Finding records

You can search for particular types of records that you know, or suspect, are present in the database or case. When you find related records, you can work with them, for example add them to a chart.

About this task

When you use Find to search for information, the following rules apply to the search terms that you enter:
  • You must enter at least one value, even if it is only a partial value, such as the first few characters of a name. For example, entering John might also find Johns and Johnson.
  • Values are not case-sensitive; if Johnson is found, then johnson might also be found.
  • Yes/No Check boxes, are set to either value by default.
    By clicking the checkbox, you can cycle through the options and search for:
    • Records set to the No value.
    • Records set to the Yes value.
    • records set to either the Yes or No value.
  • For fields that use pick lists, you can select the required value from the list. For filtered pick lists, selecting a value in one list can limit the values available in a subsequent list.
  • Date fields are excluded unless you turn on the checkbox next to the date.
  • By default, aside from numeric fields, any value you specify is assumed to end with the * wildcard character. This default means that values only need to start with the value to be a match. For example, entering John may also find Johns and Johnson.
  • You can specify wildcards when you specify the values to search for. In this case, it is not assumed that value ends with the * character. This means that entering J*n will find John and Jon but not Johnson. To find Johnson as well, enter J*n*.
The results of your find are listed, but not ordered, by their iBase label, using the label format defined in the current labeling scheme.
Note: You cannot save the definition of a Find to be used in future searches directly. However, to prevent the need to re-enter the details each time, you can save the information either as a query, or as a new record.


To find items:
  1. In the Database Explorer window, right-click on an entity type or link type and select Find.
    You can change the entity type or link type by using the list provided.
  2. Optional: To restrict the fields available for selection, turn on Indexed fields only.
  3. Enter the values that you are interested in.
  4. Click Find. The results are listed in the bottom pane.
  5. You can check each record displayed in the record list by selecting it and viewing its details.
  6. Optional: To work on the results, select the records, right-click, and select an option from the menu. For example, add the records to a set.
  7. Optional: To refine your results further, select Create Query to add the values that you have entered to a query. For more information on creating a query, see Defining a query.
  8. Optional: If you are searching for an entity, and no results are found, you can create a record that is populated with the values that you have provided.
    Note: Creating entity records from the values provided in a Find operation, always uses the Show record to display your values rather than a datasheet. This is to ensure that you can see all the fields that are pre-populated with values as the record is created.