Custom Search

Custom Search

The student registration system allows you to build custom searches based on your own criteria, and to define which fields you would like shown on the search.   Many features of the system use these custom searches to operate, such as the student lottery, the mass edit tool, etc.    To set up a new search, go to: 



Student Registration
Saved Searches

This will give you a list of the searches you currently have access to.  If you have searches set up, you will see two or three buttons to the right of each tool. These will allow you to edit the criteria, run the search or remove the saved search.   To create a new search click "Create New Search" at the top right corner of the screen.  This will open the dialogue box to set up a new search:




You can give your search a name that will be easy for you to identify in the "Search Title" field.  The "Description" is where you can describe what you're using the search for or make internal notes for yourself about the criteria you are setting up. 

The "Share This Search" gives you a list of all of the people who have access to your school.  You can choose to not share, to share it with everyone, or to share it with individual people.  When a search is shared with someone they are able to run the search, but are not able to make any edits or changes to the criteria. 

You then must select which fields you would like displayed on your search results.  You will see an "Available Fields" and a "Display Fields" selection pane.   Anything that is in the "Display Fields" pane will be shown on the search results as a separate column.  You can simply drag and drop the fields between the two lists.  Also, you can drag and drop the items within the "Display Fields" list to determine the sort order for the results.





By default, the system will search all people in the student registration system.  However, you can filter it to search for only Students, Parents or other people using the "Which Type of Person" pane.  If you select "Students" you will see another selection appear which allows you to choose one of the following. 

  1. Do Not Include Parents
  2. Include Primary Parent*: This will list only one parent in the result, it will be the parent who submitted the student application. If that information is not available, it will select the first parent to have been added to the system.
  3. All Parents (each on a separate line)*: This will list each parent on a separate line, meaning that student records will be repeated based on the number of parents each student has. 
  4. All Parents Combined: This will add one additional column to your report which will be a comma separated list of all of the parents associated with the student (i.e.:  John Doe, Jane Doe, Mary Jane Doe)
If you select "Parents" you will see another select ion appear which allows you to choose one of the following: 
  1. Do not include students
  2. Each student on a separate line*: This option will repeat each parent in the results based on the number of children they have, and each new line will have a separate set of student information.
  3. Combine students on one line: This option will add one additional column to the results which will be a comma separated list of all of the children associated with this parent's record. 

If you select one of the options to the right that are marked with an asterisk(*), you have the option of selecting which fields associated with that person you want to be included in the results.   When you select those options you will notice an additional set of fields automatically pop up under the original "Available/Display" field options.  These are fields that you can select for the additional people you will be adding.  For example, if you select "Include Primary Parent" in the "Parent Fields" you could select the email address and phone numbers of the parent, so that you have the parent's contact information on the search as well. 

Search Criteria

The next step in setting up your search is to establish the Search Criteria to use to search your list.  

By default, the first search criteria that is included is set up automatically based on the Field "Trashed On" being equal to nothing.  This criteria will automatically filter out any people who have been trashed from your system.  However, if you remove this criteria, you are able to search for people who have been trashed, allowing you to find additional students who may have been accidentally removed for some reason. 

You can add as many criteria to your search as you would like.


Each block of search criteria is evaluated together, and each block of data must be true in order for someone to be shown in the results.    One way to think of it is that this block AND that block must be met.   However, within each block you can have "OR" statements.  So in the criteria above, for example, it is set up so that the first block indicates that the "Grade" field must show Kindergarten OR 1st Grade.  the second block says that the status category must show Applied.  So this search will return all students who are in an applied status who are either in first or second grade. 

To establish criteria, select which Field you want to use, how you want to evaluate the field (i.e.  = Equals, < Less than, > Greater than, etc.), and then the value you want to use in the search.  At the end of each block you will see a link to "Add Or Statement" to add additional OR criteria, and below all of the blocks is an "Add Additional Criteria" button where you can create additional search blocks. 

Once your search critera are set up, simply press the "Save" button to save your search.

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