searches box. Click on the Edit Filter button and make any desired changes.  Then click OK and then Save to save any changes. Once the search has been saved, you can rename the search by typing the new name in the Name field and clicking on Save.  

Delete a Custom Search from the Manage Custom Search screen by clicking Delete.

TIP:  Keep in mind that this tool is very precise and will give you exactly what you entered for the criteria.  A common mistake is to select a list that is too broad.  For example, let's say you want a list of all the adults in your church.  You could search on the Age Groupings field and select the Adults group.  But you also need to add a Status filter using the Status Grouping field.  Otherwise you will include every single adult in your database including deceased people and people who have left the church!  Be careful.

Printing Custom Searches

From the Report screen click on the Custom Search folder and make your selection from the list.  You can add  Filter Options to existing reports to further define your criteria.

Output Wizard

The Output Wizard button is for exporting to Lists, Labels, Envelopes, Postcards, etc - see Output Wizard

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