Form Search Fields

1 Overview

It's not enough that bxp stores data records but making them easily accessible is just as important. In each of the form based modules you have a lookup capability. The appearance, settings and capabilities of these search tools are customisable. This article looks at how to customise the tools.

Main Menu > Form Management > Form - Primary Management > Form - Displayed Search Fields > Choose your Form

2 Lookup in modules

• Inbound Contact
  • My Data - Admin View > Lookup an entry
  • My Data > Lookup an entry - For Edit
  • My Data > Lookup an entry - For Listing
  • My Data > Lookup an entry - Dynamically

• Outbound Contact
  • My Data > Lookup a record (Campaign Specific)

• Case Management
  • My Cases > Look up a Case

• Quality Assurance
  • Approach 1 - Perform an Assessment > Lookup an assessment
  • Approach 2 - Provide an Assessment > Lookup an assessment

3 Setup

3.1 Default Setting

In bxp, it is possible to look up records on a form and specify what fields are displayed as part of the search results and when you're searching.

For all our examples we'll use the following tool Main Menu > Inbound Contact > My Data > Lookup an entry - For Edit > Choose your form

By default, when you look up a record on a form, you can search on any field and the results will display the ID.

This alone makes it difficult to pick out the correct record from the search results.

3.2 Changing the settings

Main Menu > Form Management > Form - Primary Management > Form - Displayed Search Fields > Choose your Form >

There are a few different options on the search values page that allow a user to specify what fields users should be able to search on and what values are displayed in the results.

The "Current status" column shows the settings as they were when you entered the form.

The first column of options "New Status" allows an administrator to change the default search result field from ID to any other field or fields in the form. Just setting items in the first column to True will result in that field being displayed in the search results.

The second column "Show on Lookup" allows the administrator to restrict what fields are searched by. This is very handy for limiting down the fields on a big form with lots of fields, to just the main fields of searching.

3.3 Worked example

We change "Name" in the "New status" column to true. Now when we search the name is displayed.

We change all the fields in "Show on Lookup" to False except Name. Now when we search the name is the only field available to be searched up.

4 Fuzzy Searching vs. Precision Searching

In the searching by default fuzzy searching is applied to every field. This means you can type in "les" in a first name and it will search for cat anywhere in that first name e.g.

• Leslie
• Charles
• Ailesh

So fuzzy search can be really helpful in finding matches. However for certain fields, like numbered accounts or lists of things, exact or "precision searching" is required. This is turned on and then the contents must exactly match. This of a list from 1 to 10. With fuzzy searching if you search for 1, you get everything with 1 and 10. For a more in-depth discussion on Precision Searching please read here Precision_Searching