GL Help Searching & Batch Process
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Searching
Using Wildcard Characters in Searches
Using the percent character
The percent character ( % ) will return a match for any number of characters that follow the percent sign and can be found in any position of the resultant name. NOTE: For all searches the system puts a % at the end of the string before doing the search, so you only need to enter the beginning of the string you are searching for.
- Search Criteria:
- %and in the Last Name Field
- Search Results, Last Name=
- * Anderson
- * Kirkland
- * Sanders
- * Andrews
- Search Criteria:
- Ste%anie in the First Name Field
- Search Results, First Name=
- * Stephanie
- * Stefanie
- Search Criteria:
- S%h in the Last Name Field
- Search Results, Last Name=
- * Sharp
- * Smith
- This example says, give me any last name starting with S and with an H in any other location in the name.
Using the Underscore
The Underscore ( _ ) can be used to replace characters in a search and include other specifics along with it (think of the blank tile in Scrabble).
- Search Criteria:
- _a in the Last Name Field
- Search Results, Last Name=
- * Land
- * Ganem
- This example says, give me every last name with a in the second position.
- Search Criteria:
- b_a in the Last Name Field
- Search Results, Last Name=
- * Bratina
- * Blanton
Using Square Brackets
Square Brackets ( [ ] )can be used to identify a variety of letters that should show before any number of letters to follow and will match on one character only.
- Search Criteria:
- [abc] in the Last Name Field will list all last names starting with a, b or c.
- Search Results, Last Name=
- * Adams
- * Bond
- * Conrad
- Search Criteria:
- [wrp] in the Last Name Field
- Search Results, Last Name=
- * Pringle
- * Ratcliffe
- * Walton
- Note: that the resultant search will be listed in alphabetical order.
- Search Criteria:
- Kar[ei]n in the First Name Field
- Search Results, First Name=
- * Karen
- * Karin
Using the Caret
A Caret ( [^] ) within the Brackets can be used to identify a variety of letters that should not show before any letters to follow.
- Search Criteria:
- [^abc] in the Last Name Field will not list any last names starting with a b or c
- Search Results, Last Name=
- * Gonzales
- * Donnell
- Search Criteria:
- L[^e] in the Last Name Field will list all last names starting with L but no e in the second position.
- Search Results, Last Name=
- * Lamb
- * Lyons
- Lewis will not be displayed
Using Filter Searches
How do I use the filtered search to look up a partial program code?
- You can do this in two ways. The first is to use the Program Code drop down list which can be accessed by clicking on the magnafiying glass as illistated below.
This illustration is to list students with a program code equal to: year program, for the year 2010,summer program or Northern Hemisphere. I am leaving off the content portion of the program code (such as YES or Congress Bundestag) which makes this a search on a partial program.
Add the following three filters, in addition to any other filters you'd like to use. You could of course choose to search on only one or two of the below values as well.
- Program Code Year = 10
- Program Code Cycle = NH
- Program Code Duration = YP
- The second method is to type the Program Code directly into the white box. Each of the four values use two spaces so if you intend to leave that code bland replace it with two underscores.
When using a filter to specify a type of Service Case, what values do I use?
- It is important to understand three major search fields in the Service Case Screen.
- The first is Service Type
- Participant is a US student traveling abroad - "AA"
- Hosted Pax is a student from a partner country that has or is being hosted in the US.
- Host Family is any family that could be applying to host, is currently hosting, or has hosted in the past.
- Volunteering is anyone that could be applying to volunteer, or a current or past volunteer.
- Note: Host Families are not listed as Volunteers unless they have registered as a volunteer.
- The second drop down is the Service Stage
- Inquiry means they are simply asking (self explanatory)
- Application is the next step where the individual has begun to fill out an application
- Admission indicates that the application has been completed and is being reviewed by staff
- Preparation indicates that all of the above have been completed and they are involved in preparation such as orientation or travel but have not started.
- Participation means that the individual is currently active with AFS as a Student, Host Family or Volunteer
- Note: Many people can be found in more that one area of association with AFS since prior students become volunteers and host families and host families become volunteers.
- Third important search field is the Service Status drop down box.
- Open Indicates the Service Case (Volunteer, Hosting, or Participant) is current and in progress.
- Closed Will list any prior Service Cases
- Note: A student that has participated twice (for instance withdrew one year then traveled the following year) could have one Open and one Closed Service Case.
Using More Filters
More Filters are usually used in addition to the filters just explained above and once defined can be saved and recalled for searches that you intend to use often. To get started with More Filters click on the More Filters button in the bottom left corner of the Service Case:Search screen.
To list US student going abroad:
- Click on Add Filter
- In the left column labeled Field select Service Type
- In the middle column labeled Search Type select is equal to
- In the right column labeled Value type Sending
- Now be sure to click on the Add button or this Search Condition will not be saved.
- Note: All participating students in Global Link are sending from the perspective of the original country.
So now we have to define the country or IOC.
- Now add another filter as you did above but select Partner IOC is not equal to USA or you could select IOC is equal to USA, they both get the same results.
After selecting Add you will see that you have two filters defined that will work together to give you the results you need.
If this is a filter configuration that you would like to use often click on the Save As Pre-defined Filters and give it your own name.
then the next time you want to use this lookup click on Load Pre-defined Filters and select.
To list hosted participants (students with a home country other than USA)
- use the system above for building your filters
- Select IOC is not equal to USA
Now that you are an expert in using filtered searches, play with various combination's and be sure to save your favorites.
Batch Process
Batch Process is a very powerful tool that can help you work with multiple students or volunteers for a single purpose.
The Batch Process button can be found in many locations but most volunteers will be limited to the Batch Process function from the Service Case screen only.
- You can build an Excel list of selected individuals
- Generate an email to several individuals with a single message.
- Add a new contact log entry for multiple service cases at one time.
To start a Batch Process you must click the Batch Process button first
Note that after you click Batch Process the buttons change, the Batch Process button disappears, which means that you are in an active Batch Process
then enter the search criteria in the Service Case Window. Use any of the search routines listed on this page or be creative with your own search process.
Batch Process gives you the opportunity to select all or selective individuals from your search results
Batch Process Extract to Excel
This is the difference in using Batch Process prior to Exporting to Excel. If you had not clicked Batch Process your export to Excel would give you the entire search results. By clicking Batch Process you can selectively choose which records you would like exported to Excel.
- Select all records in your search by clicking on the check box next to No. in the search results top row
- Select individual records by clicking the check boxes next to the individual records. Notice from the image above that the selected records will change color.
- Note: You will not be able to run a batch process if you have not selected any records
At this point if you want to export to Excel click that blue button otherwise scroll to the bottom of your search results and click on the Next button. If the button is grayed out it means you haven’t selected any records.
Batch Process Email
After clicking next you will see a dialog box for Batch Precess. Click the down arrow and select Compose Email
This will give you the Compose Email screen.
- Your email address will be default in the From: and BCC (sending you a copy of the email).
- The individuals that you selected at the beginning of this process will have their email addresses in the To with a CC to Parents if their account is configured that way.
- Type in the Subject
- Compose your email
- Click Send at the top of the page
Batch Process Contact Log
After clicking next you will see a dropdown and can select 'Add a Contact Log' from the dropdown list. The next screen will look just like the screen you use to enter a contact log for one record, the difference being that the end result of the batch will be to add this information for all records you selected on the previous search results screen. Add the contact log information into the contact log entry screen and click 'Save.'
