Search Buildings

The instructions in this article relate to Search Buildings. The icon may be located on your StrataMax Desktop or found using the StrataMax Search.

The Search Buildings screen has been designed for users to search specific fields in Building Information across all buildings in a portfolio, that can then optionally be exported to Excel.

It is recommended to use Search Buildings for all global reporting of Building Information fields that Group Reports and Custom Reports may have previously been used for.

Search Buildings | Security

To access the Search Buildings, the user must have permission set to 'Allow' for Search Buildings under the 'Building' category in Security Setup.

Using the 'Restrict To' fields, Building Information data can be limited to what needs to be displayed, whether it is based on 'Building Name,' 'Account Manager', 'Legislation' and more. Clicking the Advanced button displays more tabs so that columns can be included or excluded, setting of the sort order, and limiting the maximum number of records to report.

The results can also be saved for a Saved Search, which will allow this to be used at a later time and can be made available for a single User or Group.

To select multiple fields in the 'Columns' display area, click the first field, hold the keyboard Crtl key, and select the following field. This will select both fields and allow these to be moved up or down simultaneously.

Setting Up Filters

Using filters, the results of the report can be based on specific requirements. To set up the reporting requirements follow the below steps:

Search or select Search Buildings.
- By default, the 'Building Name' and 'Legislation' Fields are selected.
Select the green plus button to add more Fields, then click the drop-down menu to choose the required Field (from Building Information).
- If a Field needs to be removed, click the red minus button next to the field.
Depending on the selected Field, the Condition may or may not be changed to suit your needs ('Is equal to,' 'contains,' 'is in the range,' etc.)
Select the required Value - selected by radio button, chosen from a drop-down menu with data options, date ranges or specific dates, or typed manually.
- If the Value can be either typed or selected from a drop-down menu, you can clear the selection by clicking the red cross icon next to the Value.
Click the Refresh button to load the results.
- Click a column header to sort the data by that column.
Click the Export button if the data needs to be exported to Excel where it can be freely modified or printed as a report, etc.
Optionally, the results can be saved as a 'Saved Search' for convenience, so that it can be loaded at a later time.
- Click Save Search As.
- Type in the Name.
- Select the User/s or Group that it's available for.
- Tick the Save as default box if this is the data to be displayed each time the User/s or Group open the Building Search screen.
- Click the Save button.

Each column can be clicked on to adjust the sort order.

Setting Display Columns & Sort Order

The displayed columns can be changed by clicking the Advanced button, then selecting the Columns tab. Select the required column (use the Filter to search for the required column) and use the Add or Remove buttons. In the displayed columns section use the Up and Down arrows to move the required columns.

The sort order can be changed by clicking the Advanced button, then selecting the Sort Order tab. In the Available Columns list, select the required column (use the Filter to search for the required column), and click the Add button to add the column. In the Sorted Columns list, use Remove button to remove a column and the Up and Down arrows to move the required columns up or down the list.

Search Buildings | Saved Searches

'Saved Searches' are designed for convenience so that you can save a selection of fields, columns, and a specific sort order so that it can be loaded later.

'Saved Searches' can also be set as the 'default' search for the selected screen. This means that the selection of fields, columns, and specific sort order will be the one chosen whenever the menu screen/icon is selected.

'Saved Searches' can be saved for the current user, globally (accessible to all users), or for a specific user group.

If a Saved Search is loaded/opened this will be noted at the top of the search screen.

Saved Searches | Security Setup Permissions

A security permission will either allow or deny individual Users or User Groups access to create or delete a search. The permission is called ‘Save Group and Saved Searches’ under the 'Menus' category in Security Setup. You can also type the word ‘Search’ into the filter field and click the Filter button to see the permission.

If the User or User Group do not have the permission set to 'Allow' then the ability to save a search for all users or a user group will be inactive.

Saved Searches | Set up a new Saved Search

Configure the required fields and click the Refresh button to display the required data.
- Optionally click the Advance button to also configure the displayed columns, and specific sort order.
Click the Refresh button to display the data.
Click the Save Search As button, and the 'Save Search' window will appear.
Enter a 'Name'.
Select one of the three radio buttons, depending on your requirement:
- Available to current user only will save the search for the current user only.
- Available to users in security group will save the search for the User Group selected from the drop-down (this radio button is only available if you have the right permission, and the User Groups available in this list are limited to the User Groups that you are a member of).
- Available to all users will save the search for all StrataMax users (this radio button is only available if you have the right permission).
Optionally tick the Save as default box to load this 'Saved Search' whenever the menu screen/icon is opened.

Saved Searches | Load or Delete a Saved Search

At the bottom of the screen, click the Load/Delete Search button.
In the 'Load Search' window, click the blue Load button to load the Saved Search, or click the red cross button to delete the Saved Search.
If you click the Load button, the 'Load Search' window will disappear, and the screen will refresh automatically and load the Saved Search data.
If you click the Delete button, a confirmation pop-up will appear; Click Yes to confirm the deletion.

When a Saved Search is loaded/opened, the Saved Search name will be noted at the top of the search screen.

Saved Searches | Edit a Saved Search

If the Saved Search you want to edit has been set as the default search, it should be on screen already, and you can proceed to the next step. Otherwise click the Load/Delete Search button.
In the 'Load Search' window, click the blue Load button.
Now make any changes required to the required fields, and optionally click the Advance button to also configure the displayed columns, and specific sort order.
Click the Refresh button to display and check the data.
Click the Save Search button to save the applied changes.

Saved Searches | Add To My Dashboard

As of StrataMax version 5.6.98, there is the option to add certain searches to your own Dashboard. This is limited to your own Dashboard only (you cannot add it to the Dashboard of another user or group), and only available in these specific 'Search' screens:

Follow the steps to set up a new Saved Search, or edit a Saved Search (see the two relevant sections above).
In the 'Save Search' window, click the Add To My Dashboard button.
The 'Dashboard Configuration' window will then appear.
The Report drop-down menu cannot be changed from 'Saved Search'.
The Display Title can be changed to whatever is required.
Choose the Display Type that is preferred. See Display Types for more information.
Tick Show On Desktop if preferred.
Depending on which Display Type was chosen, the fields for the different number values will change. Observe the Preview to assist with picking the right number values suited to the Display Type.
Click the Save button.
Back in the 'Save Search' screen, there are now buttons to Edit Dashboard and Delete Dashboard.
Click the Close buttons on any remaining screens.

Examples of Searches for Dashboard

The below are some examples of saved searches that can be used as a dashboard to either prompt based on particular dates or to provide quick access to information & reporting. Examples are reliant on fields being populated with data and information as part of your processes and your particular setup of Restrict To, Display Columns and Sort Order may vary to suit your requirements.