1. SunGard BSR Inc. www.sungardbsr.com 1 University of Melbourne Advance Web Access Training CONFIDENTIALITY STATEMENT: This document contains information that is confidential or proprietary to SunGard (or its direct and indirect subsidiaries). By accepting this document, you agree that: (1) if there is any pre-existing contract containing disclosure and use restrictions between your institution and SunGard, you and your institution will use this information in reliance on and subject to the terms of any such pre-existing contract; or (2) if there is no contractual relationship between you or your institution and SunGard, you and your institution agree to protect this information and not reproduce, disclose or use the information in any way, except as may be required by law. Training Module 1 By Myndi Simo Modified by Peter Macfarlane Aug 2004 3 Entity Lookup 1.3 Development Office, Level 3, 780 Elizabeth St. AWA Training HomeAWA Training Home

2. 2 Session Signpost 3 Entity Lookup Development Office, Level 3, 780 Elizabeth St. AWA Training HomeAWA Training Home

3. 3 It’s a Bird!? It’s a Plane! No, it’s… Entity Lookup 3 Entity Lookup …an entity??? Development Office, Level 3, 780 Elizabeth St. AWA Training HomeAWA Training Home

4. 4 Lookup Introduction  A Lookup is a built-in feature that allows users to query the database for a single record or a group of records based on particular criteria.  Using this criteria, a list of records will be retrieved and displayed. What is a Lookup? 3 Entity Lookup Development Office, Level 3, 780 Elizabeth St. AWA Training HomeAWA Training Home

5. 5 It All Begins With the Entity…  An entity is:  a person or  organisation  Entities are stored in the database  Starting point for all tracking and management in Advance.  Can be a staff member, friend, alumnus, business or corporation, etc.  Each entity is assigned a unique identifier called an Entity ID (this helps us find them!) 3 Entity Lookup Development Office, Level 3, 780 Elizabeth St. AWA Training HomeAWA Training Home

6. 6 Entity Lookup  To perform an Entity Lookup, we click the ‘Entities’ link on the site menu OR  Click the ‘GoTo’ link on the site menu, find the Bio Lookups section and click Entities. 3 Entity Lookup Development Office, Level 3, 780 Elizabeth St. AWA Training HomeAWA Training Home

7. 7 The GoTo Page  Many lookups are stored here (including Entities)  We’ll look at this more later! 3 Entity Lookup Development Office, Level 3, 780 Elizabeth St. AWA Training HomeAWA Training Home

8. 8 Entity Lookup Page You can perform an Entity Lookup using:  The Entity ID# OR  Entity Last/Org Name information AND  Other criteria such as address, alum, or affiliation information  Once criteria is entered, click the ‘Search’ button 3 Entity Lookup Development Office, Level 3, 780 Elizabeth St. AWA Training HomeAWA Training Home

9. 9 Entity Lookup By Entity ID  Enter the entity id in the ID Number field  Click the ‘Search’ button to perform the lookup (you can also just hit ‘Enter’ and the search will be performed automatically). 3 Entity Lookup Development Office, Level 3, 780 Elizabeth St. AWA Training HomeAWA Training Home

10. 10 Entity Lookup By Entity ID 3 Entity Lookup  The Entity Profile will display for the selected record More details on the Entity Profile to come… Development Office, Level 3, 780 Elizabeth St. AWA Training HomeAWA Training Home

11. 11 Entity Lookup By Alt Entity ID  Alternate id’s may exist for an entity e.g., Constituent ID is the student id if the person had studied here.  Use by:  entering ‘Alternate’ id  checking the Alternate ID checkbox 3 Entity Lookup Development Office, Level 3, 780 Elizabeth St. AWA Training HomeAWA Training Home

12. 12 Entity Lookup by Name  Enter a complete or partial last name e.g., “JACKSON” or “JACK”  Or enter a last name and a complete or partial first name e.g., “JACKSON”, “ANDY”  Click the ‘Search’ button to perform the lookup  This will bring up a list of results… 3 Entity Lookup Development Office, Level 3, 780 Elizabeth St. AWA Training HomeAWA Training Home

13. 13 Entity Lookup Results Page  If more than one entity matches your lookup criteria, a results page will display  Click on the entity name (link) in the list to display that record’s Entity Profile  Return to the listing using your browser’s ‘BACK’ button Indicates # of rows of information returned Hyperlink to Entity Profile page 3 Entity Lookup Development Office, Level 3, 780 Elizabeth St. AWA Training HomeAWA Training Home

14. 14 Entity Lookup By Address  Enter address criteria:  Address type e.g., home, business  Enter a complete or partial address e.g., “SANDY BAY, TAS”  Enter a Post Code (marked as ‘Zip’  ) “7005”  Indicate whether the address should be the preferred address  Click ‘Search’ Preferred Address Definition: The address for which the entity prefers to receive mail. An entity can have only one preferred address. 3 Entity Lookup Development Office, Level 3, 780 Elizabeth St. AWA Training HomeAWA Training Home

15. 15 Entity Lookup Results Page  View summary address and phone information.  Click on the entity name (link) to display that record’s Entity Profile and a full view of the address 3 Entity Lookup Development Office, Level 3, 780 Elizabeth St. AWA Training HomeAWA Training Home

16. 16 Other Entity Lookup Options  Mark the ‘People’ or ‘Organization’ checkbox  If you are looking for the Smith Company, uncheck the ‘People’ box to restrict results to organisations.  Limit search by Status (e.g. Active) or Primary Record Type  Add a ‘Title’ to your lookup results 3 Entity Lookup Development Office, Level 3, 780 Elizabeth St. AWA Training HomeAWA Training Home

17. 17 Questions? Comments… ? ? ? 3 Entity Lookup Development Office, Level 3, 780 Elizabeth St. AWA Training HomeAWA Training Home

18. 18 Task Time… Task 3.1 1.Do an Entity lookup by ID number 1.On yourself (ask me for your ID number) 2.On your instructor (see the notes for the ID) 2.Try looking for a well-known company eg. BHP ( ID = 179947) 3.If you are/were a student at the University try using the Alternate ID Lookup to find your record ( or use your instructor’s old student id, 198621871). 3 Entity Lookup

19. 19 Task Time… Task 3.2 1.Perform an Entity Lookup by Name 1.On your own name 2.On someone else’s name 2.Try doing a partial lookup – choose the first four letters of your name and navigate through some of the records. 3 Entity Lookup

20. 20 Task Time… Task 3.3 1.Perform an Entity Lookup by Address on your own address 2.Try a lookup on your instructor’s address 1.Use Prahran, 3181 (be careful, it might give many results!) 2.Try narrowing down your search criteria (remember the wider the criteria, the longer it will take to get the results and the more matches you will get). 3 Entity Lookup

21. 21 Task Time… Task 3.4 3 Entity Lookup 1.Think about your workplace. 2.What are some of the things you need to find out about people or businesses? 3.Jot down some criteria that may help you find them. 4.Using the Entity Lookup (and the different strategies you have seen so far) see if you can track down a couple of these records. index