Search Office Bearers

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

Search Office Bearers can easily search Office Bearers / Committee Members by many fields such as names, email addresses, phone numbers, office held and more. A report of Invoice Hub Approvers can also be produced from this icon. This can be narrowed down by a single building, multiple buildings, or across all buildings in a portfolio, which can then optionally be exported to Excel or produced into a PDF-style document.

Search Office Bearers | Security

To access the Search Office Bearers icon, the user must have permission set to 'Allow' for the 'Search Office Bearers' permission in the 'Roll' category in Security Setup.

Search Office Bearers

Setting Up Filters

1. Search or select Search Office Bearers.
   • By default, specific Fields are selected that lend themselves to locating office bearers.
2. Select the green plus button to add a Field, or the red minus button remove a Field.
3. Click the Field drop-down menu to select the what you would like to filter by.
4. Based on the selected Field, the Condition can be changed if required ('starts with', 'contains', 'is not equal to', etc.)
5.  The Value is also dynamic, and will change or disappear based on the Condition.
6. Click the Refresh button to load the results.
   • Click a column header to sort the data by that column.
7.  If you would like to, you can export the data to an Excel sheet by clicking the Export button.
8. Click Print to use Report Distribution and produce a PDF-style report. 

Setting Display Columns & Sort Order

1. Click the Advanced button to display additional tabs down the left side:
2. Click the Columns tab to add, remove, or change the order of the columns.
3. Select the required column in the Available Columns list and click the Add > button to add it to the displayed columns. Likewise, if you want to remove a column, select the column to remove in the Displayed Columns list and click the < Remove button.
   • The display order of the columns, from left to right, can be changed by selecting the column in the Displayed Columns list, and clicking the up and down arrows.
     
     
     
     
4. Click the Sort Order tab to change how the data in the table is sorted (by column, A-Z, etc.)
5. Select the required column in the Available Columns list and click the Add > button to add it to the displayed columns. Likewise, if you want to remove a column, select the column to remove in the Sorted Columns list and click the < Remove button.
6. Once the items have been added to the Sorted Columns list, you can click the button next to each item to change the sort order. For example the button will change between 'A to Z' and 'Z to A' when clicked, between 'False First' and 'True First'.
   • The display order of the columns, from left to right, can be changed by selecting the column in the Displayed Columns list, and clicking the up and down arrows.
     
     

Search Contacts | 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.  There is also a tool to assist with quick-finding fields of text information. Use the top right corner and enter text into this field to search. Click Find First or Find Next to locate results.

'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. 

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

1. 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.
2. Click the Refresh button to display the data.
3. Click the Save Search As button, and the 'Save Search' window will appear.
4. Enter a 'Name'.
5. 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).
6. 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

1. At the bottom of the screen, click the Load/Delete Search button.
2. 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.
3. If you click the Load button, the 'Load Search' window will disappear, and the screen will refresh automatically and load the Saved Search data.
4. If you click the Delete button, a confirmation pop-up will appear; Click Yes to confirm the deletion.
   
   

Saved Searches | Edit a Saved Search

1. 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.
2. In the 'Load Search' window, click the blue Load button.
3. 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.
4. Click the Refresh button to display and check the data.
5. Click the Save Search button to save the applied changes.

Saved Searches | Add To My Dashboard

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:

• Search Office Bearers
  
• Search Bank Accounts
• Search Creditor Invoice Items
• Search Work Orders
  
• Search Quotes
  
• Search Building
  
• Search Inspections
  
• Search Levies
  
• Management Fees Report

1. Follow the steps to set up a new Saved Search, or edit a Saved Search (see the two relevant sections above).
2. In the 'Save Search' window, click the Add To My Dashboard button.
   
   
3. The 'Dashboard Configuration' window will then appear.
4. The Report drop-down menu cannot be changed from 'Saved Search'.
5. The Display Title can be changed to whatever is required.
6. Choose the Display Type that is preferred. See Display Types for more information.
7. Tick Show On Desktop if preferred.
8. 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.
9. Click the Save button.
10. Back in the 'Save Search' screen, there are now buttons to Edit Dashboard and Delete Dashboard.
11. Click the Close buttons on any remaining screens.

Export and Print 

Each search can be exported to Excel or produced as a PDF-style report, and the column display for these reports will be included.

• Export—If there are more than 1000 results, Check the Advanced tab / Advanced area to report the maximum. Click Export for an Excel report.
• Print—Check the cogwheel from the Report Distribution screen to change fonts and set the letterhead style. This print style will produce the report based on the column width. Click Print for a PDF-style report.

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.

Last AGM where minutes have not been sent (Search Buildings)

Restrict To:

Displayed Columns:

Assigned Team Members (Search Buildings)

Restrict To: No requirements however you may filter by Account Manager for example

Displayed Columns:

Term Deposits maturing in next 30 days where no instruction has been provided (Search Bank Accounts)

Restrict To:

Displayed Columns:

Creditor Invoices Awaiting Invoice Hub Approval & dated more than 1 month in the past (Search Creditor Invoice Items)

Restrict To: 

Displayed Columns:

Creditor Invoices on hold & dated more than 1 month in the past (Search Creditor Invoice Items)

Restrict To: 

Displayed Columns:

Inspections due in next 30 days (Search Inspections)

Restrict To: setting the category to specific values allows dashboards specific to inspection types.

Displayed Columns:

Identify Creditors with no Compliance Code that have had recent activity

Restrict To:

Displayed Columns: