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Searching in SmartGov

The tools used to search for records in SmartGov are the same regardless of the page you are viewing. You can run ad hoc searches, define default and saved search filters for individual pages, and adjust the columns that are displayed in your search results.

Running a standard search

  1. Navigate to the page you wish to search from, such as the Search Permits or Search License page.
  2. Click on Search By ().
  3. Click the Add Search Fields drop-down menu and select a field to filter your results.
  4. Enter the relevant information for that search field and click Add to List. *Note: You must click Add to List before you click the Search button in order for your search parameters to save and the search to run.
  5. Repeat this process to add as many search fields as necessary in order to locate the desired records. *Note: Be aware that if you filter your search by too many parameters, certain results may be excluded if they do not match all of the search criteria.
  6. If you are searching within a feature or module that has custom attributes, you can include these in your search by clicking the Select Attributes link.
    1. The Search Field drop-down will now only show the custom attributes that have been created for that feature or module.
    2. Enter the relevant information for that search field and click Add to List.
    3. To return to the default search fields, click the Select Properties link.
  7. Click Search to view your results.

 

Permit list search criteria with 3 examples of selected search fields

Using a wildcard search

When searching in SmartGov, you can use a wildcard in place of any unknown information. You can also utilize the wildcard search in any fields with the magnifying glass icon.

 

  1. In the search field, enter the percent symbol (%) followed by any known information.
  2. This will return all results that include your known information.

 

 

       Bright Idea:

If you do not use the wildcard symbol when entering your search parameters, SmartGov will search the system for an exact match to what you entered. For example, if you search for "200 E Market St" and there is a permit for "200 East Market St" this would not populate in the search results since the address is not an exact match. If you enter "200 E% Market St" the search results would then populate with the permit.

Saved and default filters

Each user can save their most commonly used search fields to quickly locate records in SmartGov. These search fields can be saved as default filters. Default and saved filters only apply to the search or list page on which they were made. *Note: Any default filters saved on the Search Permits page will also display on the All Applications panel of that user's Dashboard.

Creating saved filters

  1. Navigate to the page you wish to search from, such as the Search Permits or Search License page.
  2. Click on Search By ().
  3. Click the Add Search Fields drop-down menu and select a field to filter your results.

 

       Bright Idea: 

You do not need to enter any search values when creating default filters. This will populate with results that match the value each time you navigate to the list. Default filters can be left blank so they can be quickly accessed and updated for ease of searching. You can then select the quick filter above the search icons to add your information each time you search from this page.

 

  1. Click Add to List.
  2. Repeat this process to add as many Search Fields as necessary. If available, you can also add custom attributes to your search by clicking Select Attributes.
  3. Click Search to view your results.
  4. Click the Save Filters button ().
  5. Type the name of your Saved Filter in the Save Current Filter As text box.
  6. Click Save to add this to your list of Saved Filters or click Make Default to save this as your Default Filter. *Note: The Default Filter set for this page will always display above the search buttons. To clear the Default Filter, click the Clear Search button ().

 

Using saved filters

  1. Navigate to the page you wish to search from, such as the Search Permits or Search License page.
  2. If default filters have been created for this page, they will display above the search buttons.
  3. To use a saved filter instead of the default, click the Save Filters icon () and check the box next to the filter you would like to search by.
  4. Click View to display your filtered results. *Note: You can click the Default Filter icon () to return to your default filter.

Select columns

Click the View button () and select View Columns to determine which columns are available to view and sort the records by on this page. You can include your column selections in your Default Filter so they will always show on this page.

 

  1. Navigate to the page you wish to search from, such as the Search Permits or Search License page.
  2. Click the View button () and select View Columns.

  3. In the window that displays, click the plus sign next to the appropriate fields to add them to the columns displayed on your search list.
  4. Click Save to display your selected columns.
  5. If you would like to save these columns as part of your default filters, click the Save Filters icon () and click Make Default. These columns will now be included in your default view of this page.

 

Sort by

Click the View button () and select Sort Order to reorder the list by one or more fields.

 

  1. Navigate to the page you wish to search from, such as the Search Permits or Search License page.
  2. Click the View button () and select Sort Order.

  3. Choose the fields you want to sort by from the Property drop-down menus.
  4. Select the order of the Properties from the Order drop-down menus.
  5. Click Apply to display your sorted search results.