Lesson 16-- Finding Records
This lesson shows you how to use the Find command to locate your business records.
After you have used the Goldenseal small business software for a while, you will have hundreds or thousands of records. The Find command lets you locate specific records much faster than browsing. It shows you just those records that contain a particular value or a range of values in any field.
Since the Goldenseal software keeps all of your business records in one place, you'll probably use the Find commands every day for lead tracking and general business management.
To find a previous contact record, you need to know something about it. For example, if you remember its date, follow these steps:
There are two numbers under the browse controls-- the total number of records and the number of records that are currently displayed. The Found number shows how many items were found by the Find command.
NOTE: We sometimes call the list of found items the 'found set'.
If the call you want is not showing, click on the right side of the browser 'book' to look through the other calls for that day.
You can use the Find command for many purposes. For example, to find all items that are still not completed, follow these steps:
To find all items handled by a specific employee, choose Find from the Edit menu, then enter the employee's name into the Contact With field.
To find all items again, choose Find All from the Edit menu. It will show you all records in the order in which they were originally entered.
You can use the Find command to locate records that have specific text in any text field. Goldenseal uses special search characters the determine how the text is matched.
To find all calls that mention hogs anywhere in the description field, follow these steps:
To find all calls that have a blank description field, follow these steps:
Goldenseal lets you find records that are within a range of values in any text, clairvoyant, number, money, time or date field.
To find items compared with a single value, use > (greater than), < (less than), >= (greater than or equal to), or <= (less than or equal to). For example, to find calls made on or after October 10, follow these steps:
To find all items between two values, type .. or ... (two or three periods) between the values. For example, to find calls made between October 10 and 14, follow these steps:
When you get a call from someone, it is often helpful to see all of your previous contacts with them. To do so, follow these steps:
You can use any combination of fields when finding records. For example, you might want to see all calls from a specific person on a specific date, or all calls on a specific date that have a specific action taken.
HINT: If you try to match too many fields at once, Goldenseal may find nothing at all.
Turn on the Any Match checkbox to find records that match any of several fields. For example, to see every contact record that has been handled by a specific employee, turn on the Any Match checkbox, enter Employee into the Action Taken By field, and enter the employee's name into the Contact With and Account fields.
To find all records except those of a certain type, use the Omit button.
For example, to find all calls that did not come from customers, follow these steps:
Use the Find Also checkbox to add the currently found items to the ones you've already found. For example, to find all calls made and calls received, follow these steps:
Turn on the Find Within checkbox to 'narrow down' a search. Goldenseal will only find records that are already within the current found records.
For example, to find calls made and calls received on a specific date, follow these steps:
When you search through a large number of records, Goldenseal shows a progress window that tells you how many records have been found. Click the Stop button at any time to find only what has already been found.
Turn on the From End checkbox to start looking at the end of the record list instead of the beginning.
HINT: This option is useful if you have a large number of records and want to find something recent. Click the Stop button as soon as Goldenseal finds what you are looking for.
The Find Duplicates command shows you just those records that have identical values in a field. It will help you to find duplicate check numbers or other duplicate records that may have been created accidentally.
To find all duplicate records, follow these steps:
The skip command allows you to remove some items from a found set. Use it to 'tidy up' when a find gives you more items than you want to see.
To skip one item, follow these steps:
HINT: When you skip an item, the item is not deleted. You will see it again when you use the Find All command.
To skip several items, follow these steps:
To skip all of the found items and show the items not found, choose Skip from the Edit menu, then choose All Found Items from the submenu.
HINT: To get just a few assorted items into a found set, you can skip each of them, and then skip All Found Items. You can also use the Flag box to put unrelated items into a found set (see page 16).
To find unique (non-duplicate) records, follow these steps:
The Flag box is a good way to mark just a few items that are otherwise unrelated. The flag box is located in the lower left corner of each transaction and account window (see page 16).
HINT: Before you use the flag box, use the Find command to see if some records are already flagged. If they are, use the Replace All command to un-flag them.
The Replace All command puts a value into all the found records. It is a convenient way to enter the same data into many records at once.
WARNING: You cannot Undo after using the Replace All command! Be very careful when you use it. You may want to make a backup copy before you replace many records.
To change the status of several calls to Urgent, follow these steps:
To substitute text in the Comments field, follow these steps:
The Sort command arranges the current list of found items into numerical or alphabetical order. The sort can be based on the contents of any field.
To sort records, follow these steps:
The records will stay in sorted order until you do a different sort, or until you use the Find or Find All command.
This lesson has covered a variety of ways to find and display a set of records. The Find commands are especially useful when you need to see a specific account or transaction after you have entered many records.
The Find command is an extremely useful part of the Goldenseal business management software. After you've entered a few hundred records, you may want to come back to this lesson and try it out with your own business data.
Before you move on to the next lesson, you may also want to use the Find command to locate the best Thai restaurant in town. Though before you do that, you may first need to use the Find command to locate your car keys. Or locate your glasses, so you can start to look for your car keys.