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Avalara Help Center

Search for Documents and Customers

This article applies to:Avalara CertCapture

Once your customers and their documents are entered into CertCapture, search your database to find and review customers and compliance documents. 

Once you find what you are looking for, edit your records, or create a report to capture the search results. 

Quick Search

Search directly from the dashboard. Quick Search is a way to find CertCapture by keyword. On the CertCapture dashboard, in the Quick Search box, type all or part of a customer name, customer number, or document ID, and then press ENTER or click the Quick Search icon.

Search results are based on what company is active in the Company Hierarchy. If a company grouping is active, Quick Search returns results from all of the companies within the grouping. If a specific company is active, Quick Search returns results from only that company. 

Control the number of results that can be returned here: My Profile > My Preferences > Viewing Preferences > Quick Search Result Count.

EnterpriseFeatureLaurels-Orange-48x40.pngHoverTT.png Use Quick Search options

Filter your Quick Search to narrow down the results.

  1. At the far right next to the Quick Search text box, click the Quick Search Options icon and then click the search options that you’d like to use.
    CertCapture6-QuckSearchOptions1.png
    • Customer Numbers. Enable to search by customer number.
    • Customer Alternate IDs. Enable to search by alternate ID. A customer's alternate ID would have been entered when their customer record was created. 
    • Customer Names. Enable to search by customer name.
    • Customer Addresses. Enable to search by customer address.
    • Job Numbers. Enable to search by job number.
    • Job Names. Enable to search by job name.
    • Full Wildcard Search. Enable to search records for a string of characters anywhere in their names.
    • Mark BillTo/ShipTo. Enable to display results by BillTo or ShipTo address.
  2. In the Quick Search text box, type a search term, and then press ENTER or click the Quick Search icon. Quick Searches aren't case-sensitive.

Customer search

Use customer search to filter for customers of interest. Use basic search to filter by common criteria. Use advanced search to expand search criteria. CertCapture has default criteria, but you can also use any of your custom fields as filters.

  1. On the CertCapture toolbar, click Search.
  2. On the Search menu, click Customer Search.
  3. In the Customer Search pane, do either of the following:
    • Click Basic, and then do any of the following:
      CertCapture6_CustomerSearch1.png
      • In the Customer Search pane, type any search criteria, such as part or all of a customer name in the Customer Name text box, and then at the lower left, click Get Search Results. CertCapture will automatically look for any customer name that begins with the text that you enter in the Customer Name text box.
      • To see more search options, at the lower left, click either Customer Attributes or Certificate Criteria, and then at the lower left, click Get Search Results.
    • Click Advanced, and then do either of the following:
      • In the Customer Search pane, type any search criteria, such as part or all of a customer name in the Customer Name text box, and then at the lower left, click Get Search Results.
      • To see more search options, click any of the tabs at the lower left such as Certificate Criteria, Certificate Attributes, or Customer Exemption Reasons, type any search criteria in the resulting text boxes, and then at the lower left, click Get Search Results.

Filter your customer search

Filter your Customer Search to narrow down the results.

  1. In the Customer Search pane, at the upper right, click the Filter Options icon and then click the filter options you would like to use.
     CertCapture-Search-Filter dropdown.png
    • Associated Certificate Filtering:
      • Filter With Search Criteria: (default) This setting returns customer and certificate results that match selected filters.
      • Show All Linked Certificates: This setting returns results that match selected filters. It also includes multiple records when certificates are linked to multiple customers.
    • Associated Certificate Display:
      • ​​Only Active Certificate Links: (default) This setting only returns certificates that are used to define the exempt reason for a customer in the given exposure zone.
      • Only Inactive (Replaced) Links: This setting returns certificates that are not supplying the exempt reason due to either another active certificate or a taxable override.
    • Text Field Search Options:
      • Exact Match: (default) This setting returns customer and certificate results that exactly match the case sensitive value entered into a filter criteria.
      • Case Insensitive Exact Match: This setting returns customer and certificate results that match the value entered into a filter criteria, without qualifying upper and lower case letters.
      • ‘Begins With’ Match: This setting returns customer and certificate results that start with the case insensitive value entered in the search criteria.
      • Full Wildcard Match: This setting returns customer and certificate results that includes the case insensitive value entered in the search criteria one or more times.
  2. In the Customer Search pane, at the lower left click Get Search Results.

Certificate search

Find a certificate. Use the advanced option for a detailed search.

  1. On the CertCapture toolbar, click Search.
  2. On the Search menu, click Certificate Search.
    CertCapture6-SearchMenu1.png
  3. In the Certificate Search pane, at the upper right, do either of the following:
    • Click Basic, and then do any of the following:
      CertCapture6-CertificateSearch1.png
      • In the Certificate Search pane, type any search criteria, such as part or all of a certificate ID in the Customer IDs text box, and then at the lower left, click Get Search Results.
      • To see more search options, at the lower left, click either Customer Criteria or Customer Attributes, and then at the lower left, click Get Search Results.
    • Click Advanced, and then do either of the following:
      CertCapture6-CertificateSearchAdvanced1.png
      • In the Certificate Search pane, type any search criteria, such as part or all of a customer name in the Customer Name text box. Default fields and custom fields are displayed as searchable fields in advanced search. Once you've entered search criteria, click Get Search Results.
      • To see more search options, click any of the tabs at the lower left such as Customer Attributes, Customer Exempt Reasons, or Certificate Exempt Reasons, type any search criteria in the resulting text boxes, and then at the lower left, click Get Search Results.

CertCapture can save search criteria from the last search and use it as default for your next search. Configure this option here: My Profile > My Preferences > Viewing Preferences > Remember Search Criteria.

Filter your certificate search

Filter your Certificate Search to narrow the results.

  1. In the Certificate Search pane, at the upper right, click the Filter Options icon and then click the filter options you would like to use.
    CertCapture-Certificate Search-Filter dropdown.png
    • Associated Customer Filtering:
      • Filter with Search Criteria: (default) This setting returns customer and certificate results that match selected filters.
      • Show All Linked Certificates: This setting returns results that match selected filters. It also includes multiple records when certificates are linked to multiple customers.
    • Text Field Search Options:
      • Exact Match: (default) This setting returns customer and certificate results that exactly match the case sensitive value entered into a filter criteria.
      • Case Insensitive Exact Match: This setting returns customer and certificate results that match the value entered into a filter criteria, without qualifying upper and lower case letters.
      • ‘Begins With’ Match: This setting returns customer and certificate results that start with the case insensitive value entered in the search criteria.
      • Full Wildcard Match: This setting returns customer and certificate results that includes the case insensitive value entered in the search criteria one or more times.
  2. In the Certificate Search pane, at the lower left click Get Search Results.

Save searches

Make a search as detailed as you want, and then save it for quick access later.

  1. Do a customer search, certificate search, or job search by using any criteria you wish.
  2. In the Customer Search pane, Certificate Search pane, or Job Search pane, click Save Search.
    CertCapture6-SaveSearch1.png
  3. In the Save Search dialog box, under Name, type a name for your search, and then click Save Search.
    CertCapture6-SaveSearch2.png

Reuse saved searches

Run a saved search.

  1. On the CertCapture toolbar, click Search.
  2. On the Search menu, click Saved Searches.
    CertCapture6-SearchMenu1.png
  3. In the Saved Searches pane, at the right next to any search, click Run Search.
    CertCapture6-SavedSearches1.png

Remove a saved search

Delete a saved search that you no longer need. You can only remove a search that you created.

  1. In the Saved Searches pane, at the right, next to the search that you want to remove, click Remove.
  2. In the Attention! Are you sure you want to delete this saved search? dialog box, click OK.
    CertCapture6-DeleteSearch1.png