Logs and Referrals

Search for Logs & Referrals allows you to build searches based on data fields in Logs and Referrals and return the result as Logs, or Referrals. You may build complicated searches using Boolean operators.

To Build Search Criteria

1. Click on the Logs & Referrals search button in the Toolbar.
   The Logs & Referrals Search window is displayed. The search criteria for any previous search you may have performed will be automatically displayed. For example if you had previously used the Searching for Logs function, the criteria it used will be displayed. This allows you to expand on a previously attempted search.
   If you wish to start a new search, click Clear All. (The first data field will be selected by default.)
   

   
   

2. If you want to modify a previously saved search, choose it from the Use Saved Search Specification drop down menu. See Saving Searches for more information.
3. Select the type of records you want from the search in the Find popup list at the top of the window. The default is Logs.
4. Choose the Boolean operator to apply. If this is a single line search leave as AND.
   The Boolean operator allows you to combine the current line with the previous line of search criteria. For example the search criteria
   

   
   

   would find all Logs received after "2005/06/01" AND whose Office is "Executive Branch". If the OR operator had been used instead, then the search would find all Logs whose Office is "Executive Branch" OR any Log received after "2005/06/01".
   Multiple lines of search criteria are applied in sequence. For example the search criteria
   

   
   

   may not give the results you expect. This search will find all Logs for "President's Office" and only Logs for "Executive Branch" received after "2005/06/01". The correct way to specify this search criteria is as follows:
   

   
   

   In this case only Logs for "President's Office" or "Executive Branch" received after "2005/06/01" will be found.

5. Select the Table that contains the data field you want to search on from the first popup. Different data fields will be displayed in the second popup depending on which Table you select. CLIFF’s database is comprised of two main Tables: Logs, and Referrals. When creating your search criteria you may search fields in both Tables. For example, you can search for all Logs received after "2005/06/01" that were Referred to "Executive Branch". Each data field displayed in the search criteria is prefixed with the file (Log or Referral) that is being referenced.
6. Select the Data Field to search by clicking on the second popup list.
7. Select the Comparison to be performed from the third popup.
   Depending upon the data field selected, your options may be any of the following:
   
   • is - is equal to
   • is not - is not equal to
   • is before - dates which are before specified date
   • is after - dates which are after specified date
   • is greater than
   • is less than
   • starts with - similar to using a trailing wildcard, for example ‘Ander@’
   • contains - similar to using a wildcard before and after, for example ‘@Ander@’
8. Enter a Value to search for.
   When entering search criteria please note the following:
   
   • Do not enter criteria in quotes
   • Do not use a wildcard. The specified comparison will apply wildcards as necessary
   • You may enter relative dates, for example ‘-10’ to represent current date minus 10 days
   • You may use the generic ‘This Office’ to represent the user’s current office
   • Searching Date Received is not restricted to your Active Period

   If the selected Data Field has a support table (Office, for example) you may select the Office to search on from the Field supporting data popup.

9. If you wish to add another line of search criteria, click Add Line and repeat steps 3 to 8.
10. If you wish to exclude Batch Members from the search, click the checkbox.
11. If you wish to only search in the current selection, click the checkbox.
12. Click Search.

To Edit the Search Criteria

1. Click on the line of search criteria to change
2. Make your changes.

To Add a New Line of Search Criteria

1. Click the Add Line button. New Lines are always added to the bottom of the list.

To Remove a Line of Search Criteria

1. Click on the line to be removed
2. Click the Clear Line button

To Search in Selection

If you perform a search that results in a larger selection than anticipated, you may perform further searches on only the found set of records by clicking the Search in Selection check box. This feature may also be used to break down complicated searches.