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Search for a person, a note or a file

Use the search box in the top bar, or the full results page, to find a record before you create anything new.

Checked against the screens:

Every organisation can choose its own words for the people and roles it works with. When you are signed in, this guide uses your organisation’s words. Otherwise it uses the product’s own.

For everyone. Search only finds what you are allowed to see, so a result list never proves a record does not exist.

Steps

  1. Click the search box in the top bar and type at least two characters.
  2. Try a reference code first, such as the start of one. Codes are the safest way to tell similar names apart.
  3. Use the arrow keys and Enter to open a suggestion. Press Escape to close the list.
  4. Choose View all search results to open the full results page.
  5. On the results page, narrow the list with All, Sessions or Documents. The young people chip is there as well.
  6. Open the result and check the reference code and the date before you add anything.

If it goes wrong

  • If you see No matches., check the spelling and try a shorter word or a reference code.
  • If a person you work with is missing, ask who manages allocation. Do not create a second record.
  • Archived records do not appear in live search. Ask your manager where to find them.

How it links together

Search reads the same records as the rest of the service, filtered by what your role may see. It changes nothing, and opening a result takes you to the record page.

A result for a person leads to their record, a written account leads to the write-up, and a document leads to its file. See the guide on understanding the record.

From a search to the recordYou search, choose a result, and land on the page where the work is done.
  1. TypeTwo or more characters
  2. Pick a resultView all search results
  3. Open it
  4. Check identityReference code and date

What search looks at

Search looks across three things. It checks the young people you can see, the written accounts of their sessions, and the file names of documents attached to their records.

A person matches on their reference code, given name, preferred name or family name. A written account matches on its summary and the notes in it. A document matches on its file name only.

The quick box and the full page

The box in the top bar suggests matches as you type. It is the fast route when you know who you want.

View all search results opens the full page. That page shows up to twenty results in each group, with the words you searched for marked.

Narrow the results

  • All shows every group together.
  • The chip for young people shows people only.
  • Sessions shows written accounts only.
  • Documents shows file names only.

If a group is empty the page says so, for example No sessions match your query. or No documents match your query.. That only describes what you can see.

What search does not show

Search leaves out safeguarding narrative on purpose. Open the safeguarding pages to read concerns. Text in notes can also be hidden from your role.

Results follow your permissions. A colleague may find something you cannot. That is how access is meant to work.

Good habits

  • Search before you create. A second record causes confusion later.
  • Check the reference code, not just the name, when two people sound alike.
  • Do not paste private details into the search box on a shared screen.

Questions people ask

Why does search show nothing for someone I know exists?

You may not have access to that record, or the spelling differs. Try their reference code, then ask who manages allocation.

How many characters do I need to type?

At least two. One letter is too short to search.

Can I search inside a safeguarding concern?

No. Concern narrative is not searched. Open the concern from the safeguarding pages instead.

Does search find archived records?

Not in live search. Ask your manager or admin where archived records are kept.

Can I search by the text inside a document?

No. Only the file name is searched. Name files clearly so they can be found.

Why are some results cut off?

Each group shows up to twenty. Add more of the name or choose a narrower group to see the rest.