Searching the Platform
Searching is one of the most common and powerful tasks in MinistryPlatform.
All of your data is safely housed in the Platform. But how exactly do you find what you're looking for? There are several ways to search, so you can use the one that works best for you!
- Globally across MinistryPlatform – Global Search returns matches across multiple pages.
- Within a page – Simple Search returns matches for the current page you're on.
- By view – Views provide a filtered look at your data based on some criteria. These vary by page, and you can also create your own.
- By column – Narrow your search to specific or multiple columns.
- Using wildcards – Narrow your search using wildcards to find what you're looking for, even if you don't know exactly what it is.
Global Search
Global search returns matches across multiple pages. This can help you find specific information even when you don't know where it is. This is also an insightful way to see various records related to a single individual.
You can see the global search bar by clicking the magnifying glass icon at the top of any page. When you perform a search, you'll return to the Home page to view results.
Results display according to the "All Records" view on that page. You can use comma and wildcard searches, but they may distort results because columns vary per page.
Up to ten records display per page, and the full record count displays in the row above each set of results (like "11 results found in Events" in our example image). Click that row to go to that page pre-filtered by the search term and view all results. Or click a record to open it directly.
Global Search includes results for pages that have In Global Search set to Yes.
By default, this field is enabled for contacts, events, and groups. A SPoC may enable any additional pages or filtered pages. If no pages have this field enabled, the global search bar no longer displays.
Search Across MinistryPlatform
Simple Search
A simple search returns matches on a single page. This can help you find specific information when you know which page it's on. This is also useful when you prefer List Layout over Grid Layout!
You can search all fields and record expressions on a single page, and see all matches from that page. For example, you could search for "John" to see any last names, first names, street addresses, and other data that include the name "John" (like, Johnson, John Smith, and East John Street). Matching values can be anywhere in the content, whether it's the beginning, middle, or end of a field.
Search by View
Each page has a default search view, but you can change to a different view as needed.
Views are like windows to your data; every time you select one, the system returns the latest results. Views control any relevant filters as well as the columns you see and the order they display in. In database terms, a view is like a query — it is a question you ask the system and the system returns the answer.
The drop-down list to the right of the Search field lists all the views available to you on that page. Changing the view you search in can greatly affect your results, as views are pre-filtered to match specific criteria.
Edit, Create, and Share Views
MinistryPlatform comes pre-loaded with many helpful views. Some are "system views", meaning anyone who can see that page can see that view. You can create personal views, meaning only the person who created it can see it, or you can share them with a user group. Create and customize views using the Advanced Search Tool. Here are some ideas for custom views you may want to add:
- All of the participants in my volunteer groups with birthdays next month.
- All of the children in my ministry.
- Anyone who hasn't checked into an event in the last month.
- Anyone who still owes money for an event.
Column Search
You can narrow your search to one or more specific columns on a page. This is useful when you know the page and column where the information is, and you're using Grid Layout.
You'll only see matches from searched columns that start with the search term. For example, if you search for "Jan", you will see matches for people named "Janene", "Jane", "Janice", and so on. To search for matches anywhere in the column's data, use an asterisk as a wildcard to search.
- Column search is available in Grid Layout but not List Layout.
- By default, column-based searches are "starts with" searches, meaning that they only look for matches with the beginning of the specific columns.
- You can search for anything that displays in the column by including "*" for a wildcard search. For example, search for Anders*n to return results of both "Anderson" and "Andersen".
- When searching for names that have accented characters, you can include or exclude those characters and see all matching results. For example, if you enter "Lopez", records for "López" also display, and vice versa.
- To search for a date, make sure you include the leading zero for the months January (01) through September (09). Remember: Search for what you see!
- Columns for Yes or No fields include the option to filter on "Yes", "No", or "Unset". Unset means that there is no filter results display fields containing both Yes and No. Unset does not mean the value is null.
- Enter Null or Not Null into the column to return all records where the field is either blank (null) or not blank (not null). Note: It doesn't matter if you capitalize your search, but if you search for someone named "Null" or with "Null" in their address, be sure to search for nul or nul*, otherwise you'll return null fields rather than people named Null.
Using Commas to Search Columns
MinistryPlatform recognizes commas within search criteria as a way to specify columns. If you have column search open, click the X on the column header to close it. This activates the search bar at the top of the table. Count the number of columns before the column you'd like to search, then enter that number of commas followed by your search term.
In this example, you want to search for everyone in the state of Arizona. The State/Region column is the sixth column from the left, so you would enter five commas (representing the five columns preceding the column you want) then "AZ" as the state to search for.
You can also use commas to search multiple columns. For example, you could enter ,Ward,,,,TX to find everyone with the first name "Ward" in the state of Texas.
Filter Results in a Column
When you finish your column-based search, you can either clear the fields or navigate to a different page. If you click the X in the column header, it will close the column search and keep the criteria for the next time you search by column.
Tips for Searching
Here are some tips to keep in mind when searching for data in MinistryPlatform.
- When using column search, enter criteria in multiple columns to further narrow your results.
- When searching on a date field, use the following formats:
- For January through September, use M/D/YYYY. For example, "3/5/1990".
- For October through December, use MM/DD/YYYY. For example, "11/07/2012".
- Not sure whether you want an Anderson or an Andersen? Use the asterisk (*) to search for "Anders*n" and find them all! Check out the other wildcards you can use.
- To find records with certain missing data, enter "null" for the criteria. For example, enter "null" in the Email Address column to find everyone who does not have an email address entered on their record.
- Use "not null" or just "*" to find records with data entered for a particular field. For example, enter "not null" or "*" in the Home Phone column to find everyone who has a phone number entered on their record.
- To clear your search and return to the full list, remove all criteria entered in the search box(es).
- You can further filter your results using the Trim Selection Tool.
Wildcard Searches
A "wildcard" is a character or phrase you can use with your search criteria to find exactly what you're looking for. Keep these wildcards in mind when searching for certain criteria. And, know that multiple wildcards can be used at the same time! For example, _urge* will return burger, burges, burgest, and so on.
Search Using Wildcards
You can narrow your search using wildcards. To do so, enter the wildcard into the Search field along with your search term.
- * or % (asterisk or percent)
- Returns anything with zero or more characters, including spaces. For example, searching for Jef* returns Jeff, Jefers, Jefferson, and so on.
- _ (underscore)
- Represents one character, including spaces. In some cases, this works better than using an asterisk (*) because it narrows your search to one character (or however many characters that matches the number of underscores you use). For example, _heryl returns both Cheryl and Sheryl.
- [ ] (brackets)
- Represents one character or, when used with a dash, a range of characters that you define. For example, searching for Zac[hk] returns both Zach and Zack; searching for 12[3-5] returns 123, 124, and 125.
- [^] (caret)
- Means "NOT", which excludes a character or range of characters that you define. You must use brackets with this wildcard. For example, searching for 12[^3]4 returns 1204, 1214, 1224, 1244, 1254, 1264, 1274, 1284, and 1294; searching for 12[^0-5]4 returns 1264, 1274, 1284, and 1294.
- or
- Returns a range that matches your criteria. This is not case sensitive. For example, Bryan or Brian returns Bryan, Brian, Bryant, Brianna, and so on.
- " " (quotation marks)
- Returns exact matches and only exact matches. For example, "Bryan or Brian" returns only Bryan or Brian and not Bryant, Brianna, and so on. Or, if you search for 1, you'll get "1", "10", "11", "18", "110", and so on, but if you search for "1" you'll only get "1".
- null
- Returns all blank fields. This is not case sensitive. Most useful in column search. For example, null or NULL returns records that do not have anything entered in the field you specified.Note: If you need to find contacts with a name like "Null" or "Nullson", be sure to search for nul or nul* instead so only their records display.
- not null
- Returns all non-blank fields. This is not case sensitive. Most useful in column search. For example, not null or NOT NULL returns records that have something entered in the field you specified.
Common Search Examples
Keep these examples in mind for more efficient searching in Grid layout!
| Search Field | Criteria Entered | Results |
|---|---|---|
| First Name | Pat | Everyone whose name starts with "pat", like Pat, Patty, and Patricia Note: Searching for "Cindy" would not show "Cynthia". |
| First Name | C | Everyone whose first name starts with the initial "c", like Carl and Christy |
| First Name | Kathy or Sue | Everyone named Kathy or Sue, but not Kathryn or Susan |
| Display Name | S | Everyone whose last name starts with the initial "s", like John Smith or Chloe Stevens |
| Display Name | Smith | Everyone whose last name starts with "Smith", like John Smith or Annie Smithson |
| Display Name | Smi,K | Everyone whose last name starts with "Smi" and first name starts with "K", like Karen Smith and Ken Smiley |
| Address Line 1 | *Main | Everyone living on Main Street, Old Main Drive, East Main Court, and so on |
| City | Florence | Everyone living in a city called Florence, no matter the state |
| Phone Number | *843 | Everyone whose phone number contains "843" anywhere in the number |
| Date of Birth | 11/5 or 11/27 | Everyone born on November 5th or 27th, no matter the year |
| Date of Birth | 9* | Everyone born in the month of September |
| Date of Birth | *1986 | Everyone born in the year 1986 |
| Email Address | null | Everyone who does not have an email address entered on their record |
| Email Address | not null | Everyone who has an email address entered on their record |