Finding Records

To find records, click the Find button in the appropriate window. When you perform a find, Briefcase searches through all the records in a table, comparing the criteria you specify with the data in the table. Records with data matching the criteria become the found set, which is the subset of records being browsed. Records that don’t match are omitted. You can constrain (narrow) or extend (broaden) the found set.


You can work with just the records in the found set. For example, you can view, edit, calculate summaries for, sort, print, delete, export, or replace data in these records. You can also open a new window in order to perform different find requests on the same data. You can’t perform a find in summary fields, container fields, or fields defined with the global storage option.

Making a find request

  1. Switch to Find mode by clicking Find.
  2. In the find request, select a text, number, date, time, timestamp, or calculation field to use for finding, and then type a value in the field.
  3. Click Find. Your find request returns a found set of records.

You can do one or more of the following during or after performing a find request:

Performing quick finds based on data in one field

You can perform quick finds based on field data without having to go to Find mode. You can perform a find based on an entire field or a selection of text within a field.

  1. In Browse mode, select the text in a field you want to use for the find.
  2. Right-click (Windows) or Control-click (Mac OS) the selected text. From the shortcut menu, choose Find Matching Records.
To SelectIn Layout mode, do this
An option in Search within In Browse and Find modes, search within all fields in the current layout or just in the current field.
ClickTo
Find Next Search for and select the next occurrence of the Find what data.
Replace & Find If there is selected data that matches the Find what data: Replace the Find what data with the Replace with data, search for and select the next occurrence. If there is no selected data that matches the Find what data: Search for and select the first occurrence of the Find what data.
Replace Replace the Find what data with the Replace with data.
Replace All Replace all occurrences of the Find what data with the Replace with data. At the end of the Replace All operation, you see a summary of the number of occurrences found and replaced.

Finding text and characters

Search for text in text fields, or in calculation fields that return a text result.
Unless you search for phrases and exact matches, the field can contain other values in addition to the one(s) you specify, and the values can be in any order. For example, typing ‘Brochure’ in the field Job Title finds records for Colour Brochure, Brochure Design, and Brochures.

Finding numbers, dates, times and timestamps

Numbers, dates, times, and timestamps should be entered in the corresponding field types (or calculation fields returning the corresponding field type) to ensure correct behaviour when finding them.

To findType this in the fieldExamples
A number in a number field or in a calculation field that produces a numeric result The number .50 finds.5,.50, and $.50
A Boolean number in a number field or in a calculation field that produces a Boolean result 1 to find True values 0 to find False values 1 finds 1 0 finds 0
A date in a date field or in a calculation field that produces a date result The date as digits, separated by a valid date separator character (such as a slash or hyphen) 3/3/2010 finds 3/3/2010, March 3, 2010, and 3-3-2010
Today’s date in a date field or in a calculation field that produces a date result // // finds April 4, 2010 (when the current date is 4/4/2010)
A time in a time field or in a calculation field that produces a time result The time as digits, separated by colons 12:53:09 finds 12:53:09
A timestamp in a timestamp field or in a calculation field that produces a timestamp result The date as digits, separated by a valid date separator character, then the time as digits, separated by colons 3/3/2010 12:53:09 PM finds 3/3/2010 12:53:09 PM
Invalid dates, times, timestamps, or calculated date or time results ? ? finds: Next Tuesday or 2/33/2010 in a date field, or midnight in a time field
Invalid data (fields containing no numbers) in a number field or calculation field that produces a numeric result ? ? finds: twelve but not 12 or twelve30
Dates on a day of the week in a date or timestamp field The day of the week. NOTE: Full or short day names
(eg. Friday or Fri) are acceptable in day of week searches
Tuesday finds all dates that occur on a Tuesday. =Thu finds all dates that occur on a Thursday
Any valid value for a date or time component in a date, time, or timestamp field * or leave component unspecified, while specifying the other components you want to find after any hour 3/3/* finds the 3rd day of March in any year. *:15 finds times that are 15 mins.

 

To find values that areUse this operatorExamples
Less than a specified value < <40 <9/7/2010 <M
Less than or equal to a specified value <= or ≤ (Mac OS) <=95129 ≤05:00:00 <=M
Greater than a specified value > >95129 >9/7/2010 >M
Greater than or equal to a specified value >= or ≥ (Mac OS) >=100 =9/7/2010 ≥8:00 ≥M
Within the range you specify. A range is different based on the data type:
Numbers: least to greatest Dates & times: earliest to latest Text: first to last word, based on the index order of words (not the sort order)
.. or... (two or three periods) 12:30...17:30 1/1/2010..6/6/2010 A...M

 

To find datesType this in the field
In June 2010 6/2010
From July 2010 through October 2011 7/2010...10/2011
That occur on a Friday =Friday
From the 10th through the 16th of October or November 2010 (if the date format is MM/DD/YYYY) {10..11}/{10..16}/2010

 

To find timesType this in the field
In the 3 o’clock hour, not including 4:00 PM 3 PM
Between 8:00 AM and 8:59:59 PM 8 AM..8 PM
In the morning AM
Any of the times 4:30, 5:30, 6:30 PM {4..6}:30 PM

 

To find timestampsType this in the field
In the 3 o’clock hour today // 3 PM
In the 7 o’clock hour in May 2010 5/2010 7 PM
That occur on a Monday in 2010 =Mon 2010
From the 10th through the 16th of November 2010 and from 3:00 PM to less than 6:00 PM (if the date format is MM/DD/YYYY) 11/{10..16}/2010 {3..5} PM

Finding data in related fields

You can enter find criteria in related fields that are displayed in a portal or directly on a layout.
When you perform a find in a related field, Briefcase displays all the records that have a related record matching the criteria you enter. For example, suppose you have an Invoice file that displays line items as related records in a portal. To find all Invoices listing
a computer, type Computer in the Item field in the portal.

Finding empty/non-empty fields

To find fields that areType
Not empty (fields that have data) *
Empty =

Finding duplicate values

You can find all records for which one or more fields contain duplicate values. For example, you might want to find all records that aren’t unique, then examine them to decide which records to use or delete.
To find all duplicate records, in Find mode, type ! in the field.

Finding records that match multiple criteria

You can narrow or broaden your search by using more than one criterion.

Logical AND search

To narrow your search, enter criteria in as many fields as needed to make your request specific, then click Find.

Constraining (narrowing) a found set

You can narrow find results incrementally, looking for more specific detail as you search your database.

For example, after searching for all of the Contacts who work in Marketing, you can narrow the search to find all of the employees in Marketing named Smith:

  1. Perform a find to find all of the Contacts who work in Marketing.
  2. Briefcase displays the found set.
  3. Click Find and type the criteria to narrow thesearch (type Smith in the Last Name field).
  4. Choose Requests Menu > Constrain Found Set.
  5. The found set now consists of Contacts in Marketing named Smith.

Note: To quickly constrain the found set in Browse mode, use the shortcut menu. Click in the field (or select a partial value in the field), then right-click (Windows) or Control-click (Mac OS), and choose Constrain Found Set.

Logical OR search

To widen your search, enter criteria in the first request. Click New Request. Enter the second (set of) criteria. Continue adding requests for each (set of) criteria, then click Perform Find.

You can navigate among multiple requests using Go to Request on the Requests menu or clicking the book in Find mode.

Extending (broadening) a found set

You can broaden a found set to expand your search to include additional applicable records without starting over.
For example, after searching for customers in New York, you can broaden the search to also find customers in Hong Kong:

  1. Perform a find to find customers in New York.
  2. Briefcase displays the found set in Browse mode.
  3. Click Find and type the criteria to broaden the search (type Hong Kong in the City field).
  4. Choose Requests menu > Extend Found Set.
  5. The found set now consists of customers in New York and Hong Kong.


Note: To quickly extend the found set in Browse mode, use the shortcut menu. Click in the field (or select a partial value in the field), then right-click (Windows) or Control-click (Mac OS), and choose Extend Found Set.

Deleting and reverting requests

To delete a request, go to the request you want to delete, then click Delete Request.
To restore a request to the way it was when you
last committed it, choose Requests menu > Revert Request. Requests are committed, for example, when you click out of all fields, go to a different layout or request, or perform a find.

Viewing, repeating, or changing the last find

To view the most recent find criteria, choose Records menu > Modify Last Find. Then, to return to the found set, switch to Browse mode. To repeat the find, click Find. Or you can modify the find criteria, then click Perform Find.

Finding and replacing data

As in a word processing application, you can find and replace data across multiple fields (including related fields) in a record or in a find request, across a found set of records or find requests, or across text objects in a layout. You can search for data in any type of field except container fields and fields that are not modifiable.

If you have added a tab control to a layout, when you find and replace data in Browse and Find modes, Briefcase only finds and replaces data in the tab panel that is in front. In Layout mode, Briefcase finds and replaces data in all tab panels.

  1. In Browse, Find, or Layout mode, choose Edit menu > Find/Replace > Find/Replace.
  2. In the Find what box, type the data you want to search for. In the Replace with box, type the replacement data.
  3. You can’t replace data in fields that are formatted as pop-up menus, radio buttons, or check boxes. These fields will be counted and reported as skipped at the end of a Replace all operation.
  4. Set the search options you want to use.
  5. Click one of the buttons to perform the type of find/replace operation you want.

 

To SelectIn Layout mode, do this
An option from the Direction list Choose the search direction: Forward, Backward, or All.
Match case Search for only those occurrences in which the capitalization matches the data you specified in the Find what box. NOTE: In files that contain Japanese data, a find with the Match case option cleared does not simultaneously find both the half-width and full-width version of the same character. To comprehensively find and replace both characters, perform separate finds for both the half-width and full-width character.
Match whole words only Search for only those occurrences that are whole words or are bounded by spaces and/or punctuation characters.
An option in Search across Browse mode, search across all records in the current layout or just in the current record. In Find mode, search across all find requests in the current layout or just in the current find request. NOTE: In Layout mode, Briefcase searches just in the current layout.
An option in Search within In Browse and Find modes, search within all fields in the current layout or just in the current field.

 

ClickTo
Find Next Search for and select the next occurrence of the Find what data.
Replace & Find If there is selected data that matches the Find what data: Replace the Find what data with the Replace with data, search for and select the next occurrence. If there is no selected data that matches the Find what data: Search for and select the first occurrence of the Find what data.
Replace Replace the Find what data with the Replace with data.
Replace All Replace all occurrences of the Find what data with the Replace with data. At the end of the Replace All operation, you see a summary of the number of occurrences found and replaced.
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