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In this article:
Entrata's Quick Search, located in the top right corner of your screen, provides a highly focused search experience. This article highlights some features and best practices to use when using the Quick Search.
Using the Quick Search
- Tabs: When you enter your search, the Quick Search automatically categorizes and sorts your search results into tabs. By default, the search displays the All tab which combines the search results from each category. Select another tab to narrow your search results to that category, with that tab then displaying additional information relevant to that category.
For example, if you intend to search for a work order, selecting the Work Orders tab in your search results will give you additional details related to work orders that wouldn't otherwise display in the All tab.
- Filters: Use the filter bar to narrow your results. If you search for "201," your results return everything containing the string "201"—unit numbers, phone numbers, work order IDs, etc. In this instance, you might indicate that "201" is a unit number by clicking the drop-down displaying "201" is and selecting Building / Unit to filter out unwanted results.
When you search for a single character, the drop-down defaults to searching for a Building / Unit and brings up a pop-up message explaining that. If you click the Dismiss link in the message, you will not see that message again. Otherwise, you will see it the first three times you search for a single character, after which it will not appear again.
Up to four drop-downs may appear, depending on your search. If you search for "201 Michael," for example, you can use separate drop-downs to specify that 201 is a Building / Unit and Michael is a Name.
Statuses: If you need to narrow your search results, you may use the status checkboxes. You may also search for a particular lease status by including terms such as "current," "past," or "notice" in your search.
- Search results show both active and inactive statuses by default. If you'd like to search specifically for one or the other, deselect the Active or Inactive checkboxes in the top left corner of the search window. From then on, the quick search will keep the statuses you selected until you change them again or are logged out of Entrata.
Inactive statuses are limited to those from the past 24 months. If you are searching for inactive results and cannot find them in the search results, click the respective category link at the bottom of the window. The link takes you to the main Entrata tab for that category and opens the search filter to display the search parameters you entered in Quick Search.
For example, if you searched for "Michael" and couldn't find what you are looking for, click Leads to be taken to the Leads tab in Entrata with the Leads Filter pop-out open and "Michael" already entered in the relevant field. Meanwhile, if you searched for a Property, the pop-out filter would automatically select matching property names.
- The Leads, Applicants, Residents, and Tenants links will only all display if you have selected the All tab. Otherwise, selecting a different tab will result in only the corresponding link appearing at the bottom. For example, selecting the Leads tab will result in only the Leads link appearing.
Viewing Results: To select one of the results that appears, click the blue name of the person, item, etc. in the Name column. A new window appears, displaying information for your selection. To close the results and return to the Quick Search, click Close in the upper right corner of the window.
When you perform a search, the results will be ordered as follows:
- Active
- Current
- Notice
- Future
- Inactive (inactive results are displayed in chronological order)
Tips
Enlarge Search Window: To enlarge the search window, drag and drop the bottom left corner of the results window.
New Information: When entering new information in the system—a new lead or work order, for example—you must wait 60 seconds before that information will appear as a result in the Quick Search.
Search Result Cap: The number on each tab indicates the total results for that category, with "500+" as the maximum displayed. However, the search result pop-out only displays up to 35 results. If you don't find what you're looking for in the first 35 results of a tab, refine your search.
Phone Numbers: The Quick Search doesn't require any particular format for phone numbers. You may use hyphens, periods, parentheses, or no formatting at all.
Names: If a lead, applicant, or resident has a preferred name on file, it'll appear in the search results in parentheses next to their official name on file.
