Client Search details
The six search options on Client Search are described below:
Search by General Details
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Name
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Use to search on the client's name. Type the client's surname (or organisation name) or part of the name.
To minimise the number of search results, include the forename or initials after the surname. For example, Mackenzie R.
To list all clients, use the wildcard character, %. Note that this search only brings back the first 50 results and refreshing the screen will bring back the next 50. This is to avoid a prolonged delay as the system attempts to bring back what could be a large number of results.
To search on part of the surname or organisation name, type % followed by the letters known of the name. For example, %kenzie.
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Display names Index Card style
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If this option is not checked the names are displayed as: Title, Forename, Surname.
If this option is checked the names are displayed as: Surname, Forename, Title.
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Partner
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Use to search for all clients associated with a partner. Select the partner's name from the drop-down.
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Branch
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Use to search for clients associated with one branch. Select the branch name from the drop-down.
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Source
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Use to search for clients that contacted your firm via a certain source. Click the lookup icon  to select a source.
You can only search using sources if your system administrator has defined them in Utilities.
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Date opened
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Use to search for client records opened during a certain period of time. Enter the From and To dates.
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By Company / By Person
By Company and Person
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This option has been added to filter on either Organisations or Individuals (or both) in the search results.
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Search by Unique Reference
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Client Reference
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Use to search for a client by the client reference number.
Note: As ALB automatically adds leading or 'middle' zeros to client references, if you want to search for, say, all clients with reference beginning A1, you must use the wildcard character, %. That is, you must type A1%.
If you don't include the %, and just type A1, ALB assumes you are searching for client A00001, and only returns that record.
See Completing client and matter references.
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NI No.
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Use to search for a client by the client's National Insurance number.
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HO UCN
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Use to search for a client by the Home Office Unique Client Number (immigration clients only).
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Previous Reference
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Use to search for a client by the client's previous reference, for example in the case where Advanced Legal has converted your data from another software package.
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D.O.B
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Use to search for a client by the client's date of birth.
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Group
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Use to search for clients that are in a certain group. You can enter a group for a client on Client Details - General Details tab. Refer to Grouping clients.
This is a general group and is not the same as a marketing contact group.
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Search by Address Details
Use the address details fields to search for a client by any part of the address, for example, Town or Postcode.
You can use any combination of the address fields. If you only know part of the field you want to search on, you can use the wildcard character, %.
Search by Additional Details
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Element Type
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Use to search for a client by any of the additional details fields.
To search using, for example, a phone number (or part of a phone number) without specifying whether it's a home number, work number or mobile number, select .
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Value
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Enter the number or email address to use for the search.
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Search by Supplementary Details
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Category
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Select the category of supplementary details you want to search by.
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Field
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Select the supplementary details field you want to search by.
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Comparison
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Define whether you want to search for clients with values that are equal to, greater than, less than, and so on. The comparison options available depend on the Field you have selected.
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Value
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Define the value for the comparison.
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Match Any or Match All
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Select one of these, to indicate whether you want to search for clients that:
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Individuals or Organisations
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Select one of these for each of your search criteria definitions to indicate whether you are searching for individuals or organisations.
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Using the supplementary details search
You can search for clients that have a certain combination of supplementary details. The search criteria you define are listed at the bottom of the Search Criteria pane, ready for you to search for clients that match any or all of the criteria. You could use this type of search to define a mailing list for marketing purposes.
To search by supplementary details:
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At the bottom of the Search Criteria pane, select Individuals or Organisations to define the type of client you are searching for.
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Select a Category of supplementary details and the Field in that category that you want to search by.
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Use the Comparison and Value fields to define whether you want to search for clients with values that are equal to, greater than, less than... the value you've entered. The comparison options available depend on the field you have selected.
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Click Add to add your search criteria definition to the list at the bottom of the Search Criteria pane.
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Repeat steps 1 to 4 to create other search criteria definitions, until they are all listed. If you need to change your search criteria definitions, click Clear All and begin defining them again.
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Select either Match Any or Match All to indicate whether you want to search for clients that match all of your search criteria definitions or whether you want to search for clients that match any one of your search criteria definitions.
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Click Refresh to perform the search.
Search by Groups
If you have the optional Marketing module and have defined Contact Groups, you can search by contact group.
This search refers to a marketing contact group, not a general group. See Grouping clients.
To search by Group:
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In the tree structure shown in the Groups pane, select the contact group you want to search for.
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Click Refresh to perform the search.
Search by Mailshot Criteria
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Field
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Select the mailshot criteria field you want to search by.
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Comparison
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Define whether you want to search for clients with values that are equal to, greater than, less than, and so on. The comparison options available depend on the Field you have selected.
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Value
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Define the value for the comparison.
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Using the supplementary details search
You can search for clients that have a certain combination of mailshot criteria. You could use this type of search to define a mailing list for marketing purposes.
To search by mailshot criteria:
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Select the Field that you want to search by.
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Use the Operator and Value fields to define whether you want to search for clients with values that are equal to, greater than, less than... the value you've entered. The options available depend on the field you have selected.
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Click Add to add your search definition to the list. If you only want to search on this criterion, go to step 7.
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If you want the search results to meet the search criterion you have just defined and another criterion you are about to define, click AND. If you want the search results to meet the search criterion you have just defined or another criterion you are about to define, click OR.
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Define a further criterion and click Add.
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Repeat steps 4 and 5 as necessary to define all criteria.
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Click Refresh to perform the search.
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