Perform an Advanced Lookup

Use the Advanced lookup to enter additional criteria that limits the data retrieved by the search. You can also perform Info Center queries based on a field in another Info Center.

To search using the Advanced lookup, complete the following steps:

  1. Click to display the lookup.
  2. In the Display Type field, select Advanced.
  3. In the Search By field, select the type of criteria that you plan to search by (for example, Client Number or Employee Name).
  4. Click the Search Field column and select the name of the field that you want to search. If you choose a Memo type field, the lookup also searches the relevant HTML and includes HTML code in the search results.
  5. Click the Operator field and select a comparative operator, such as "Is Mine" or "Is Not Mine." If you use the Multicompany feature, there are additional operators available to search for records specific to the employee's home company.
  6. Click the Search List field, and then click to display the Search List dialog box, which lists records corresponding to the Search Type.
  7. On the Search List dialog box, highlight the records that you want and click Select.
  8. Click the Cond field on the Advanced lookup and select AND or OR as the condition for the search.
  9. Optional: Use parentheses to group multiple levels of expressions for a given search. To do this, enter parentheses in the left and right parenthesis grid columns. If the number of parentheses on the left does not match the number on the right, you are prompted to fix the expression before you search or save the search.
  10. Optional: For a Project lookup, you can use the Project Level drop-down list to specify the work breakdown (WBS) level to search. If you select Any Level, Vision searches all WBS levels.
  11. Optional: Use the Search Criteria grid drop-down options to print grid information or export data to Excel.
  12. Use the Move Up and Move Down options to arrange the order of your search criteria on the grid.
  13. Use the Insert, Copy, and Delete buttons to modify your search criteria.
  14. Select Display Search Text. Vision replaces the search results grid with a text box that contains a color-coded, indented version of the current search. You can see the entire search and how nested levels of the search (based on parentheses) relate to each other. This check box is automatically cleared the next time that you click Search.
  15. Optional: Select Active Only to display only those records with a current status of active.
  16. Optional: Select Not approved for use in processing to display only those records that are pending review and not approved for use when processing accounting transactions. When you select this option, Vision only searches the WBS1 (Project) level.

    If you use Vision Multicompany and select this option for Vendor Lookups, Vision only searches for Vendors Not Approved for use in processing in the active company

    To search the WBS2 (Phase) or WBS3 (Task) levels that are not approved for use in processing, use the Advanced Search and complete the following actions:

    Option Description
    Not approved for use in processing Clear this check box.
    Search Field Select Approved for use in processing from the drop-down list.
    Operator Select Not Checked.
    Project Level Select Phase or Task.
    Vision searches the WBS2 (Phase) or WBS3 (Task) levels as specified.
  17. Click Search. A list of all records matching your search criteria displays in the results grid.
  18. Select one of the following actions:
    • Click Select All to select all records.
    • Highlight only those records that you want to display by pressing the CTRL key and clicking Select.
    • Use the left arrow and right arrow buttons to navigate through the records you selected.
  19. Click the Organize button if you want to save the search criteria for use in the future.
  20. Optional: If you use lookup limits, click the Get Total Rows text below the lookup results box to display the total record count for the search. On the Lookups tab in General System Settings, you turn on lookup limits and enter a maximum number of records to display at one time in the results grid in a lookup dialog box.

    When you use lookup limits, to change the set of records that display in the results grid of a lookup dialog box, click the right or left arrow beside the Show Results (x-xx) text that displays above the results grid on the right side.

  21. Click Clear before you start a new advanced search so that information from this search is not included in the new one.
Parent Topic: Procedures