Entity searches: basic and more

The default view for entity searches is Basic Search, with a More tab offering further filtering options.

Basic search

The search screen will remain blank until the Search icon has been selected, returning a list of matching records.

Search for

The Search for dropdown menu is used to search for a Company by:

  • Name
  • Quick Reference
  • File Reference
  • User Grouping
  • Company Number
  • Country of incorporation

Note

Any other searchable User Defined Fields (UDFs) created by Administrators.

To search by a specific name or number, type the initial characters into the Begins With field. For example, to search for Diligent Entities, type in Diligent. All entities beginning with the word Diligent will be returned.

It is often more useful to search for part of a name. In this case a Contains search can be applied using the wildcard %. This will return all matches, containing a specified word. For example, %software would return any records where 'software' appears in the name.

Note

Users are able to have the Contains Search set as their default search option by selecting that option under My Preferences.

Smart search

The Smart Search feature takes text entered into the Contains Search For field and returns results which are case and accent insensitive.

For example:

  • Enter Training into the Contains Search For field.

Returned results include Company name with the word training in them, in addition to names that are spelled the same way, but differ in either case or character accent:

  • Training Axiom
  • Training Âxiom
  • Training Äxiom
  • Training ãxiom

Note

This option will need to be enabled for self-hosted clients by their IT department and for hosted clients, by a request sent to the Support Team. Refer to System Customisation for further guidance.

Order by

The Order By dropdown menu enables users to order the way the data is displayed in line with a selected column.

Selecting a column heading option from the Order By dropdown menu will return results in an alphabetically sorted order, by the designated value (for example, Company name or Country). Selecting the same column heading again will reverse the sort order. The same effect can be achieved by using the A-Z button, located to the right of the screen. The column currently ordered is indicated by a triangle.

Quick filters

Shortcuts are available to any Saved Searches, Batches, Divisions/Partners, or Sets that have been configured by the User.

More filters

Selecting the More tab will reveal further filtering options, displayed as tabs. These will allow filtering by more specific criteria, such as Company Type, Company Status, Country, Incorporation date, etc. Multiple fields can be selected at the same time and Users should select the Search icon once they want the search to be executed.

An example of the filters available can be seen below.

Each tab will be discussed Individually in the next few sections.

By details

The By Details filter can be used to filter by Company details such as Type, Status, or Accounting Period End. Companies in multiple countries can be searched for by using the plus sign next to the Country field, as indicated below.

By management

The By Management filter can be used to filter by any management fields configured by the System Administrator (for example, User Groups, Division/Partners, Sets, and Managed By). It also provides the ability to search for records marked as historical.

By related

By Related can be used for filtering entities by a common value such as an address or appointee. Select the dropdown option from the relevant filter and use the Wand to search for the appropriate address or entity.

Advanced

The Advanced tab offers an extensive selection of Field Filters for Company, Compliance, Addresses and Extra Details (User Defined Fields). Up to five Field Filters may be populated and the search can be set to return records that match all or any of the selections.

Save search

Once a search has been applied by selecting the Search icon, the resulting list of entities will appear under each tabbed heading. To save this search for future use:

  1. Select Save Search.
  2. Select to save the search to Shared Searches (visible to all Users) or My Searches (visible only to the current User).
  3. Enter a search name then select Save.

The search will then be available as a shortcut under the Basic Search page. Should Users want to delete a Saved Search:

  1. Navigate to the Save Search.
  2. Select the search from the Name dropdown list.
  3. Select More Filters > Save Search.