How to run a Smart Search

Smart Search in MiMembership allows you to create customised searches and reports by selecting specific data outputs and search criteria. You can use the results to find records that match your requirements, review information and perform actions such as exporting data or sending communications.

Step 1 – Open Smart Search and select an output

1. Select Smart Search from the main menu.
2. Choose the required Output from the available options. This determines the type of records returned by the search. The default output is Members.
3. Click Next: Build Criteria to define your search parameters.

Step 2 – Build the search criteria

Use the Search Field options to define the criteria for your search. Each criterion consists of four components:

• Field Section: Select the data type or area of the database where the information is stored.
• Field Name: Select the specific field available within the chosen data type.
• Field Operation: Choose the comparison or formula to apply to the selected field.
• Field Value: Enter or select the value to search for.

To build your search:

1. Select the required options for each of the four search field components.
2. Click +Criteria to add the criterion to your search.
3. Repeat these steps until you have added all required criteria.
4. Choose AND or OR as appropriate when combining multiple criteria:
   • AND: All specified criteria must be met for a record to be included in the results.
   • OR: A record can be included if it meets either of the specified criteria.
5. Click Next: Preview Results to run the search and display the matching records.

Run Smart Search in the background

For searches that may take longer to process, tick the Background checkbox to run the search as a background task. This allows you to continue working in MiMembership while the search runs.

Once the search has finished, click the magnifying glass icon in the search progress taskbar to open the results.

Step 3 – Preview the results and perform an action

The Smart Search results preview page provides two main ways to manage your search and process the results.

Option 1 – Use the Action button

The Action button in the Search Criteria taskbar provides options to manage your search.

• Edit Search: Return to the Build Search screen to add or remove criteria. To remove an existing criterion, click the X button in the Search Criteria area.
• Save Search: Enter a name for the search and click Save. Saved searches can be run again without rebuilding the criteria. You can access them from the Saved Searches display menu on the Smart Search home page.
• Rerun Search: Run the search again using the existing criteria to retrieve updated results.
• Other Options: Additional actions may be available depending on the selected output, such as Invoices or Payments.

Option 2 – Use Bulk Action

Use Bulk Action to perform an action on selected search results.

1. Tick the Selected checkbox to select all results.
2. Click Bulk Action.
3. Choose the required action from the available menu options.

Common actions include:

• Export Search Results to CSV: Opens the Export window. Move the required fields from the left column to the right column to select the data to export, then click Export CSV to download the results.
• Send Email: Opens the Send Ad-hoc Email page. Complete the required email fields and message content, then click Send. Refer to the Send Ad-hoc Email instructions for further details.
• Other Options: Additional bulk actions may be available depending on the selected output and the type of records returned.

Note: Available bulk actions vary depending on the output selected when building the search.