Finding and opening clients and contacts

You can quickly find and open any client record or contact record in your database using Find Client or Find Contacts. You can:

display all the client or contact records in your database or only the records that match the name, code, tax file number or ABN (Australia) / IRD Number or Balance Month (New Zealand) you specify.
You can see the total number or contacts in your database here.
group the results so that records with the same information list together.
filter the list of records to display only those that match the information you need.
change the information displayed on the list.

The settings you define during a search save automatically. This enables you to set up a search which suits the way you work. You can change the settings at any time and the new settings become the default.

To access clients

In the Find Clients window, you can

search for your clients
view and change your clients details.

To find a client record

In AE/AO, on the toolbar, click Contacts.
Select whether you want to search by Name and Code, Tax File Number or ABN (AU), or IRD Number or Bal Month(NZ).
In the Search for field, enter the data you want to search on.

If you leave the Search for field blank, all client records will display.
At the bottom of the page, select your search options:
- Hide form when only one item found— automatically opens the client where only 1 match occurs. When deselected, the record(s) list on the page.
- Search any part—when selected, searches on any part of the client or contact name. When deselected, only searches on your specific text.
- Include closed clients—when selected, displays closed clients with a line through their name. When deselected, excludes closed clients from the search results.
Other search options in the drop-down at the top of the Find page are:
- New search—clears current search results and performs a new search on the criteria you enter.
- Append to search—keeps current search results and adds records from a new search to your current records.
- New search from reports—lets you search specific information in reports instead of searching the database.
- (AE) New search from lists—lets you search a list of saved searches, rather than the whole database.
Click Search. The clients that match your search criteria list.

You can select all the clients in the search results by clicking on the checkbox in the first column heading of the table.
Group or sort the search results.
Right-click the results table to access the Field Chooser. From the Field Chooser, select additional fields you want displayed with the listed records. Drag fields onto the list area from the window or vice versa.

You can also copy the selected client’s name to the clipboard for use in other applications. See Organising your data and Customising a display table.
Double-click the client or contact record you want to open. You can double-click any information on the client name except for the email address. The client’s Main tab opens.

You can sort, group or filter the list of clients to make it easier to find the client you are looking for. See Organising your data.

To save your client search list (AE)

In AE, on the toolbar, click Contacts.
Search for your client(s).
On the Tasks bar, select Save list.
In the Title field, enter a name for the list. For example, Golf Invite Clients.
Enter a Description for the list.
Click Save.

To use a saved client search list (AE)

In AE, on the toolbar, click Contacts.
On the Tasks bar, select Open list.
Use the drop-down to select the appropriate option:
- From Lists
- From Reports.
From the table, select an appropriate list.
Click OK.

To access contacts

The Find Contacts window lets you search all the contact and client records in your database and open the Contact or Client page to view and change the details stored for each contact.

To find a contact record

In AE/AO, in the toolbar, click the Contacts drop-down and choose Open > Contact. The Find Contacts page opens.
In the Search for field, enter the name (or part of the name).

If you leave the Search for field blank, all contact records will list.
Select your search options:
- Hide form when only one item found— automatically opens the client where only 1 match occurs. When deselected, the record(s) list on the page.
- Search any part—when selected, searches on any part of the client or contact name. When deselected, only searches on your specific text.
- Include closed clients—when selected, displays closed clients with a line through their name. When deselected, excludes closed clients from the search results.
Other search options in the drop-down at the top of the Find page are:
- New search—clears current search results and performs a new search on the criteria you enter.
- Append to search—keeps any current search results and adds records from a new search to the current records.
- New search from reports—lets you search specific information in reports instead of searching the database.
- (AE) New search from lists—lets you search a list of saved searches, rather than the whole database.
Click Search. The contacts that match your search criteria list.

If a single record matches your search criteria and you selected Hide form when only one item found, the contact record opens.
Group or sort the search results.
Right-click the results table to access the Field Chooser. From the Field Chooser, select additional fields you want to displayed with the listed records. Drag fields onto the list area from the window or vice versa.
You can also copy the selected contact’s name to the clipboard for use in other applications. See Organising your data and Customising a display table.
Double-click the contact record you want to open. You can double-click any information on the contact name except for the email address. If the contact is a pure contact, the Contact page opens. If the contact is a client, the Client page opens.

You can sort, group or filter the list of contacts to make it easier to find the contact you are looking for. See Organising your data.

To save your contact search list (AE)

In AE/AO, in the toolbar, click the Contacts drop-down and choose Open > Contact.
On the Tasks bar, select Save list.
In the Title field, enter a name for the list. For example, Golf Invite Contacts.
Enter a Description for the list.
Click Save.

To use a saved contact search list (AE)

In AE/AO, in the toolbar, click the Contacts drop-down and choose Open > Contact.
Select Open list on the Tasks bar. The Select List window opens.
From the drop-down, select the appropriate option:
- From Lists
- From Reports.
From the table, select an appropriate list.
Click OK.

To find and open additional client and contact records

You can find and open a second record for a contact, client, supplier (AE), assignment (AE) or employee. The procedure is the same for all.

There are two ways to open a second record:

from the first page.
using the Find window.

To find and open a second record from the first page

In AE/AO, on the toolbar, click Contacts.
In the Search for field, enter the name (or part of the name) and open the first record.
in the Name field, enter the name (or part of the name). A drop-down list of matching names is displayed.
Select the name from the list. The second record opens on a new page.

To find and open a second record using the Find window

In AE/AO, on the toolbar, click Contacts.
In the Search for field, enter the name (or part of the name) and open the first record.
Click the magnifying glass button on the Client/Contact Name field. A Find window opens.
Enter the name (or part of the name) in the Search for field.
Click Search. The results that match your search criteria are listed in the window.
Double-click the record you want to open. A new page opens for the selected client or contact. The new page opens on the same tab as the first. For example, if the first record is open on the Responsibility tab, the second record also opens on the Responsibility tab.