Using Search

The search bar appears at the top of every screen in the backend (Agent Interface) of Groupdesk

Groupdesk Search Terms

1st Level Search: Searching for any static values on the record type (ie: enum, open field, date)

Example: Trips by Type / Bookings by Status / Inventories by Name

2nd Level Search: Searching for any static values on associated record, OR, searching for any relationship field on the record type.

Example: Bookings by Trip Status / Trips by Inventory Name OR Trips by Hotel Name

Filter: Field name

Example: Status / Type / Balance Date / Name

Query: Search value

Example: ...

Basic Search

Using basic search is as easy as typing in the value you would like to search by (ie Trip Name / Contact Name) in the search bar visible at the top of every page in Groupdesk. It is most effective using the Name field although other fields will yield results as well.

As you are typing in your value, results will start to appear in the table and will continue to update as you continue typing. You need at least 3 characters entered before the results will display.

Use "*" in the search field to show EVERY record of that type

Example of a basic search for bookings that contains "michael"

Advanced Search

Advanced Search is used by clicking the down arrow (⌄) on the right side of the search bar and then entering your filters and queries.

Example video of an advanced search

Searching for any static values on the record type (ie: enum, open field, date)

Example: Trips by Type / Bookings by Status / Inventories by Name

Filter:

  • Filter = Field that you want to search by

    • (ie: Name / Status / Type / Year)

  • Matches = Filter criteria of type of match

    • (ie: Match, Does not Match)

Query:

  • Operator = Parameters you want the Value to match

    • (ie: Contains / Similar To / Equals / Greater Than)

  • Value = What you want to search by

Second Level Search

Searching for any static values on associated record, OR, searching for any relationship field on the record type.

Filter:

  • Filter: Value of associated record

    • (ie: Bookings / Trip / Inventory)

  • Matches = Filter criteria of type of match

    • (ie: Match, Does not Match)

  • Field: Field that you want to search by

    • (ie: Name / Status / Type / Year)

Query:

  • Operator = Parameters you want the Value to match

    • (ie: Contains / Similar To / Equals / Greater Than)

  • Value = What you want to search by

You can add multiple Filters and Queries to your search. If you add multiple Filters it means your results will have both values (Status AND Year). If you add multiple Queries it means your results will have any one of the values (Status could be Limited OR Active OR Completed)

It's always a good idea to refresh between searches to make sure you're getting the most up to date data.

Specific Search Examples / Common Searches:

Any of the below searches can be changes to fit exactly what you are looking for.

The below are just guidelines.

Search By ID

One of the many ways to search for a record is to search by ID. This is helpful when searching for records that may have changed names as the ID will always remain the same. Searching for constant values will always produce more accurate results.

To search for a record by ID:

  1. Copy the id from the url of any record type

    1. Example: groupdesk.io/record/1234567890

  2. Select the record you would like to search for from the drop down

  3. Open the Advanced Search

  4. Filter

    1. Filter: ID

    2. Matches

    3. Query

      1. Operator: contains

      2. Value: record id

  5. Click Search

Search for single record by id (Trips that have this id)
  1. Copy the id from the url of any record type

    1. Example: groupdesk.io/record/1234567890

  2. Select the record you would like to search for from the drop down

  3. Open the Advanced Search

  4. Filter

    1. Filter: Trip

    2. Matches

    3. Field: ID

    4. Query

      1. Operator: contains

      2. Value: record id

  5. Click Search

Search for associated record by id (Bookings that have a trip with this id)

Bookings by Booking Status

To search for Bookings by Status:

  1. Select Bookings from the drop down

  2. Open the Advanced Search

  3. Filter

    1. Filter: Status

    2. Matches

    3. Query:

      1. Operator: equals

      2. Value: Active

  4. Click Search

Bookings that are Active
  1. Select Bookings from the drop down

  2. Open the Advanced Search

  3. Filter

    1. Filter: Status

    2. Matches

    3. Query:

      1. Operator: equals

      2. Value: Active

      3. Value: Overdue

      4. Value: Pending

  4. Click Search

Bookings that are Active OR Overdue OR Pending

Bookings by Trip Code

To search for Bookings by Trip Code:

  1. Select Bookings from the drop down

  2. Open the Advanced Search

  3. Filter

    1. Filter: Trip

    2. Matches

    3. Field: Code

    4. Query:

      1. Operator: contains

      2. Value: trip code

  4. Click Search

Bookings that have a Trip with this Code

Bookings by Referred By (Rep)

To search for Bookings by Referred_By Name:

  1. Select Bookings from the drop down

  2. Open the Advanced Search

  3. Filter

    1. Filter: Referred_By

    2. Matches

    3. Field: Emails

    4. Query:

      1. Operator: contains

      2. Value: contact email

  4. Click Search

Bookings that have a specific Organizer (Rep)

Search by Trip Planner

To search bookings by Trip Planner:

  1. Select Bookings from the drop down

  2. Open the Advanced Search

  3. Filter

    1. Filter: Trip Planners

    2. Matches

    3. Field: Emails

    4. Query:

      1. Operator: contains

      2. Value: trip planner email

  4. Click Search

Search for Bookings by Trip Planner

To search Trips by Trip Planner:

  1. Select Trips from the drop down

  2. Open the Advanced Search

  3. Filter

    1. Filter: Contacts

    2. Matches

    3. Field: Emails

    4. Query:

      1. Operator: contains

      2. Value: trip planner email

  4. Click Search

Search for Trips by Trip Planner

Bookings by Inventory Name

To search for Bookings by Inventory Name:

  1. Select Bookings from the drop down

  2. Open the Advanced Search

  3. Filter

    1. Filter: Inventory

    2. Matches

    3. Field: Name

    4. Query:

      1. Operator: contains

      2. Value: inventory name

  4. Click Search

Bookings that have an Inventory with this Name

Search Trips by Inventory Name

To search for Trips by Inventory Name:

  1. Select Trips from the drop down

  2. Open the Advanced Search

  3. Filter

    1. Filter: Inventory

    2. Matches

    3. Field: Name

    4. Query:

      1. Operator: equals

      2. Value: inventory name

  4. Click Search

Trips that have an Inventory with this Name

Search Inventory by Trip Names

To search for Inventories by Trips Name:

  1. Select Inventories from the drop down

  2. Open the Advanced Search

  3. Filter

    1. Filter: Trips

    2. Matches

    3. Field: Names

    4. Query:

      1. Operator: equals

      2. Value: trip name

        You can add multiple queries depending on what you are trying to trying search for

  4. Click Search

Inventories that have Trips with these Names

Search Transactions by Date Created

To search for Transactions by Date Created:

  1. Select Transactions from the drop down

  2. Open the Advanced Search

  3. Filter

    1. Filter: Date Created

    2. Matches

    3. Query:

      1. Operator: equals

      2. Value: desired date

  4. Click Search

Transactions that created on a certain date

Search Activities by Assigned To

To search for Activities by Assigned To:

  1. Select Activities from the drop down

  2. Open the Advanced Search

  3. Filter

    1. Filter: Assigned To

    2. Matches

    3. Field: Last Name

    4. Query:

      1. Operator: equals

      2. Value: contact (user) last name

  4. Click Search

Activities that are Assigned To a user with this Last Name

Search Catalogs by Type

To search for Catalogs by Type:

  1. Select Catalogs from the drop down

  2. Open the Advanced Search

  3. Filter

    1. Filter: Type

    2. Matches

    3. Query:

      1. Operator: equals

      2. Value: hotel

  4. Click Search

Catalogs that are of Type Hotel

Search Catalogs by Brand

To search for Catalogs by Type:

  1. Select Catalogs from the drop down

  2. Open the Advanced Search

  3. Filter

    1. Filter: Type

    2. Matches

    3. Query:

      1. Operator: equals

      2. Value: brand

  4. Click Search

Catalogs that are of Type Brand

Searching for Orphans (Part of the Rooming Process)

  1. Select Bookings from the drop down

  2. Open the Advanced Search

  3. Filter 1:

    1. Filter: Room Number

    2. Does Not Match

    3. Query:

      1. Operator: exists

      2. Value: [Leave blank/empty]

    4. Filter 2:

      1. Filter: Trip

      2. Matches

      3. Field: Code

      4. Query:

        1. Operator: contains

        2. Value: trip code

  4. Click Search

Bookings who do not have a Room Number, that are also on a Trip with this Code

Saving Searches

Any search completed in Groupdesk can be saved by applying a browser bookmark or saving the Groupdesk URL outside of the system.

All searches are live so the next time you go to a saved search, the results may vary from the time when the search was saved originally if there is new or updated data that fits the search query.