With the release of MatrixMaxx 17.3 Maxx users have the ‘Search Saver’ ability to save Advanced Searches and Exports.
How to Save Searches and Exports
You will notice that after running an Advanced Search that you will see a new button on the results screen beside the existing “Revise Search” button called “Save Search”.
To save an export, use the “Save Export” button at the bottom of the field chooser screen.
Once you have chosen to save a search or to save an export, you will need to fill out these fields:
- Report Name
- Report Section
- Publish to others on the intranet? (yes or no)
When saving, be sure to use a Report Name that will make sense to you when you next visit Maxx. If you’ve selected to save the report so that others in Maxx can also run it (by selecting “Publish to others on the intranet” = yes), this becomes even more important!
The Report Section option allows you to choose where this saved report will show up. For example, if you save an Advanced Invidiual Report, you would most likely choose to save it in Report Section = Contacts. This means that now, in the Contacts Report page (Contacts > Reports) your new saved search will appear.
Publish to other on the intranet allows you to select whether or not only you can see the report (select no) or if others who login to MatrixMaxx can see your saved report. You might end-up having a blend of both types of reports.
Finally, all reports and exports saved will appear on the Reports > View All Reports Page.
What Information do Saved Searches and Exports Save?
Saved reports and exports save parameters, not results. This means that the next time you, or your colleague, runs that report, any new data added to Maxx that meets those parameters will return in that search.
- For example, if you create and save an Advanced Individual Search on the parameter of the first name Krista, it might have 10 results today.
- If next week you add two individual records to Maxx for users who have the first name Krista, (and assuming the other Krista’s haven’t left the database) the next time you run the report it will include 12 results
The Export also save the *fields* that you chose to export, so if you only exported ‘name’ that is what will be saved.
How To View Saved Searches and Exports
- Once you run a report and save it, it will appear under the Reports tab within the location where you saved it. (For example, under Contacts > Reports, or, under Meetings > Reports, depending on where you chose to save the report.)
- All reports and exports saved will also appear on the Reports > View All Reports Page.
- When you login any of YOUR saved reports will be under a section titled “My Reports” (for example, if you navigate to Contacts > Reports, you will see a section called ‘My Reports” where your saved search will appear)
- The format of the saved search name will include the full Report Name, and a link to allow you to edit the report
- For example: This Is The Title of My Saved Report (edit)
- Clicking the edit link will allow you to edit the saved search details (see below)
- If your coworker Brian Miller has run and saved a search and chosen to share it with colleagues, the report title will look like this:
- Brain’s Favorite Primary Contacts List (Brian Miller)
- The full report name is spelled out, and Brian’s name is in parentheses – you cannot edit Brian’s report – only Brian can!
Editing a Saved Search or Export
That’s right! You have the option to edit a saved search or export, however, you can only edit the Report Name, the Report Section, and the Publish to others on the intranet? options. If you need to adjust the parameters of the search or export, you will need to create a new search or export and then save it.
When to Save a Search vs. Create a List
So now you can save a search, but you can still create a list, as well … when do you need to do the list?
- Still need a list for privilege group
- Still need a list for email
- Still need a list for mailchimp integration
- Still need a list for combining multiple inclusion/exclusion criteria, plus random individuals
- Still need a list if you want users to subscribe to it on WWW side
- Use a list if you think you’ll be doing a lot of editing of the criteria