Tip 8 - Custom Search

Tip of the Week
Custom Search

Performing a Custom Search
Mas helps you create your own custom reports. For instance, you want to make sure that you can populate a report with all your students that are coming up for renewal after their contract expires.. You can obtain a report for this, by going and creating your own custom report for people whose contract expires between Nov1 thru Nov30, 2008

Here is the break done Step by Step.
Create a New Custom Search

This demonstrates the steps in making a new search.
1. Start by going to Actions > Custom Search in the MAS menu.
2. From the window that appears, select the contact group or groups that you want to search in. for this example it would be your “student group”
3. Click the Add button.
4. Select one field from the available field list. So here you would select “ Expires Date”
5. Enter your search criteria for that field; that is what you are looking for, is it between two points (a range), is it more or less than or exactly what you are looking for, etc. Here you would select a range and in your top field you would enter Nov.1 and second field you would enter Nov. 30
6. Click OK.
7. This takes you back to the Search By window.
8. You can add more fields to your search by clicking the Add button again. So if I first select Age to search under, I can then click Add and pick a new field so that I'm searching by age and some other field.
9. Click Change if you want to change an item in the Search Criteria list. So if you are searching by age and Enrolled date, you could click on Age, and then click the Change button. This is useful if you have already set up and saved a search, but need to modify it slightly.
10. Click Remove to remove an item in the Search Criteria list.
11. When you have your search set up, select the Search Condition option.
• Must match all: The search will use everything from the list, and only show those contacts that match each and every search condition. So if you search for Enrolled Date is Jan. 1, 2006 and Age = 20, only those contacts with both that exact enroll date and exact age would be displayed.
• Match one or more: The search will use any of the search criteria from the list, and return any contacts that match at least one of the conditions. Using the example above, any contact with the enroll date of Jan. 1, 2006 will show up, as well as any contact with an age of 20, regardless of their enroll date.
12. Click the Catalog button to save your search.
13. Click the Add button to add the search to the catalog.
14. Give your search a descriptive name and click Save. You could name your custom search Exp. Nov. ( remember that the name of the search will only allow 10 characters so make it short )
15. Click Retrieve to see your search, or Close to return to the Search by window. Now you will see the custom report you created, so go ahead and click on it and then click retrieve. Your new report will now populate and show you all students that are coming up for renewal in November.
16. Click OK to close the Search By window if you did not click Retrieve.


Run a Saved Search
When you add a search to the catalog, MAS remembers it and lets you use it again.
1. Select Custom from the List Of: drop down in the Contacts section (where you select the contact categories for the contacts list).
2. In the Filter By list: select the search you want to run.
3. The results will be displayed in the contacts list.




Some other reports that you can use the custom search for are:

Birthdays in the Month of November:

In order to see a report for all the birthdays in the month of November you need to select the following option in the custom search window.


Contact Group: You should select both students and Leads for the contact group.
Search Field: You should select Birthday for the search Field.

Now enter November 1st on the first date field. Make sure the checkbox next to” range” is selected.
Now fill in the second field with Nov. 30 and also check the box where it says “ignore year”.

Once you have done this you will click okay.


Report for all your Yellow Belts:

Contact Group: Contact group will be students
Search Field: Choose Rank field

You can now enter yellow belt (Remember that the name has to match the name you gave it in company Setup for example. If you named it Yell.Belt make sure to type it exactly as you did in Company setup.)

You do not need the Range check box checked unless you want to create a search for all ranks equal to or between that range. If you do want to create a search for all students that are between the Yellow and red rank then you would select the range box.



A report to show different skill levels among your students:

Build searches that group your students by the beginner (white-orange for example, intermediate- green to red, and advanced- blue to black
This way when they want to isolate students not by just one rank, but by a group of ranks close to the same skill level, like for a tournament registration then it would be easy to do so.

Contact Group: Contact Group will be students.
Search Field: Rank

First you have to take under consideration that you have make 3 reports (1 for each skill level)
In order to set this report you have to have the range box checked. The first field will be your first option for example “white” (or whatever you named your first rank) and the second field would “Orange” (once again depends how you named them in company setup)

Now you just have to make sure that you repeat the same steps for the other two skill level but just change values for the first and second field.



A report to show qualified students for a new program or seminar:

In order to make it easier to promote new seminar or program you can easily use the custom search function to create yourself a list of qualified leads.

For example let’s say you have women’s self defense seminar coming up and you want to see all the names of your female students who are between the ages of 14 to 99.

Contact Group: Students
Search Fields: Age, Sex and Belt

Before adding search criteria for this report make sure you have the check box selected where it says match all criteria. Now you have to create each criteria.
The first one would be Sex. You should select the sex field and write female in the field for it. Now press done and click on Add criteria again.
Your second criteria would be Age. So select the age field. Check the box range and set the first field as 14 and the second field as 99. Again press done and click on Add once again.
Your third search criteria is belt. The reason I am placing this criteria is because you higher have probably already been to this seminar so you want to target the lower ranks. So in order to set this up you have to choose rank from the fields. Check the range box and set white for the first field and orange for the second one.






If you need any help setting up any custom reports, remember to call your account manager. If you do not remember his name or extension, please call our support line and they will put you through to him.
Our support line is 1-877-774-5425 Option 2