When you submit your search criteria by clicking the GO button for either a Quick or Advanced search, all records that meet your criteria appear on the Mail Search Results page. There are two types of Search Results pages - Paging Search Results and Scrolling Search Results. The default is controlled by your IQ System Configuration Setting. You can click the Switch Grid Type action to switch between the Paging and Scrolling Search Results. After switching between grid types, you will need to execute a new search. Note: The Switch Grid Type action does not appear if your IQ System Configuration Setting has been set to Only allow the Scrolling Grid.
The Paging Search Results shows summary information about each Mail record found. The number of records found appears in the page title. Each record is numbered sequentially, and the sequential number is shown in the # column. The number of records appearing on one page is shown in the # per Page field below the title. To change this number for the current and future Paging Search Results, clear the field, type a different number, and press the TAB key. IQ will retain this number until you change it or your System Administrator resets it using the Configure link. Note that the more records per page, the longer it takes to display the results.
Use the scroll bar or the DOWN ARROW key to move to the bottom of the page. Click the > link or Page Down button to view the next page; click the < link or Page Up button to view the previous page. To go to the end of the list, click the >> link; to return to the beginning of the list, click the << link. Links are unavailable if there are no additional pages or if you’re at the end or beginning of the list.
If you don't find the Mail record you are searching for, click the Modify Search link at the top of the page to add or remove search criteria. To save the search as a My Link click the Save Search link. The Analyze All By... link provides a quick and easy way to analyze all of the records in the current search results by providing a list of mail fields at the top of the search results page. When you click a field link, IQ displays the results in a bar graph in a new window. For each row in the graph, you can click the magnifying glass icon to view a list of the analyzed Mail records. In addition, you can click the paper and pencil icon for a dialog of actions which can be applied to the selected row of analyzed Mail records.
You can customize the display of the Paging Search Results page by selecting columns to Hide or Show. A plus sign (+) appears when you place the mouse cursor above a column heading, if the column can be hidden. Right click and select the column name in the pop-up to hide the column. To display the column, right click in a column heading and a list of hidden columns will appear. Select the check box for the column names that you would like to display and click the Show button. Generally, the check box, number and ID columns can not be hidden. Your settings for hidden columns will remain until you change them.
Click any column heading to re-sort the search results by information in that column, for example, by Date In, Assigned To, Status, or Priority. IQ will retain the selected column sort until you change it or your System Administrator resets it using the Configure link. Note that clicking the Issues column heading will re-sort the search results based on the first issue code for each mail record. The subject line of an incoming e-mail message appears in a separate row below it's associated ID with a section heading of E-Mail Subject. When you click the In Method column heading, the records sort first by the incoming method (E-Mail, US Postal Mail), and then within the E-Mail method, by E-Mail subject. This lets you sort pending mail that's arrived via e-mail by the subject of the message.
The Actions panel at the left of the page displays all available actions for records in the Search Results. Some actions are unavailable until at least one record is selected by clicking in the check box next to it. You can perform actions for multiple records that appear on this page. Select the check box next to one or more records (or click the Select All link to select all found records), and then select an action for those records. Actions include such things as attach existing wf, changing status, changing security, changing data, changing batch, downloading files, find e-mail campaigns, analyzing selected records, printing mail, printing a quick report, sending e-mail, deleting records and archiving and restoring records. If you've selected multiple records, select the Edit action to access the first selected record. Then, when you're finished with that record, select the Next action to open the next selected record. The next record will open to the same panel as the last panel used. If you want to open a mail record on this page, click the ID number link.
Use the Range Select action to select a specific range of mail records based on the sequential number displayed in the # column. Type the first number in the From field and the last number in the To field on the Range Select dialog box page and click the Submit button. The Search Results page will re-display with a check next to each record in the range. Click the Show # Selected link to display the range selected Mail records.
To view an e-mail message or other incoming or outgoing attachment to the Mail record, click the paper clip icon that appears in the In Method or Out Method columns. Note that if the incoming attachment is an e-mail message that contains attached files, those files will appear below the Mail record as hyperlinks. The Detail/Summary action works in conjunction with your user Preferences to display the e-mail subject, the text of the e-mail and/or the Mail record comments. If the Mail record is an outgoing e-mail (such as an e-newsletter mailing) and your office has purchased IQ Connect, a "(viewed by n of n)" link will appear in the Out Method column. This link displays the Targeted Mail Recipient Analysis report which contains a detailed analysis of the recipients of the e-mail by the view rate and non-deliverable rate as well as provide details on any surveys that the recipient has filled out.
You can view the contents of a customized outgoing e-mail by clicking the magnifying glass icon located to the right of the response letter name. Or you can click the response letter name link to toggle the display of the customized letter in an i-frame. Note: If you are using the scrolling grid for the Mail Search results, then click the View link to open the contents of the customized letter in a new window.
If the letter selected in the mail record is a duplicate to the person or household, the notation n of n duplicate letters to person or n of n duplicate letters to household appears below the name link in the Correspondent column. If the letter is a duplicate to both the person and the household, then the notation "n of n duplicate letters to person and n of n to household" appears below the name link. Note: If the System Configuration Setting for Number of days to limit duplicate letter checking against completed mail contains a number, then IQ displays an * after "n of n duplicate letters to...".
The Letter Name column shows the revised date (in parentheses) and status of the letter below the letter name - Draft, Request Approval, Denied Approval and Inactive. The staffer's name also appears if the status of the letter is Request Approval. If the status of the letter is Approved, then no status appears below the letter name. You can open the Form Letter record page by clicking the letter name link. To view the contents of the letter, click the magnifying glass icon next to the letter name. If the form letter has attachments, the paper clip icon will appear. Clicking the paper clip icon will open the Attachments panel of the Form Letter record page. The response letter name and response letter text also appear in the row below the Mail record ID if you selected it in your user Preferences. Clicking the letter name link opens a drop-down box containing the text of the outgoing response letter. Clicking the link again closes the box. In addition, clicking the magnifying glass icon will open the response in Word. Clicking the (Edit Library) link opens the Document record. Note: If the Mail record is an outgoing e-survey, a link to the E-Survey record will appear below the response letter along with the person's responses to the e-survey.
The Priority column shows the priority assigned to the mail record (1-High, 2-Med., or 3-Low). If there is no priority in the column, none was assigned to the record. When you sort by priority, records with no priority sort after low-priority records.
The Salutation column displays the type of salutation (Formal, Informal, Family or Friend) along with the actual salutation that will be used when the mail record is printed or e-mailed.
Click the Expand T-Mail action to display all of the people records attached to T-Mail records in the mail search results. IQ refreshes the page and displays the updated record count in the page title. Click the Collapse T-Mail action to display only one mail record for each targeted mailing.
If your search included a text
search, you'll see a Rank
column, which lets you sort the results by relevance to your criteria.
Each retrieved record is given a numeric ranking
You can run reports for selected or all records found with the search and appearing on the Search Results page by selecting the Print action. Printing options let you format your output as HTML, Word, or Excel. Check the Print Each Row on New Page check box to print one row per page when printing your output as HTML. This option does not apply to the Word or Excel output formats.
You can save your search results to a select list by selecting the Save as List action. When you select this action, you create a Mail select list containing the records that were found with your search. To save your results to a list, select individual or all records and then select the Save as List action. Name the list and click the Save button. The list appears when you click the Lists submenu option and is identified with a Method of Personal.
You can also create a People list from your search results by selecting the People List action. Options for this action let you include or eliminate members of the same household or people living at the same address.
The Scrolling Search Results provides a faster way to access and view a large number of Mail records by eliminating the need to select the number of records per page. As you scroll, using your mouse or keyboard, IQ continues to retrieve and display the Mail records in the search results. You can control the vertical size of the Iframe by clicking the + or - buttons that are located in the upper right corner of the search results. In addition, Mail record data can be updated in a popup dialog (by clicking the Change link that is located in the ID column) without having to open the entire Mail Record page. Note: When a record has been updated, the text UPDATED appears below the Mail record ID. You can also use Personal Tags to categorize mail records for later processing.
Most of the available actions are located in buttons and checkboxes at the top of the page instead of the Actions panel. You can select a single or multiple Mail records by selecting the individual checkboxes. Select the All checkbox if you would like to perform an action for all of the records in the search results. Or you can select a range of records by clicking the Range checkbox and entering the ranges with dashes (1-6), commas (9,11) or both (1-6,9,11) and then clicking the Submit button. To view just the selected records, select the View # Selected checkbox. To return back to the full search results, deselect the View # Selected checkbox. Select the AutoLoad checkbox to load all of the records in the Search Results without scrolling. Deselect the Autoload checkbox to stop loading the records. Note: The AutoLoad action is recommended for loading 10,000 records and less. Select the Print action, in the Actions panel, to print the loaded search results.
You can filter to the search results based on name, address, incoming e-mail subject or message text, and outgoing letter name using the Find text field located in the upper right corner. Type the word or words in the Find text field and click the Go button to start the filter. To clear the filter, click the refresh icon in the actions menu.
The sorting of the Scrolling Search Results is controlled by two drop-downs where you can pick the sort field (i.e. Assigned To, Incoming Date, etc.) and the sort direction (A-Z for Ascending or Z-A for Descending). In addition, there is a View option that allows you to select the layout of the data. The Simple View shows the sequence number, mail record ID, Incoming Method, Date In, Status, who the record is Assigned to, the Correspondent name and e-mail address, the outgoing Salutation type and value, the Outgoing Method, the Mail Comments, the incoming E-Mail Subject line (if it exists), a link to the incoming E-Mail message and to the E-Mail viewer, the Issue codes, the name of the outgoing letter (or the designation Custom Letter), the outgoing E-Mail Subject line (if it exists), the Batch name, and results of the Suggested Responses tool if your office is using it. The incoming E-Mail and the outgoing Response may be viewed in their own windows by clicking the plus signs. Scroll, if necessary, to the see the full text or select any of the expanded views (Simple, Column, Detail or Wide) which automatically displays the full text of the incoming e-mail and outgoing response. The Column View arranges the same data in columns. The Detail View adds the address and phone numbers of the Correspondents and includes the previous transactions information for the correspondent and his/her household. The Wide View is similar to the Column View, but also includes the Last Modified Date and Priority, and is appropriate for users with larger monitors.
All views include duplicate letter information and any pop-up Affiliation codes associated with the Correspondent. The Expand T-Mail action (located in the Actions panel) will display individual entries for all correspondents associated with a targeted mailing.
As in the Paging Search results, you may open a Mail record by clicking the ID link. For certain changes, you have the option in the Scrolling Search results to use a popup dialog window to make changes to the Mail record without having to open the full record page. Select the Change link to open the popup dialog and make changes to the following fields: Date In, Letter Date, Priority, Comments, Issues, Assigned, Out Method, Letter Name, Batch, and Status. When you are finished editing the record, select the Save Changes button. To switch from the dialog to the full Mail record, select the Open Record button. To cancel your changes, select the Cancel button.
When you are returned to the Search results, your changes are visible and the changed record is marked with the green UPDATED flag. If there are unsaved changes, the record will be marked with the Refresh icon. Selecting Refresh only refreshes the surrounding records and does not cause a refresh of all the results.
The following fields are available in the Change Dialog:
This is the date the Mail record was created, but can be changed by typing a new date or clicking the calendar icon and selecting a date from the calendar that appears.
The Letter Date is the date that will appear at the top of the letter, if the selected form letter contains the letter date merge field. Enter a date in this field by typing a date or clicking the calendar icon and selecting a date. If you leave this field blank, IQ will use the date on which the letter is printed or emailed, whether individually or as part of a batch.
Click in this field to set a priority of High, Medium, Low, or None. This information appears on the Mail Paging Search Results. By clicking the Priority column heading on that page you can re-sort mail by priority. You can also search for mail with one or multiple priorities using an Advanced Search.
Record any comments regarding the incoming correspondence in this field.
When you enter this field, either by tabbing to the field or using the mouse, IQ displays a list of issue codes. You can scroll through the list to select an issue code, or enter data in the Filter field to search for specific values. Click the Load More link to see more issue codes. Select a value by clicking it with the mouse, or Tab through the list and select Enter when you are on the desired value. Remove values by highlighting and deleting.
When you enter the Assigned field, either by tabbing to the field or using the mouse, IQ displays a list of IQ users. You can scroll through the list to select a user, or enter data in the Filter field to search for specific values. Click the Load More link to see more user names. Select a value by clicking it with the mouse, or Tab through the list and select Enter when you are on the desired value. Remove values from fields by highlighting and deleting.
This field shows the method by which the letter will be delivered. Click in this field to select another method from the list that appears or type the first letter of a method to enter it in the field.
When you enter the Letter Name field, either by tabbing to the field or using the mouse, IQ displays a list of assignable form letters. You can scroll through the list to select a form letter, or enter data in the Filter field to search for specific values. Click the Load More link to see more letters. Select a value by clicking it with the mouse, or Tab through the list and select Enter when you are on the desired value. Remove values by highlighting and deleting. The Letter Name field includes the following additional filtering options (located at the top of the Filter window):
• All displays all assignable letters.
• Related displays issue/workflow code related letters.
• Recent allows you to select letters assigned to other mail during the current login session.
When you enter the Batch field, either by tabbing to the field or using the mouse, IQ displays a list of batches. You can scroll through the list to select a batch, or enter data in the Filter field to search for specific values. Click the Load More link to see more batches. Select a value by clicking it with the mouse, or Tab through the list and select Enter when you are on the desired value. Remove values by highlighting and deleting. The Batch field includes the following additional filtering options:
• All displays all possible batches.
• Mine displays batches owned by the logged-in user.
• Recent displays batches used during the current login session.
• Add allows you to add a new batch name and make this record the first record in that batch.
The Status field records the status of the mail record. This field normally defaults to Approved when you add a new record. If your User ID is set up to require approval of mail before it is sent, this field will default to On Hold. When you print the final letter or send the e-mail message, the status is automatically changed to Completed. You can change the status to Completed by clicking in the field and selecting that status. To place a piece of mail on hold and prevent it from being printed in final either individually or as part or a batch, or sent as an e-mail message, select the On Hold status.