Advanced searches

Advanced Searches can be used to search for entities by a previous name, for Shared Addresses or Shared Contacts. It is also possible to access the Batch Manager, search online and, if licensed to do so, search for an Incorporation.

All past names

The All Past Names search is used to search for any previous names that have been used by an entity. A previous name will display alongside, the Quick Reference, Commencement and Cessation of use dates, a link to the entity in the form of its current name, and any security Group to which the entity belongs.

Shared addresses

The Address search is used to display a list of all Shared Addresses recorded in the application. Shared Addresses are those addresses that may be used multiple times and for different entities.

Existing addresses can be amended by selecting the address itself and new addresses can be added by selecting New.

Upon opening an address entry, Address Details display in addition to any contacts connected to the record, and the Where Used list, which lists of all entities currently using the address.

Selecting Wizards reveals Edit, Delete, Replace, and create New Contact options.

Shared contacts

Contact search is used to search and display all contacts that have been entered into the application. Once the contact information is located, it can be viewed, amended or deleted as required.

Batch manager

Batches are useful for grouping entities together in a user defined, meaningful way. The Batch Manager is used to run reports and print labels for these predefined selection of entities.

To do so:

  1. Navigate to Batch Manager > Wizards > New Batch.

    The Batch Manager dropdown menu displays.

  2. Select New Batch.

    The Quick Reference Batches wizard opens.

  3. Enter a Quick Reference for the batch into the QuickRef field and a name for it into the Description field.

  4. Determine whether to save the batch so that it can be seen by all (Shared Batch) or just by the logged-in user (My Batch).

  5. Select Finish.

    The new batch is created.

To add entities to the new batch, conduct a search. Apply the appropriate filters to return the necessary entities.

  • To add all entities displayed on screen to the batch, select Wizards > Add to Batch.

To add selected entities:

  1. Select the related checkboxes against each required entity, so that only those identified are included in the batch. Select Wizards > Add to Batch.

    Or select the Options Menu against the required entity and select the Add to Batch option.

    The Add to Batch wizard opens.

  2. Select the entities to add to the batch or confirm that those already selected are correct.
  3. Select Next.

    The Select Batch screen displays.

  4. Select the Select batch dropdown menu to select the name of the batch previously created.

    Alternatively, create a new batch to add the entities to by entering a new new name into the New Batch field.

  5. Select Finish.

    The selected entities are added to the designated batch.

The newly batched entities can be recalled from any Basic Search screen, by selecting the My Batches tab.

Note

Further entities can be added to the same batch as required.

Incorporation search

Note

The Incorporation Search option will only be available if the application has been licensed for Incorporations. Should in-depth usage of the Incorporation functionality be required, contact your Diligent Entities Account Manager or the Training Team to arrange for an Incorporation training session.

Online search

The Online Search wizard can be used to search one of the external databases available.

To conduct an online search:

  1. Enter the relevant search criteria into the Search For field.
  2. Select the required jurisdiction from the Country dropdown menu.
  3. Select the Search On dropdown menu to determine whether the search should be for Company Names, Company Numbers, Individual Names, or a different option (Other).
  4. From the Search Type dropdown menu, select the one of the databases available to search (for example, Companies House).
  5. To refine results further, select the More Options dropdown menu to select additional search parameters.
  6. Select Finish to initiate the search.

The search options available on the search pages will depend upon the type of search being executed.

Quick search

The Quick Search is used to search the entire application for entities, documents, addresses, contacts or Data Library records. Upon making a selection from the Search What dropdown menu, the Search For choices will refresh with appropriate options. Enter the word or number into the Contains field and select the Search icon to be re-directed to the relevant page.

Note

This option is not available as standard and needs to be configured by an Administrator.