Tips for searching your Reapit database - using Universal Search

Owned by Fiona Hardy
Last updated: Sept 26, 2022 by Dave Marshall
4 min read

This guide has been reviewed against our global client base and classed as relevant to all regions

The Universal Search function allows quick searching of multiple types of record (properties, applicants, landlords, tenancies, contacts and companies) from a single search field

It returns data across all offices the user has access to and has been designed to allow a quick, yet powerful, search across many records

1. Accessing Universal Search

  • Click the magnifying glass icon
    (always on display top left)

  • The Universal Search field is displayed to the right

  • Any of the following search criteria can be entered: name, address, postcode, reference code, telephone number, e-mail address

  • Enter text in the search field then press Enter on your keyboard

  • See 1a for an example search

For further information on how searching works, see step 3

 

You can also press Control & F on your keyboard to access Universal Search

In this example, the search text high street has been entered:

An option to switch to search archived records is offered below the search field

Clicking an applicant, contact or company link will display the record to the right; the rest of the search results are then shown in a quick list on the left, allowing them to be easily accessed

2. Identifying the type of search

For some searches, the text entered could be a name or an address

After the initial search, the text under the search bar allows you to specify this

  • Select to refine by name or address

  • In this example, address has been clicked to refine the results by address

 

For further information on how searching works, see step 3

 

Buttons at the bottom of the search panel offer options for:

- Advanced Search
Clicking this allows more in-depth searching to be carried out for a chosen record type

- Add New
Allows a new record to be added to the database, to be used when a search did not find a matching record

3. Tips for searching

  • The universal search will exclude inactive Contact/Company records.

 

  • When entering a word it will search:

    • Flat or house name

    • Address1

    • Contact surname

    • Company name

  • If needing to search for text from different fields, e.g. Flat or house name AND Address1, a comma must be used to separate your search text

    • e.g. searching The Bungalow, 6 Long Lane will return the correct results, searching without the comma won’t

  • If your search begins with a letter and contains further numbers and characters, then the system will assume this to be a postcode

    • If a letter-number format is used, such as for plot references (e.g. RG123), it is recommended to prefix your reference with a number (e.g. 1-RG123); the number prefix can be the same for all references

  • If your search has 6 or more numbers the system assumes this to be a phone number and it will remove any characters from the search string if entered before, in between or at the end

    • If the search has less than 6 numbers in it, it will search a combination of the following fields as you would expect (i.e. Flat or house name, Address1 & Company name)

  • A default search scope for property and applicant searches may be in use*

    • For example, if the default search scope for property/applicant searches is set to office, then the search will only return applicants/properties registered to your office, rather than the whole database
      * This is a system setting which may/may not be enabled; settings can be different for applicant and property searching and can be set to negotiator (applicant only), office, department or all

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