Advanced Searching

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Overview

>> Quick Menu > Advanced Search

The Advanced Searching module in the Tracker software system allows users to build queries that will answer their everyday questions. Advanced searching reduces the time required to set up the search and produces correct answers quickly.

Every successful search starts with a well-defined question. Here are some of the most common proposed by our users:

Question: How many items in my room are found property and older than 90 days?

Question: How many drug related items have been brought in this year and have already been disposed from the system?

Question: How many weapons have been destroyed?

Question: How much money has been confiscated this year and turned over to finance?

To get the answers to your question you need to build a query. To start the query builder process, click the Advanced Search icon on the Quick Menu screen.

This initial screen is divided into two areas. 1. Creating a New Report (left side) 2. View an existing report (right side).

All reports that are created are saved on the right hand side so that they can be run again at a later date. You can remove the report by click the Trash Can icon next to the report.

• Report Name – Name of your report
• Search – Do you want to search active items, archived items or all items?
• Public or Private – Public reports are available for all users and private reports can only be run by you-the person that created them.
• Create Report Button – Save the report information and proceed to query builder.
• Quick Report Button – Creates a report that will be deleted after 3 days in the system. You are not required to enter a report name.

If you are creating a saved report, name the field and click the Create Report button.

This screen shot shows the start of the query builder.

• Saved Search Information – The top of this page shows the name of the saved report and what information you are searching.
• Search Query / Sort Report By – These radio buttons allow you to change from normal query building mode and change the sort order fields.
• Order – Your query will run from the top statement to the bottom statement. In some cases this could change the result of your query because an earlier statement may have an effect on a later statement.
• Field Description – Available fields in the system that you may query against.
• Query String – Value of your query

Note: A query is simply taking a statement and breaking it down a line item at a time. So, if you want all drug related items brought in during 2006 that have been disposed off…

1. (Query 1) All items that are drug related
2. (Query 2) Of those which were recovered in 2006
3. (Query 3) Of those which are disposed.

At this point, we take the 3 query lines and begin to build the statement in the system.

Click the first drop down menu and find the field that relates to the first Query line. If we are looking for all drug related items, we need to find the field that tell us if an item is drug related.

The drop down menu is broken down into several different sections. In this example we see case fields, person fields, items fields and miscellaneous fields.

To get the first query, we are going to go to the item section and select item category. The comparison will be Equal To because we want all items equal to and the Query Sting will be drugs. When complete click the Add Search Criteria button,

The first part of the query is now saved and we are prepared to move to the next statement. The bottom of this screen shot shows the first section of the query which can be deleted or modified if necessary.

To create the second part of the query we go back to the Add Search Criteria section and build the second part of the query. First you click the Field Description drop down menu and find the field that tells you when an item was recovered. That happens to be an item related field also so you select the Date Recovered field. The comparison this time will be the Between option because we want all fields between 1/1/2006 and 12/31/2006.

After you complete these fields click the Add Search Criteria button. This information will then be submitted as the 2nd part of the query.

We now have a query with two line items. At this point you will continue to add fields until you have built your entire query.

Once you have completed your query you are now ready to select which fields you want exported to the report. At the bottom of the screen select the field you want exported to the report. When you have selected your export fields you have a few options at the bottom.

• Save Report – Saves the report and takes you back to the main screen.
• Duplicate Report – Copy the existing report to a new report.
• Run Report – Saves all report info and runs the report.

• Print Report – Send results of current report to printer
• View Persons – Allows user to view all persons associated with item results
• Export To Excel – Export all results to MS Excel document.
• Return to Custom Search Builder – Go back to build more query lines
• Check Out Items – Send checked results to check out process
• Update Disposition – Send checked results to disposition
• Check In Items – Send checked results to check in process
• Add Selected Items to Letter – Send checked results to letter writer