This documentation relates to CiviCRM version 2.2. It's not maintained anymore.
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Searching Contacts

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CiviCRM 2.2 Documentation

Support and Participation

Developer Resources

Searching Contacts

Creating New Contacts | Searching Contacts | Editing Contacts | Deleting Contacts

Basic Search,  #Advanced Search,  #No Matches Found,  #Matches Found,  #Sorting Results,  #Taking Action on Results.

Basic Search

Depending on how your administrator has configured your CiviCRM Home page, you may have a simple Contact Search or Quick Search function on the home page.

If you are using that Contact Search or Quick Search function from the home page, CiviCRM will search the name and email address fields of all contacts for the characters you enter. Enter your search terms as described below and click Search.

You can enter any combination of letters for the search. The more exact the data you enter into the Search field, the better your results will be.

  • To search for an exact name or order of characters, type them in as usual, e.g.,. "Smith", "Hon21".
  • To search for two or more letters in a name that are not consecutive, separate them with a space, e.g., "S i h", "H 2"
  • To search by first AND last name, use a comma, e.g., "Doe, Jane"
  • To search for variations on terms, you can include a "wildcard" symbol %, e.g., "Smi%" returns Smitz, Smith, Smironni, etc.

Alternatively you can click on Find Contacts from the CiviCRM Home page, which brings you to the Find Contacts page. 

The Find Contacts basic search will search the name and email address fields of all contacts. You can also indicate the Contact Type, Group and/or Tags you want to use in the search. Fill in the information and click Search.

Advanced Search

Depending on the configuration of your CiviCRM Home page, you may have a "Contact Search" function on the home page, often with a link to Advanced Search. If not, choose Advanced Search in the Search box on the CiviCRM Home page.

Unless otherwise noted, filling out more than one field in the Advanced Search window will return results that include ALL items you enter or check. For example, searching on the name "Jones" and Zip Code "02134" will show only those contacts that match BOTH items.

You can enter any combination of letters for the search. The more exact the data you enter into the Search field, the better your results will be.

  • To search for an exact name or order of characters, type them in as usual, e.g.,. "Smith", "Hon21".
  • To search for two or more letters in a name that are not consecutive, seperate them with a space, e.g., "S i h", "H 2"
  • To search by first AND last name, use a comma, e.g., "Doe, Jane"
  • To search for variations on terms, you can include a "wildcard" symbol %, e.g., "Smi%" returns Smitz, Smith, Smironni, etc.

 ADVANCED SEARCH will allow you to search a variety of fields:

Field Name

Function

Search Criteria:

Find...

This is just like the BASIC SEARCH box, where you can enter all or part of a name or email address.

Contact Type

You can choose one type or several types of contacts to include in your search.
NOTE: Checking more than one type will act as an "OR" and return contacts with EITHER of the types checked.

Groups

Enter the name or names of GROUPS you'd like to include in your search.
NOTE: Including more than one GROUP name will act as an "OR", returning contacts who are members of ANY of the listed groups.

Tags

Select the TAGS you'd like to include in your search.
NOTE: Checking more than one TAG will act as an "OR" and return contacts that have ANY of the checked tags.

Privacy

Select the Privacy options you'd like to include in your search.
NOTE: Selecting more than one option will act as an "AND" and return only contacts with ALL the privacy options you indicate.

Location:

 

Street Address

Enter in the address and any apartment or suite numbers

City, State/Province, Country.

Enter city name, state or province name and country

Postal Code

Allows you to enter either a single code or a code range, e.g., 94101 To 94119

Location Type

Check one or more to find all contacts with the selected location type. NOTE: If no type is checked, only the Primary Location (which could be Home, Work or another type) for the contact will be searched.

Location Name

Enter in location names you wish to include in your search

Activity History:

 

Activity Type

Type in the Activity Type you want to include in your search, e.g., Meeting, Phone Call, etc.

Activity Dates

Use the drop-down list to choose a range of dates. The results will include the dates you select, e.g., 12/31/2005 - 12/31/2006, will include Activities that occured on the dates indicated and all dates in between. 

No Matches Found

If No matches are found to match your search you will see the message:

Follow the suggestions to improve your results.

Matches Found

When matches are found, you will be presented with a list of the contacts that match your search.

As in the example shown here, the results begin with how many contacts were found. 

"Found (number) contacts" .

  • Name or Email like - "search terms"    ("search terms" are the criteria you entered into the Search field)

Each CONTACT record in the found set is listed, with options to VIEW and EDIT the contact in the right-most column. If mapping is enabled (see Mapping and Geocoding, contacts with addresses will also have a MAP option. Only users with appropriate permissions may view and/or edit records, as determined by your Administrator.

Sorting Results

BY NAME:

You will see the letters of the alphabet across the top of the search results.
Clicking on the Name heading allows you to sort results alphabetically by name.

FILTERING: To filter your results to show only contacts whose name (or last name) begins with a certain letter, click that letter. The results will then be restricted to contacts starting with the letter you selected, sorted alphabetically.

ORGANIZATIONS and HOUSEHOLDS are sorted by Organization Name and Household Name, respectively.
INDIVIDUALS are sorted by Last Name or if there is no name, by email address. 

Just below the letters of the alphabet, you will see a "Header Row" like this:

You can click on each of the terms in the Header Row to SORT your results by that term.
The general rules for this are:

Clicking once sorts alphabetically for letters (A-Z ) and  numerically for numbers (0-100000). A red upward-pointing arrowhead appears next to the term.

Click again to reverse the results (Z - A, 1000000-0). A red downward-pointing arrowhead appears next to the term.

For example, clicking once on the Header Row term Postal Code will sort the results numerically by Postal Code from lowest to highest.
Clicking again on the Postal Code term will sort the results numerically from highest to lowest. The arrows indicate the sort order.

Taking Action on Results

From the Found Contacts screen you can take the following actions.
Click on the item for a detailed explanation:


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