Search, Browse and Find Contacts

In the desktop version of Abtrac, Abtrac 5 there are three options for finding Client and Project details.

Find Contact is a quick and simple pop-up, useful when you know what you are looking for.

The Search screen allows you to preview a wide selection of Clients, Contacts and Projects data. It also links to the Projects Snapshot Summary which is a handy quick view of the latest timesheets, invoices, notes and work planning for a project.

Browse Projects is focused more at the project than the client level and includes current WIP details and Project Listing reports.

This article is for Abtrac5 follow this link for the AbtracOnLine version

Find Contact

Find Contact has three search options: by Contact/Client Name, by System Code, or by Job/Project Code.

Find Contact – Abtrac5

Find Contact – Abtrac5

Start entering the name or number in the relevant field and the system will auto-fill with results if a match is available. Alternately you can scroll through and pick your record from the entire list by choosing the dropdown arrow.

Scroll the dropdown list to Find Contact – Abtrac5

Scroll the dropdown list to Find Contact – Abtrac5


Search

Search is where most people start when using Clients, Projects and Contacts. You can set the Search Screen to open when Abtrac starts up for all users from System Management > Miscellaneous Properties.

Search Start Up – Abtrac5

Search Start Up – Abtrac5

Alternately from Log In > My Settings you can choose to open the search screen upon opening Clients, Projects and Contacts for individual users.

Search My Settings – Abtrac5

Search My Settings – Abtrac5

Search Options

You can search for : Client/Contact Name, System Code, Project Code and Description, Project and Client Owners, Project Type and Status, Order Number, Clients Name on Invoice and Address details.

Search Options – Abtrac5

Search Options – Abtrac5

The search range and sorting can be adjusted using the search criteria options.

  • The system will also search for people (if you choose to “Include Person in results”.)
  • By default the search results display for Current Clients and Projects.
  • Double Clicking on a search result or clicking ‘OK” will take you directly to the Client or Project, depending on which option is selected.
  • If you use User-defined fields or Site Fields you can also search for these custom fields
  • You can sort the search results by the 13 main search options.
Search Criteria – Abtrac5

Search Criteria – Abtrac5

Sort Search – Abtrac5

Sort Search – Abtrac5

There are 40 fields available to display in the Search Query Results and like User Control Settings you can adjust the sort order and column width for all of the fields that display in the search results table.

The Control Settings are within the Search Screen. Just choose “Select Fields to Display” to adjust the layout of the Search Query Results Table.

Select Search results layout – Abtrac5

Select Search results layout – Abtrac5

Select the field from the dropdown list choose a sort order for it to display within the table and choose a column width. The results table has a horizontal scroll bar so there is no limit to the table width.

Search Tips

For each of the search categories you can either enter a name (or partial name) to search for. You can enter search options in more than one field to further refine your results.

Tab or Enter to display or refresh the search results. Double clicking on a highlighted result (or clicking ‘OK’) takes you directly to that record.

Multiple field (Refined) Search – Abtrac5

Multiple field (Refined) Search – Abtrac5

Export
From Search you can export to excel a copy of your results.

It’s best not to select Export unless you have completed a search, otherwise it will export a list of all your Clients and Projects.

Export Search Results – Abtrac5

Export Search Results – Abtrac5


View Summary

From the search screen you can also run an onscreen Project Snapshot by choosing View Summary.
The Projects Snapshot Summary is a handy quick view of the latest timesheets, invoices, notes and work for a project. It also includes a list of all the invoices to date for the project.

This screen is read only and is used as a quick “all-in-one” view of a project to date.

Search, View Summary - Abtrac5

Search, View Summary – Abtrac5

Project Snapshot – Abtrac5

Project Snapshot – Abtrac5


Browse Projects

Browse Projects, Contacts and Notes is focused more at the project than the client level and includes current WIP details and Project Listing reports.

Browse Projects – Abtrac5

Browse Projects – Abtrac5

You can view a detailed article on Browse Projects here

Abtrac KB# 2044