Help with Directory
The Directory is a listing of people and their contact information. You
may search for people in the Directory. Some search results will also show affiliations
to organizations. After sign-in, additional features may be seen, based upon sign-in
security level. Additional features may include more search options, saved preferences,
reporting and administrative tools.
If enabled, you can see and choose a radio button choice for Easy or Basic.
The Easy interface shows these search dropdown lists: Board Members
or Members, Membership Organization, State, Zip Code,
and Last Name. These dropdown lists are constructed from the current
information and any selection will show results.
The Basic interface begins with Quick Find where you can enter any part of a person's name or designations and use the Enter key or click its Find. If enabled, the Basic search form also shows Person
Name but adds more search selections and its Find button to view search results. If enabled,
more buttons for advanced options are available.
If enabled, you can see a More Search Choices button that shows more search features. Cick any topic for help on more features, below.
Directory - Basic and Advanced Features
Showing Search Results
Reset
Sorting Results
Browser AutoComplete Hints
Features for Administrators
Features of Basic and Advanced Directory Access
Click links below to jump to the topic further below in this Help file.
- View and Basic Search Form
- Basic Search Form, Extended Search Filters
- All Above, and in addition, typically for members after sign-in:
- Search Form
- Advanced Affiliations Search Filters
- View, Basic and Advance Search, Reporting & Administration Features
When you first open the Directory you see the Find results for your
default search preferences. For a quick search within your default search
preferences, type any part of the person's name or designation in the text box next
to Find. Press Enter or Click Find to see results. The top
of the page shows the search preferences you are using as Viewing:.... The
right of the page shows your search results.
To see all results for the default search preferences, delete anything in the quick
search text box then press Enter or Click Find. If you are signed
in, the default (start up) search preferences is your chosen default preference.
If you have not saved your preferences, then, your default search preferences is
preset according to your sign-in access privilege (member, board member, or administrator).
To search by more than just name or designation, click Search Form on the
menu area. After clicking Search Form, you will see Organization
and Group, which allows you to quickly display a group of people.
The Organization selected is the organization that has an affiliation with
the people you are searching for. View and Basic access levels permit
searching for people affiliated with the Organization that owns the database.
Search by group by selecting your choice in the Group drop down list. Each
Group is a group of people affiliated with the Organization shown.
Each Group is identified by an Affiliation Type or a Position, or both.
When both are present, the Affiliation Type is listed first, followed by a comma,
followed by a Position.
The Group drop down lists show choices that the administrator has created.
Different sets of Group lists are available for public (no sign-in), member,
board, and administrator sign-in security privileges. The Group drop down
list shows only groups that have one or more people affiliated with the Organization
shown.
The Member Type drop down lists show choices that the administrator has
created to categorize types of members.
The Specialty drop down lists show choices of the top professional specialties
of a member.
The Person Name text box allows typing of all or part of the person's name
and/or designations. Best results come from typing just enough information and not
too much. If you type Clarke in the Person Name text box and the
name Clarke is actually spelled Clark, then you won't find Clarke.
It would be better to enter just Clark. Searching for CFP finds
all who have the CFP designation in their full name.
The Main Contact for their organization's information checkbox, when checked,
filters to show just the people who have indicated that they are the main contact
for their organization.
Extended Search Filters ate typically provided for Members. In some cases these
may not be visible without sign-in.
The Company drop down list show all companies in the directory (as appears
on the top line of a person's mailing address)
The City drop down list show all cities in the directory (as appears on
a person's mailing address)
The State/Province drop down list show all states or provinces in the directory
(as appears on a person's mailing address)
The Zip/Postal Code drop down list show all zip codes and postal codes
in the directory (as appears on a person's mailing address). By default, these are
filtered by all digits (Zip +4). You can change that by clicking the radio button
to show results that include all that start with the first five digits (basic 5-digit
zip code.)
The Email Address text box allows typing all or part of the person's main
email address. You might also use all or part of the domain name to see all people
at a certain Internet Service Provider or company. For example, enter @aol.com
to see all people with an AOL email address.
The ID is a unique numeric identification assigned to each person in the
database. The ID must contain the exact number to find.
In any search text boxes, your search details will be found if they are contained
in any contiguous part of the test box you are searching.
Searching multiple controls (such as drop down lists and text boxes) will give results
found in one AND the other control.
The underscore _ character is a wild card . Example: entering All_n in the
Person Name finds all Allen and Allan names.
Leave a drop down list or a text box blank to find all matches.
If you cannot find a person that you suspect should be in the directory, it might
be that the person as opted to not show their information in the directory. Members
can choose to hide their email address, phone, fax, or all.
The advanced Affiliations Search Filters are typically available to users
with Board Member or Administrator directory access privilege. After sign-in, if
you see an Advanced Search Form button under the basic search form, you
may click it to use additional search text boxes of the affiliation controls of
Affiliation Type, Position, Start and End Dates, Ended but
Date Unknown, Grace Days and Profession.
Company is an area of information that appears as part of the mailing address
for the person. A similar Company name might also be seen in the Organization
and may yield search results in conjunction with an Affiliation such as "employee".
Company is not the same as a person's affiliated Organization,
unless the administrator has affiliated a person to an organization matching their
Company name, and the Affiliation type is one such as "employee".
Advance searching in the Affiliations section requires an understanding of
how people are affiliated with organizations. Advanced searching allows you to select
any or all organizations.
The Group drop down list is unavailable because it is redundant with the
affiliation controls of Affiliation (type), Position, Start and
End Dates. The Group drop down list is actually a series of pre-selected
combinations of the affiliation controls of Affiliation Type, Position,
Start and End Dates.
Unlike the basic search Group drop down list, The Affiliation Type,
Position, and Profession drop down lists show all possible selections,
whether or not they been chosen to for any actual affiliations. Use the Organization
along with the other affiliation controls to see any type of affiliation of any
person with any organization in the database.
Start and End dates are optional when an administrator enters an affiliation.
However, when entered, they allow tracking of when affiliations start and end. This
allows a history of affiliations such as memberships and board positions, along
with being able to track and view a current directory of current members, or any
other type of entered affiliations. There is no limit to the amount and variety
of affiliations the administrator may enter, track, search and report.
Ended but Date Unknown can be checked to search for affiliations that have
been so indicated.
Grace Days are a number of days that you want to search as a grace period
for an Affiliation that has possibly ended. For instance, setting this number
to 90 means that for up to 90 days past their 'end' date, expired affiliations will
still be found as current affiliations in the Directory. Grace Days are typically
used for affiliations such as 'member' . The member is still listed in the Directory
during the Grace period, while their membership renewal is being processed.
The Grace Days that first appear are the default amount of grace days, as
decided by the administrator. Enter any number here and you may override the default
number of grace days when you click Apply Grace . Grace Days are only
active after 'Apply' modifies End operator (after) and the date. Grace Days
searching applies to any kind of affiliation being searched. You may enter any positive
number of days from 0 to 32768.
Default Grace resets to the Default grace period. It displays the End
date by subtracting the Grace Days from today's date. It also changes the
End operator to AFTER
The Save Search button saves the current search preferences that you have
entered in the search form. A saved search preference allows you to select and use
the exact search preference again, at any time from any computer. The Save Search
button is available only when you are signed in.
After you click the Save Search button, you are taken directly to edit the
Saved Search Preference. There you can optionally add a search preference name,
search notes, and choose whether to make it your default search preference. If you
have previously saved an identical search, you can optionally edit any of this information.
See Saved Search Preferences help that follows.
Show Saved Searches
The Show Saved Searches button displays all your previously saved search
preferences. You can then Find with, Edit or Delete preferences. The Show Saved Searches
button is available only when you are signed in. See Saved Search Preferences
help that follows.
Saved Search Preferences
You can view your saved search preferences by selecting Search Form, Show Saved Searches.
Each row is a saved preference. You may save and recall an unlimited number
of search preferences.
Parts of a Saved Search Preference
Each search preference has an ID, Name, Default Option, Notes, View 20 Per Page
Option, and Search Criteria. Each search preference is displayed on a row preceded
by Find, Edit, and Delete buttons.
Find, Edit, and Delete
The Find button views the results as specified on that row. The Edit,
and Delete buttons allow you to maintain the Saved Search Preference. You
may have an unlimited number of Saved Search Preferences.
Search Preference ID
Each new Search Preference is assigned a unique ID. You cannot edit the ID. Each
Search Preference is also identified by your Sign In identity. No other user can
view or use your Search Preference.
Search Preference Name
Each Search Preference includes an optional Search Preference Name of up to 50 characters.
You can edit the Search Preference Name if you wish. The Setup Name is for your
use so that you can later recall and re-use this Search Preference.
When a new Search Preference is inserted, the name and notes are blank. The Search
Criteria shows the "Viewing:" message from the top of the Directory page.
Search Preference Notes
Each Search Preference includes optional Notes. You can edit the Notes if you wish.
You can enter an unlimited amount of notes.
The Notes are for your use to further describe the Search Preference. Notes might
include such items as what report setup to use, etc.
Search Criteria
Each Search Preference remembers all the search criteria on the Basic and Advanced
search forms. The search criteria is the same as the Viewing: message from
the top of the Directory page. It cannot be edited. To change a search criteria,
delete the row and, go to the Search Form, construct your search criteria, and click
Save Search.
How to Maintain, Use, and Re-Use Search Preferences
When you click Save Search, you save a new Search Preferences. When you click
Show Save Searches, you view all saved search preferences. You can then find
with, edit, or delete preferences. By default, all Search Preferences are sorted
by most recently remembered at the top.
After you Edit an Search Preference, be sure to click Update to save
any changes to the Search Preference.
If you have many saved Search Preferences, it may help to sort the Search Preferences
rows. You can sort by clicking the underlined Column Headings. You can click a column
successive times to reverse a sort. The first click sorts lesser values at top.
The symbol ^appears in front of the Column Heading to indicate that lesser
values are at the top. Clicking again produces a reverse sort order and the symbol
v appears to indicate greater values are at the top.
If you are not already signed-in, you can click the Sign In button. After
you Sign In, more Directory features and search options may be displayed,
including an Edit link next to your information. You can view and edit
your email address, all contact information and much more by clicking the Edit
link or by clicking the My Info button. The My Email button allows
you to view and edit just your email address.
Administrative Directory Access allows you to edit any person's information.
When you have Reporting Directory access privilege, the Report button
is available. To use Report, first search as needed to display the report
results you wish to report. Then, click Report. The Report button
takes you to the Reports page. Once there, a large button appears named Insert
New Directory Report for last-viewed Search. Clicking that button inserts
a new report setup with the same search criteria, along with a default (or your
saved preference) of report columns. More help is available on the Reports
page.
On the left, under Showing Results:, are two dropdown lists. On the
top list, select to view 2, 20, 50, 100 or 500 per page. More search results
per page will take longer for the page to load. On the next dropdown list,
Select More detail to view the most contact information about each
search result. Select Less Detail to view a minimal amount of information
that fits one result per line and makes for slightly quicker page loads. Select
By Company to see people search results similar to More Detail, but sorted
by their Company name.
When search results exceed your selected per page option, below the last
search result you see BACK and NEXT navigation buttons to scroll through
more results. A message indicates what page you are viewing, how many total pages
are in the results, the place numbers for those you are currently viewing, and how
many total are found.
The More Detail option shows details in affiliation information. If a person
has multiple affiliations with the group you are viewing, they will be displayed
multiple times in the detailed view, showing each of their affiliations. When this
happens, you will notice a higher result count found when viewing More Detail
as opposed to viewing Less Detail.
When information is available, search results show full contact information and
links to email addresses, biographies, company information and more. Members of
this website can sign-in to edit any of this information.
At the bottom of the Search Form, the Reset button resets all search preferences
to defaults. If you are signed in, this resets the default search preferences to
your preference for default search preferences. If you have not saved your preferences,
then, your default search preferences is set to your sign in group access privileges.
If you are not signed in, your default search preferences is the setting for public
access.
Board groups search results are sorted by board structure (when viewing More Detail).
All other results are sorted alphabetically by the last name, first name.
Microsoft Internet Explorer 7 has the AutoComplete feature that allows you to enter
search preferences more easily.
The AutoComplete feature saves previous entries you've made in text boxes. Then,
when you type information in one of these, AutoComplete suggests possible matches.
In a text box, start typing the information. If you've typed a similar entry before,
AutoComplete lists possible matches as you type.
If a suggestion in the list matches what you want to enter in that field, click
the suggestion.
If no suggestion matches what you are typing, continue typing.
When typing information in text boxes, you can remove an item from the list of suggestions
by clicking the item and then pressing the DELETE key. To see all AutoComplete items
for a text box, place the cursor in the text box and press the Down Arrow.
To use AutoComplete, make sure it is checked in Microsoft Internet Explorer, Tools,
Internet Options, Content, AutoComplete Settings, Forms.
Administrators Only: Insert New
The Insert New button is available only to Administrators. This inserts a
new person into the database. To avoid inserting duplicate people into the database,
first search all people first, using last name or part of last name, along with
any possible alternate or misspellings. If applicable and available, also search
for maiden or any other known names.
Administrators Only: RFI
The Request For Information (RFI) button is available on both the 20/page
and 2/page views. Click RFI to display and edit a portion of the Person
page information: the RFI Date, Last Prospect Contact Date, RFI Field Names, and
Administrator's Notes. This information is also available by clicking Edit
to edit the complete Person form. See
Person - Administrator's Help, Tracking Outdated Information
Administrators Only: Unlisted information displays in Orange
Users on their Person page, Options panel, can choose if they prefer to have their
name, email, phone and/or fax hidden in the Directory (unlisted). When signed-in
as Administrator, this hidden information displays in an orange color. In addition,
the word "(Unlisted)" appears after any hidden name. Unlisted email, phone and fax
are completely hidden for all who view the Directory without administrator security
privilege. An unlisted name appears as "Unlisted Person" and shows only their website
ID number.
Administrators Only: How to Configure Directory Options
From the Administrator's Home page, review your menu selections for Database Configuration
and Drop Down Lists. There you will find Help links to assist you in customizing
the search features on the Directory Page. To modify the default number of Grace
Days, see the Administrator's Home page, menu selections for Database Configuration,
panel Directory 1.
Administrators Only: How to Search All People, All Affiliations
On the Directory page, blank everything in the Basic Search Form and the
Advance Search Form. Click Find and your search results shall show
all people in the database.
On the Directory page, display only the Basic Search Form, blank everything
on the Basic Search Form . Click Find and your search results shall
show all people in the database, and any additional affiliations each have. Since
a person may have none, one or many affiliations, they may be listed once, or many
times according to their number of affiliations.
Administrators Only: Query Strings
Query strings are very handy for quickly linking to the Directory and immediately
displaying predetermined results. See Directory Page Help - Search using Links