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Originally published in the Ellucian Customer Center at the following URL (login required): https://elluciansupport.service-now.com/customer_center?sys_kb_id=ef6ecee1970d6610eeb23f7c1253afe8&id=kb_article_view
Description
How can you lookup PERSON records with values other than their name or ID, such as looking them up by Alternate IDs (PERSON.ALT.IDS) or Email Addresses (PERSON.EMAIL.ADDRESSES)?
Solution
There are two ways to lookup PERSON records using alternate lookup fields such as PERSON.ALT.IDS and PERSON.EMAIL.ADDRESSES.
NOTE: You can use any field in PERSON, including but not limited to SOURCE, REUNION.CLASS, ADDRESS, CITY, STATE, COUNTRY, SSN, PERSON.STATUS, ALIEN.ID, FIRST.NAME, LAST.NAME, BIRTH.DATE etc.
Semi-colon lookups
The first option is to use lookup shortcuts, which the users can invoke by typing a semi-colon before the abbreviation of the field (i.e. "AID" for PERSON.ALT.IDS) and the value they want to search.
To use this option:
- Determine which lookup shortcuts exist by going to the Define User Interface Context (UICD) form in Colleague UI.
- On UICD, enter PERSON for the Context LookUp, detail in on Advanced Search to the Define Context Adv. Search (UIAD) form. You will see a list of all lookup shortcuts that already exist and may be used for lookups:
At any person lookup prompt, the user can look up records by specifying a semi-colon before the abbreviation and value.
For example, the Operator can enter ;AID <id> or ;E <email address> substituting the <id> or <email address> values as shown below:
You may enable additional lookup shortcuts for any fields in PERSON that aren't already on UIAD. To do so, specify the Data Element and Shortcut abbreviation you'd like, such PERSON.EMAIL.ADDRESSES with an "E" as it's shortcut. Example is shown above (line numbers don't matter):
You don't NEED a shortcut to use a semi-colon lookup. You can use the full field name, which queries the database with the criteria you specify. For example, try ;BIRTH.DATE = "01/01/85" ;LAST.NAME = "Moran" to find all Moran's with the specified birth date.
NOTE: If the PERSON.ALT.ID value is ALL Numeric (i.e., 012345) you can also just enter that numeric value on the NAE lookup, for example, without a semi-colon or setting up UTRE.
Person Advanced Search
These settings are used for lookup shortcuts as well as Person Advanced Search.
Once the values are in place, the Operator can use the advanced person search by clicking on the person symbol, then 'Advanced' like this:
@SELECT
Note: There is also a feature called @SELECT you use to select a group of records or activate an existing savedlist.
Here's how it works:
Enter @SELECT to access the Primary Selection Criteria (PSC) form where you can select a group of records or activate an existing saved list. After Colleague redisplays the LookUp prompt, enter either @@ or # to process records from the selection one at a time. If you do not process all the records in the saved list, enter @SAVE to create a saved list of the unprocessed records. After saving the unprocessed records, you can continue working on this form, using the standard LookUp options to locate other records.
Enter @ to retrieve the last record you worked on. You can use this option to retrieve the last record you worked with on a different form if the second form is keyed by the same file as the first.
You can also use the Advanced Person Search dialog box (Ctrl+Alt+A) to search for person-related records using additional criteria defined by your institution.
The workflow is not intuitive: You do the @SELECT to take you to the PSC form where you enter selection criteria. Then when you get back to NAE type @@ and you will be on the first record. Cancel that one, and then type @@ to go to the next one. Keep doing @@ to get to get to each subsequent record.