How To: Search in Engage

Audience:

Introduction

This guide is intended to show how to best use the global search box in the Engage system. From searching a client to a volunteer and practically any other data in Engage, it can be located by simply using the global search box found on the top of every page. This guide also covers how to narrow the search results in order to find the most relevant information.

 

Table of Contents

• Features
• Search Client
• Search Volunteer
• Search Chapter
• Recording

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Features of the Global Search Box

• Displayed prominently on the top of the page
• Includes a simple prompt “enter a keyword here…”
• It appears on almost every page in Engage
• Character Limit: 255
• Returns results that list up to 10 suggested records that match your search term(s)
• Ability to use Enter/Command key, click the Search button to start the search, or select from drop down results list
• Search results include spelling corrections to common words
• Results are sorted by relevance showing the closest matches to your search at the top
• Sort results by clicking the column headers

General Use

1) On the SCORE Engage Home page, use global search to search for a Contact.

2) Enter a keyword (ex: first name, last name, full name, email address)

3) Click the Search button.

4) On the results displayed, click the name to view the record details.

 

Search a Client

1) From the SCORE Homepage, use the global search field on the top of the page.

2) Start typing the client’s name or email address.

3a) If the client’s name appears in the suggested records, click their Contact record to view it.

Note: You can view the Session records of any client in Engage and you can Run Report to view all sessions from the client's contact records page.

However, you can only view other Mentoring Requests if that request is assigned to a mentor in your chapter.

In contrast, Mentoring Requests assigned to a mentor from another chapter will not be viewable to you. You can only view the Mentoring Request from another chapter if you are added as a co-mentor or team member to that request. 

3b) If the client does not have a record in Engage, then as a Mentor you can create a client contact record by following the steps in this guide.

 

Search a Volunteer

1) On the SCORE Engage Home page, use global search to search for a Contact.

2) Enter the volunteer’s name, expertise, subject matter expertise, etc.

3a) When searching by name, you can select the contact record from the Suggested Records.

3b) When searching by a keyword such as a subject matter expertise or background, then enter the keyword completely on the global search box and click Search. Note: Your profile is searchable in Engage if you have selected Yes to the Serve Clients Outside of Local Area field in your profile.

4) After the system does a full lookup search on all searchable fields in Engage, you will see all matching results. Results are sorted by relevance to show users the best results at the top. You can sort these results by clicking the column headers.

5) When you have numerous matches, you can refine your search by using any or all the fields found under Refine By.

6) Then, click the volunteer’s name on the Contact Name column to view their profile.

 

Search a Chapter

1) Use the global search box to search for another chapter.

2) Start typing the chapter’s name.

3a) If the chapter’s name appears in the suggested records, click the Account record to get to the account page.

3b) If your keyword has more than one potential match, then continue to enter your keyword and click Search. Then continue to step 4.

4) Modify your results by changing the search to only search in Accounts types. Then also refine your results to only show Account Type: Chapter.

5) Click the chapter’s name on the Account Name column to view the chapter’s Account Details page.

 

 

 

Recording

 

Recording Transcript

How To Search in Engage 

The global search box, found on the top of the Engage homepage and in almost every page in the system, makes it easy to find clients or volunteers in the system.  

This recording will walk you through on how to search in Engage. 

Let’s say for example you want to search for a mentor with a specific background so you may refer a mentoring request to them. So you will click on the global search box found on the top of the Engage homepage and in almost all of the pages in Engage. 

Then, you will start typing your keyword here. For this example, we’ll say we’re searching for a mentor with a Mergers and Acquisitions background.  And as you type, several suggested records will appear on the drop-down lists. For now, we’ll ignore these suggestions and continue typing the keyword and click the Search button. 

When we get the results,  it might have nothing or it might have numerous matches. Well, don’t worry...looking at the result page here, we still have several options we can do to organize or even narrow down our results. 

• Such as sort the results here by clicking the column headers. 
• On the column to the left, you can also Expand to either see the Contact list or the Accounts lists which are only useful if you are searching by name 
• Then you can also refine your search results by using any or all of the fields here. For this example, we will use these four fields: 
• Contact Type: Volunteer 
• Volunteer Status: Active
• Classification: Mentor 
• We still have a lot on the page so we’ll use one more filter here and add a keyword in the Subject Matter Expertise: Mergers 

Also if you want to remove all the filters, you can click the Clear All found here. Or use the Clear link found on each field. This will then turn the option back to the default value.

Another useful way to use the global search bar would be in searching for a client. Imagine that you are going to be participating as a co-mentor for an appointment set tomorrow. The lead mentor gave you the client’s name but no other information.  

Well, you can search that client in Engage to see their mentoring request and view any previous session notes saved by the lead mentor. 

Using the global search box, you’ll start by typing the client’s name  

You’ll see up to 10 suggested records and if you see a match from here, you can simply click on that contact record to get to where we want to and get the information that we need.  

So from the client’s contact record, you can View the Mentoring Requests and view session records.   

You can also click the Run Report under the session activity field here if you want to see all the sessions where you can scroll on one single page. 

There are so many ways you can use the global search bar in order to find the things you are looking for faster in Engage. So I hope that you’ll use it more often. 

Thank you for viewing this recording and please don’t forget to check out other Engage resources at help.score.org. 

 

Relevant Resources:

• How To: Create a Client Contact Record
• How to: Update Your Profile
• How To: Manage Chapter Information