Aristotle Support

Searching the Dataset

Article ID: 623
Last updated: 11 Mar, 2010

Searching the Dataset is one of CM5’s most powerful and useful functions. After investing the
time to enter your valuable data, you will want to an output of data, whether it is in the form of
merged letters to contributors, labels, a call sheet, fundraising reports, an export into Excel, etc.
The searching feature is the bridge between input and output.
You may conduct a Name Search to locate Records by name or zip code or conduct a more
detailed Full Search to search to search for Master Record and Subfile information.
Full Search is a dynamic CM5 feature that allows you to be very specific. You can search
Records based on almost any information contained in those Records. For example, you can
search by county, organization, or contributors of $500+ who live in Orange County and
attended a specific event.
The list of Records found as the result of a search is called the Current Selection.

Name Search
This feature scans the Dataset for Records by Last Name, First Name, Mail Name or Zip Code.
From the Main Menu Bar, select Records > Name Search. The Name Search screen appears:

As you can see, CM5 offers additional search options to help you organize and conduct your
search – Warp Speed, Active Only, Add Wildcard, Sort, and Create New Record When Not
Name Searches can be performed several ways:
•  Exact match search.
•  Soundex search (“sounds like”).
•  Wildcard search (or partial match).

Exact Match

An exact match search narrows the Name Search by locating only the Records that match your
search criteria exactly. This means that if you enter “Smith” in the Last Name field and “Smith”
in the First Name field, the search result would only include Records with the name “Steven
Smith”. The Record for “Steve Smith, Jr.” would not be included in the search result as “Jr.” was
not part of your search criteria in the Last Name field. 
  TIP: To bring up a list of all of the Records in your Dataset as a Current
Selection conduct a Name Search and place an asterisk (*) in the Last Name

Soundex Search

A Soundex Search takes the information you have entered and does its best to find Records with
similar spellings and sounds. For example, if you enter Last Name = Stevens, a Soundex search
result would include Records with the Last Name “Stevens”, “Stephens”, or “Stevenson”. To
execute a Soundex search, click the Soundex Search button instead of the Name Search button.


You can have greater control of your search by applying Wildcards in the Search fields. Use
wildcards to replace all or part of a Record name or extension. The following table shows
examples of the Name Search wildcards.

NOTE: Entering part of the name and an asterisk (*) has the same effect as the Add Wildcard
feature, but limits the wildcard function to only the field in which it is used. 

Searching by Record ID, Voter ID, or Household Number
If you hold the mouse pointer over the Last Name field without clicking, you will see a yellow
text box revealing three additional search options: searching by record ID Number, searching by
Voter ID number, and searching by household (family) ID number.
Search by Record ID: Enter a forward slash (/) then the Record ID number. For example,
Search by Voter ID: Enter a forward slash, the letters “VR”, and then the Record’s Voter ID
number. Example:”/VR35”.
Search by Family #: Enter a forward slash, the letters “HR”, and then the Record’s Family
number. Example: “/HR9”.
Additional Name Search Options
At the bottom of the Name Search screen you are given several search options. An explanation
of each option is as follows:

Warp Speed
The Warp Speed feature was designed to speed up searches for Committees with extremely large
Datasets, and for remote users. The streamlined search results include only the Mail Name,
Address1, City, State, and Zip columns in the Current Selection browse window when the
checkbox is checked. When Warp Speed is not checked, the Current Selection screen displays
more columns.
NOTE: It is not necessary to use this feature unless the Dataset is being accessed from a remote
location or unless your Dataset is extremely large.

Active Only
When the Active Only box is selected on the Name Search screen, only Records with an “Active”
Status will be included in the search results. Records coded anything other than “Active” will not
be included in the resulting Current Selection.

Add Wildcard (*)
The Add Wildcard checkbox works on all four search fields. This feature allows you to search
for Records based on partial data entered into the Name Search fields. 
  TIP: keep this feature enabled. It saves you time by allowing you to search on
part of a name instead of spending the time to enter the full name.

The Sort checkbox sorts the search result by Last Name and First Name.

Create New Record when Record Not Found
When the Create new record when not found box is checked, CM5 will create a new Master
Record if the name Search does not find a matching Record in the Dataset.

The Description field on the Name Search screen allows you to name the search. The
Description field is used on some Reports as a sub-title and as  a default name for Saved Lists.

Full Search
When you need to locate Records using criteria other than Last Name, First Name, Mail Name,
or Zip Code, you conduct a Full Search. The Full Search option allows you to search Master
Record fields and Subfiles.
The procedure to conduct a Full Search is straightforward. Select Full Search from the Main
Menu Bar and select the file or Subfile that contains the data you wish to query. When you reach
the search screen dialog box, you see that there are many more parameters for you to use to
create a very specific search request.

Each time a new search is conducted, whether a Name Search or a Full Search, the resulting list
of Records becomes the new Current Selection replacing the previous Current Selection. 
Give the Search a Title

At the bottom of each search screen of the Full Search feature there is a Search Title field and a
set of buttons. These tools let you title your searches and to save search criteria for future use. 
Search Title: The Search Title field enables the user to create a unique, criteria-specific name
for the search if desired. A search in the Full Search Master screen could be called, for example,
“Orange County Individuals.”
If you choose not to name the query, the Search Title will automatically default to the Master or
Subfile name and the search number; e.g., “Master 1”, “Master 2”, “Contribution 1”, etc. The
Search Title number depends on how many searches you have run in that Subfile. 
  TIP: Naming your search is especially helpful if you are running multiple
searches at one time.

OK Button: The OK button returns you to the Full Search screen. At this time you can add
another Subfile to the search or select OK to upload the Search into your Current Selection.
Cancel Button: The Cancel button terminates the search and returns you to the Full Search
Load Button: The Load button is used in conjunction with the Save feature. The Load button
allows you to access and load previously saved search criteria.

Highlight the criteria you want to load and click Load. You will be returned to the Subfile’s
search screen. Add more search criteria or click OK. 
Save Button: The Save button allows you to save search criteria. When you select Save, a dialog
box appears. Enter a description of the Search here to make it easy for you to identify and load
the criteria again if desired.

 TIP: If you anticipate using the search criteria several times, it could be
beneficial to save the criteria so you could use it again through the Load

Sign Fields
The most flexible way to broaden or narrow Full Search criteria is the Sign Field modifiers. The
Sign Field is the field located between the field description and entry area and appears as a box
with an equal sign (=) or double equal sign (= =). The Sign Field helps you broaden or narrow
the scope of the search by modifying the search field entry.

A help text box, like the one illustrated with the words “Begins Like” will appear when you
place your cursor in the Sign Field.
Each sign modifier is defined in the following table. To change to a different sign, place the click
in the Sign Field and press the Spacebar until you reach the desired sign.

Conducting a Full Search
The procedures to use the Full Search menu and Subfile options are straightforward. This section
will give you a brief overview of each Subfile search screen. Take a moment to think about what
you want to extract from the Dataset. The key to searching for data is  knowing how and where in
your Dataset information is stored. For example, if you know that all volunteers in your Dataset
are identified as such in the Issues Subfile, then you know to click on the Issues Subfile on the
Full Search screen to search for Records coded as “volunteer”.

 1.  From the Main Menu Bar, select Records > Full Search or type Ctrl+F.
2.  Select one file by clicking on the desired button.
 3.  Enter the search criteria as desired.
 4.  In the Subfile or Master search screen, enter criteria by:
 •  Entering Text: Enter search criteria in the desired field.
Remember your Sign Field modifiers.
•  Clicking the LIST box: Click the LIST button and select desired
list item.

When you choose to select items from a list box, a screen similar
to the one illustrated will appear. This screen lists available items
for selection. To select an item, click in the box next to the item so
a checkmark appears (or highlight the item and press the
Spacebar). Do this for each item you want to include in the search.
To select all, choose the Select All button. Unselect All removes
all checkmarks. To search for Records with no data in a particular
table-ized field, use the “<>” Sign Field modifiers and click the
Select All button. 
  TIP: When searching for records with no data in a particular
text of number field, use the “<” Sign Field modifier and enter
and asterisk (*) in the data field. To search for Records with a
particular text field populated use the “>” Sign Field modifier
and enter an asterisk (*) in the data field.
Click OK to return to the Full Search screen. 
5.  Repeat steps 2 - 4 until you have completed your search.

NOTE: If you conducted more than one search in a Subfile, previous
searches are visible by clicking on the drop-down arrow to the right of the
Search results title field.
6.  When you have completed your search, click OK. If you selected more
than one search file, the Full Search Results option screen appears. Here
you can further manipulate search results to create a new Current
Full Search Options

Master Record
Select the Master button to search for information stored in Master Record fields. 
Click the (HOME) button to change from Home Address to the Work or to Mail Address screens. 
Searching Phone Fields: You can search for partial or complete phone numbers by using the
Sign Field to modify your search. To search for a partial phone number, type the digits in the
appropriate position of the search field. 
NOTE: Whether the blanks are in the beginning, middle or end, or even in multiple areas,
Campaign manager 5 will simply ignore that part of the phone number when doing the search.

Select the Contributions button to search for information stored in the Contributions Subfile.
You can search on one or multiple fields located in the Full Search – Contributions search
For example, if you want to find out how much the April Fool’s Reception raised the day after
the event, you would enter a date range and select only one contribution source: “April Fool’s

Select the Disbursements button to search for information stored in the Disbursements Subfile.
You can search on one or multiple fields located in the Full Search – Disbursements search
For example, if you wanted to see all records with disbursements for the current reporting period,
you would search for disbursements within a date range and choose the current election period
(e.g., “Primary 2004” or “General 2004”).

Select the Issues button to search for information stored in the Issues Subfile.

Select the Organizations button to search for information stored in the Organizations Subfile.

Select the V.I.P. button to search for information stored in the V.I.P Subfile.

Election History
Select the Election History button to search for infor mation stored in the Elections History

Select the Profile button to search for information stored in the Profile Subfile.

Select the Committees button to search for information stored in the Committees Subfile.

Select the Votes button to search for information stored in the Votes Subfile.

Select the Notes button to search for text in the Notes Subfile.

Current Selection
Selecting the Current Selection button adds the Current Selection list to the Full Search. The
result of a Full Search becomes the Current Selection, replacing the group of Records you had
selected prior to the Full Search. Enter a unique name to describe your Current Selection when

Saved List
Select the Saved List button to add or load a previously saved list to the Full Search.

Manipulating Search Results
Whenever you have more than one list on the Full Search screen, selecting the OK button opens
the Full Search Operations screen as illustrated.

This screen enables you to manipulate the search results to produce a useful final selection
of Records. The Operations screen has four quadrants: Searches, Operations, Results, and
Final Selection.

The Searches section lists each Master Record and Subfile search.

The names of these lists corespond to the different Full Search screens unless you have given them more descriptive names. 

Selecting an item from the Searches section causes it to move to the Operations section of the
screen and become List 1. When a second item is selected, it becomes List 2. From this area, you
may choose to unite, intersect or find the difference between List 1 and List 2.

Results from the Union, Intersection, or Difference commands appear in  the Results section and
are named Union 1, Difference 1 or Intersection 1. 

can create your own name by typing over the existing name. If you desire, you can continue
to change the data by double-clicking a list in the Results area (which moves the list to the
Operations area), and performing additional Unions, Differences, or Intersections of the data.

Final Selection
When you finish manipulating the data, double-click the list in the Results screen that you
want to load into the Current Selection. The name of the list and the number of Records in
the list are displayed in the Final Selection section on the screen. 

Click Ok to move the list to the Current Selection

You can save the list at this point if you desire. However, once you save the list, it is static,
meaning that the list will not change. If a record fitting the list criteria were to be added to the
Dataset tomorrow, it would not be a part of the saved list.

Union, Difference, and Intersection
When two lists are selected and appear in the Operations section of the Full Search Operations
screen, you can use the Union, Difference and Intersection tools.

Union: Selecting Union will combine the Records in List 1 and List 2 and put them in a single,
new list named “List 1”. The Union definition is “List 1 or List 2”. 
Difference: Difference takes the Records in List 1 that are not found in List 2 and puts those
Records in a new list named “Difference 1”. The Difference definition is “In List 1 and not in
List 2”. 
NOTE: The Difference option is order sensitive. That is, putting the two lists in a different
sequence is likely to result in a different selection. Consider what you want to search for and
build your criteria and sequence accordingly. 
Intersection: Intersection takes the Records common to both List 1 and List 2, and puts them in
a separate list named “Intersection 1”. The Intersection definition is, “In List 1 and also in List
The number to the right of the word Union, Difference, or Intersection distinguishes the resulting
lists from repeated Unions, Differences, and Intersections. For example, combining List 1 and
List 2 using the Union button would result in a list called “Union 1”. Combining List 1 and
Union 1 using the Union button would result in a list called “Union 2”. 
Example: Consider a group of four friends. The friends may be divided into right- and left-
handed individuals, as well as by eye color. If our first search is for right-handed individuals
(Master 1), and our second search is for blue eyed individuals (Master 2), then the results would
be as follows: 

Multiple Subfile Search Examples

Example 1: Multiple State Search
Scan the Dataset for all Records with a home address in Maryland or Washington, DC and favor
gun control.
 1.  From the Main Menu Bar, select Records > Full Search.
2.  Select Master.
 3.  Type “MD” in the State search field.
 4.  Click OK.
 5.  Click the Master button from the Full Search screen again.
 6.  Type “DC” in the State search field.
 7.  Click OK.
 8.  Click the Issues button.
 9.  Click the Issues list button.
 10. Mark the “Gun Control – Pro” checkbox from the Issues list.
 11. Click OK.
 12. Click OK from the Issues search screen.
 13. Click OK from the Full Search screen.
 14. Double-click Master 1 and Master 2 from the Search title section so that
they become List 1 and List 2 in the Operations section.
15. Click Union.
 16. Double-click Issues 1 from the Search title section so it becomes List 1.
 17. Double-click on Union 1 from the Results section so it becomes List 2.
 18. Click Intersection.
 19. Click OK.

Example 2: Multiple Subfile Search with Sign Field

Scan the Dataset for all Records who have a home address on Maple Street who voted in the
2002 General Election.

 1.  From the Main Menu Bar, select Records > Full Search.
2.  Select Master.
 3.  Place the cursor in the Sign Field in front of the Address 1 field.
 4.  Press the Spacebar until the “$” Sign Field modifier appears.
 5.  Type “MAPLE ST” in Address 1.
 6.  Click OK.
 7.  Click the Election History button on the Full Search screen.
 8.  Enter “2002” to “2002” in the Year range fields.
 9.  Click the Election list button and check the “General Election” checkbox.
 10. Click OK.
 11. Click OK again.
 12. Click OK.
 13. Double-click on Master 1 and Issues 1 from the Search title screen so
they become List 1 and List 2 in the Operations section.
 14. Click the Intersection button.
 15. Click OK. 


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Article ID: 623
Last updated: 11 Mar, 2010
Revision: 1
Views: 519