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Search for Certificates and Customers

This article applies to:Avalara CertCapture

As your business grows, so does your collection of compliance documents. Find them using the CertCapture search options. Start with a quick search, or perform an advanced search using the customer and certificate searches. Finding information is the first step to acting on it and staying compliant with exemptions.

Once you find what you are looking for, edit or remove details about certificates and customers. If simply searching isn't enough, create reports about certificates and customers to get details on a regular basis and share those details with others in the office.

Quick Search

Search directly from the dashboard.

To search for data in CertCapture, in the Quick Search text box, type a search term, and then press ENTER or click the Quick Search icon. CertCapture6_QuickSearch_icon.png

Note: If you’re at the master company level—the top level of your organizational hierarchy in the company menu at the upper right—when you use Quick Search, it looks across all the companies or entities in your hierarchy and shows the results, including where (in which company or entity) it found the results. If you’re down at a subsidiary level, Quick Search only finds results at that level in your company or entity. The Search Result Count is dictated by specific user Preferences under My Profile in the upper right corner. Under My Profile, select My Preferences > Viewing Preferences > Quick Search Result Count. The options range from 50-500. the value selected determines the number of results listed per page.

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. Click to find all customer records that include part or all of a customer number.
    • Customer Alternate IDs. Click to find all customer records that include part or all of an alternate ID, which is a field that you define when you create a customer record.
    • Customer Names. Click to find all customer records that include part or all of a name.
    • Customer Addresses. Click to find all customer records that include part or all of an address.
    • Job Numbers. Click to find all customer records that include part or all of a job number.
    • Job Names. Click to find all customer records that include part or all of a job name.
    • Full Wildcard Search. Click to find all customer records by using wildcard search characters both before and after the data entered in the Quick Search text box. If you don't select this option, CertCapture will only add the wildcard at the end of the data that you enter, not before.
    • Mark BillTo/ShipTo. Click to display all the records that you find by BillTo or ShipTo addresses.
  2. In the Quick Search text box, type a search term, and then press ENTER or click the Quick Search icon. CertCapture6_QuickSearch_icon.png
Note: Quick Searches are not case-sensitive.

Customer search

Find a customer. Use the advanced option for a detailed search. In addition to system default search fields, any custom fields you've created are available for use as filters within advanced search.

  1. On the CertCapture toolbar, click Search.
  2. On the Search menu, click Customer Search.
  3. In the Customer Search pane, at the upper right, 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.

Note:  CertCapture can save search criteria from the last search and use that as a default for a subsequent search. This option is set by the each user under My Profile in the upper right corner. Under My Profile, select My Preferences > Viewing Preferences > Remember Search Criteria.

Filter your certificate search

Filter your Certificate Search to narrow down 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; 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

Access and rerun 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.

  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
Note: If you don't see Remove next to a saved search, that means you didn't create that search. You can only remove a search that you created.