Select Records for a Report

You can select the records included on a report using standard searches (All, Active, and Mine), custom searches, and report column filters. iAccess "remembers" your latest standard or custom search for each report and applies them by default the next time you display the report.

To select the records included on a report, complete the following steps:

1. In the Business Development workspace, click to go to the Reporting area.
2. If the report that displays by default is not the report you want, do either of the following:
   • To display a standard Opportunities, Companies, or Contacts report, click the currently displayed standard report name above the upper-left corner of the report and select the standard report you want.
   • To display a saved report, use the saved report search field next to the Reporting label at the top of the Reporting area to select the report.
3. If the default standard search displayed next to the report name is not the search you want, click that search name to display the drop-down list.

   To see the search criteria for the currently selected search in a tooltip, hover over the search name if the search is saved, or over Custom if it is not saved. (Tablet users can tap Refine next to the search name or Custom to see the search criteria.)

4. Do one of the following:
   • Click All to display all records (both active and inactive).
   • Click Active to display only records with the Active status.
   • Click Mine to display only records with which you are associated as a team member.
   • Click a previously saved custom search to display the records returned by that search.
   • If none of the three standard searches or the available custom searches is adequate, click Custom to create a new custom search.

   If the report contains a very large number of rows, which could occur if you simply select All, it can take a long time to display. To avoid that delay, iAccess does not display the report in that situation. Instead, it prompts you to apply a different search to restrict the number of records on the report.

5. If you selected Custom in the previous step and want to save the custom search so you can use it again in the future, enter a name for it in SEARCH NAME on the Custom Search dialog box.

   If you do not want to save the search, you do not need to give it a name.

6. Click in RECORDS and do one of the following:
   • To limit the search to active records only, click ACTIVE.
   • To include all records (both active and inactive) in the search, click ALL.
   • To limit the search to records for which you are a member of the team, click MINE. (You are on the team if you are listed as a team member for the record on the Team tab.)
7. Use the other fields on the dialog box to enter search values to further restrict the list of records that the search returns.
   For many fields with drop-down lists, you can select multiple search values. For lookup fields, you can also do the following:

   • Type a single character in the field and select the STARTS WITH <character> option at the top of the drop-down list to search for records with values in that field that start with the character you typed:

     

   • Type a string of characters and select the CONTAINS <characters> option at the top of the drop-down list to search for records with values in that field that contain that string of characters:

     

   If you enter search parameters and then decide you want to clear all of them and start over, click x Clear All at the bottom of the dialog box.

   iAccess provides a default set of fields on this dialog box. However, if you need to select records for the report based on values in other fields, you can click + Add Field at the bottom of the dialog box to add a field to the dialog box. You can also delete fields from the dialog box that you never expect to use. To delete a field, hover over the field and click to the right of the field name. (If does not appear when you hover over a field, that field cannot be deleted.)

8. Do one of the following:
   • To save the search so you can use it again in the future and then perform the search, click Save.
   • To perform the search without saving it, click Apply.

   The Custom Search dialog box closes, and the report displays the selected records.

9. If after viewing the report you want to make changes to your custom search, click Refine next to the search name to display the Custom Search dialog box again and modify the search.
10. To apply additional filters based on values in columns displayed on the report, do the following:
    1. Click above the upper-right corner of the report.
    2. In the fields that display below the column headings, specify filter values for one or more of the report columns.
    3. To hide the filter fields, click again. The filters are still active when the fields are hidden, and displays at the right side of each column heading area as a reminder that the report is filtered based on those columns.

    You can only use column filters for columns that you have selected to display on the report.

    Column filters are applied to the records currently selected by the standard or custom search you have applied. In other words, only records that satisfy both the search criteria and the column filters display on the report. If you specify column filters and then select a different saved report, all column filters are discarded, and the column filters for the newly selected report, if any, are applied.

    Note: If you apply a search or filters and then want to clear those and start over with the default report (with only the Mine search applied), click Clear all filters above the upper-right corner of the report. If you are viewing a saved report and click Clear all filters, the default report for the area is displayed instead of the saved report.