Topic Doc: WebTrac Global Search
RecTrac 3.1
Table of Contents
Table of Contents
Document Summary
Note: Within various RecTrac screens, you will see the terms "Cross-Module Search," "Global Search," and "Multi Search" used. All refer to the same functionality within WebTrac. For purposes of consistency, this document uses "Global Search."
This document will guide you through the basic steps required to add Global Search to WebTrac. It allows your patrons to search from one screen and get results from across your system. For Example: Amy types "swimming" into your Global Search in WebTrac and the results might give her the option to register for youth swimming classes, purchase season pool passes, and go on a daytrip to the beach (Perfect as her daughter needs swim lessons and she's delighted to learn about a trip to her favorite beach!). Tom is a basketball fan and his search results might include tickets to an upcoming exhibition game and an activity to sharpen his basketball skills. Without Global Search, Amy and Tom would have to click on each of following WebTrac searches to get the same information: Activity, Pass, Tickets, and Trip.
Global Search utilizes the following RecTrac Modules depending on license (if desired, you can hide specific module search results):
- Activity Registration
- Pass Management
- Point of Sale - Inventory
- Point of Sale - Service Items
- Point of Sale - Tickets
- Trip Reservations
Note: For an example of the Global Search in action, refer to the screenshots near the end of this Topic Doc.
To enable Cross-Module Search within RecTrac, you must:
- Review your organization's usage of System Codes for Category, Type, Subtypes across the above-mentioned modules and look for consistent usage. You might choose to enable those filters in your Cross-Module Search and it will be confusing to patrons should System Codes for "pool," "pools" and "swimming pools" be available to them with different spelling and coding conventions. You can choose to correct inconsistencies within RecTrac, or not display certain filters to patrons.
- Create a Screen Design for WebTrac Multi Search. The WebTrac Multi Search Screen Design is NOT enabled by default in WebTrac. You use the same basic Screen Design process for WebTrac as for RecTrac, so it will be pretty straight forward and familiar.
- Add your new WebTrac Multi Search Screen Design to your WebTrac menu.
- It's also possible to add WebTrac Multi Search as a link to your WebTrac Splash page with the appropriate URL. The link ends with Search.htm?Module=Global and you can place it wherever you want it available to your patrons. For comparison purposes, a single module search for activities is Search.htm?Module=AR.
License – Maintenance Agreement
The WebTrac Cross-Module Search Interface is free. Use of the interface requires a VSI license and annual maintenance agreement for RecTrac and WebTrac and the component modules discussed in this document. Prior to implementing any process outlined in this document, please contact the Vermont Systems Sales department at 1-877-883-8757 to verify that you are authorized to use the modules discussed in this document and if not, to obtain a quote and/or approval.
Setup Steps
This document will walk you through the basic steps required to create Cross-Module Search within WebTrac. If you have additional questions about Cross-Module Search after reading this document, please contact Vermont Systems Customer Service by phone at 877-883-8757 or generate a Support Case through the Customer portal of the Vermont Systems web site using your Customer ID and password.
Before You Begin
This document is written with the following assumptions. If any of the items listed is NOT true, contact Vermont Systems Support prior to continuing.
- Your organization is running RecTrac 3.1.04.00 or greater.
- WebTrac is fully installed, configured, and running.
- You know how to access your organization's WebTrac.
- The User ID with which you sign into RecTrac has the requisite permissions and ability to access all functions discussed within this Topic Doc, to include but not limited to: System Code Management, WebTrac Management Screen Management, and WebTrac Menu Management.
File Maintenance Setup
This document will guide you through the basic steps required to add Cross-Module Search to WebTrac.
Note: All file paths and screen/tab locations in this document refer to file paths and screen/tab locations as they appear in the standard, default VSI Design. Your setup and Design may vary.
Reviewing Code Consistency Across Modules: Category, Type, Subtype
Before implementing Global Search with WebTrac, review your organization's usage of System Codes for Category, Type, Subtypes across the above-mentioned modules and look for consistent usage. You might choose to enable those filters in your Global Search and it will be confusing to patrons should System Codes for "pool," "pools" and "swimming pools" be available to them with different spelling and coding conventions. You can choose to correct inconsistencies within RecTrac, or not display certain filters to patrons.
View your coding through the System Code Setup Report.
- In RecTrac, go to the Reporting Ribbon • Report Listing • System Setup group • System Code Reports.
- All System Codes within your database are shown within a DataGrid. Use the Type filter and select the Category, Type, and Subtype codes for the Activity, Inventory Item, Pass, Service Item, Ticket and Trip Modules.
Notes: You can also enable all filters within WebTrac and view how they display.
Choose to do one of the following within RecTrac:
- Standardize and correct codes, as needed, within RecTrac.
- Hide certain filters within the Global Search page within WebTrac. See step 18 in the Creating a WebTrac Multi Search Screen Design section.
To standardize your codes:
- Before beginning, make sure you have a good backup ready to be restored if it becomes necessary. This is a good precaution as a mistake while executing bulk-changes has the potential to necessitate backup restores.
- In RecTrac, go to the Management Ribbon • System Management • Misc Management group • System Code Management.
- Highlight the desired old code and then click the Clone button. Enter the new code and then click Continue. Repeat as needed.
- Use the Bulk Change program for that module to replace the old code with the new code. Repeat as needed.
- Depending on the consistency of your data between modules, it may be a simple process involving just a few System Codes or it could be a process that is a lot more involved.
Note: Unfortunately, the Code Conversion program does not enable you to change Category, Type, Subtype codes.
Creating a WebTrac Screen Design For Global Search
The Screen Management programs (WebTrac Management Screen Management and WebTrac Processing Screen Management) allow you to customize screens in WebTrac for the Design System Code you select.
In this section, you will create a Screen Design for WebTrac Multi Search and configure it. The WebTrac Multi Search Screen Design is NOT included by default, so you must create it. This is the page WebTrac displays when a patron opens Global Search. WebTrac is highly customizable and enables you to tailor what's shown to meet your needs. You can add and remove search filters patrons will use to search your activities, passes, tickets, and trips. You choose which columns are shown in the Search Results tables for the various modules.
- In RecTrac, go to the Management Ribbon • System Management • WebTrac Management group • WebTrac Management Screen Management. The Management Screen Start screen opens.
- The DataGrid contains an entry for every WebTrac Management screen you have modified, if any. Search the DataGrid to see whether the screen you need is already present.
- If it is, highlight/select it and click Change. You will continue to the Update screen.
- If it is not, click Add. You will continue to the Management Screen Add screen. Expand the Drop-down list for Base Screen to select WebTrac Multi Search. Then expand the Drop-down list for Design and choose a Design Code.
Note: For the purpose of example, a Design of WebTracScreenDesign is used. Select the Screen Design your organization uses for WebTrac and it might be different.
If you are unsure which Screen Design your organization uses for WebTrac then do the following:
- In RecTrac, go to the Management Ribbon • System Management • User/Menu/Profile Management group • Profile Assignments.
- Within the Linked Profiles tree, expand the User group and then the WWW (WebTrac User) user.
- Use the Screen Design assigned to the WWW user and then continue this Topic Doc with step #3 below.
If you do not have a Screen Design for WebTrac and/or it isn't assigned to the WWW User:
- Create the Screen Design through the Management Ribbon • System Management • WebTrac Management group • WebTrac Management Screen Management.
- Assign your Screen Design to the WWW User as pictured in the screenshot above.
- Use the Screen Design assigned to the WWW user and then continue this Topic Doc with step #3 below.
- Click Continue. You will continue to the Update screen.
- This section discusses the three (3) primary areas of the Screen Update program and their basic functionality: Available Fields, Fields on Screen, and Field Parameters.
- Available Fields enables you to add new fields to the screen. For the WebTrac Multi Search Screen Design, all possible fields are already added by VSI and therefore your usage of the Available Fields area is limited (i.e., only if you want to add new Groups).
- The Fields on Screen column appears in "tree" format and lists the Tabs, Groups, and Fields that appear on the WebTrac Multi Search screen. As a general rule, Fields nest into Groups, and Groups nest into Tabs; and "top to bottom" on the tree equates to left to right on your screen. For this screen, this tree contains the filters and buttons available at the top of the Multi Search screen. Additionally, it defines what fields are shown in results of a search. Each module has its own results table, and you can configure those tables independently.
-
Field Parametersenables you to:
- Label a field.
- Set a default value for a field.
- Change the field status.
Note: VSI strongly recommends setting FieldStatus to Hidden for fields you do not wish to display on the Global Search screen. If you later choose to display that field, then it is as simple as changing it back from Hidden to Updateable. Although you can drag fields from the Fields on Screen area to the Available Fields area that can create more work later on to rebuild the screen.
- Expand GlobalWebSearch_Tab1 (Tab) within the Fields on Screen area.
- Expand Search Criteria (GlobalWebSearch_Group1)(Group) within the Fields on Screen area. This group contains the search options your patrons will use at the top of the Multi Search screen.
Note: Within the Fields on Screen tree, you can drag fields up and down in order. Important as the top-most item within a group displays first, and bottom-most item displays last on the screen.
- Expand GlobalWebSearch_Group3 (Group). This group contains the buttons (Search and Reset) your patrons will use at the top of the Multi Search screen.
- Expand GlobalWebSearch_Group4 (Group). This group contains the search results tables for different modules that are displayed to your patrons. Although each table is listed separately, the Search Results will show together. The two and three letter codes refer to the following:
- AR - Activity Registration
- PM - Pass Management
- PSI - Point of Sale, Inventory
- PSS - Point of Sale, Service Items
- PST - Point of Sale, Tickets
- TP - Trip Reservations
Note: The Record Status field on the Module Results Table determines which are shown or hidden from Global Searches.
- Expand GlobalWebSearch_Output_table_AR (Table) within the GlobalWebSearch_Group4 group. This is the results table for Activity Registrations.
Establishing Search Fields for Global Search
- For the purpose of example, you will hide the Subtype field and follow this process for any fields your organization wishes to on the Multi Search screen.
- Click to highlight the SubType field within the Search Criteria Group.
- The Field Parameters DataGrid column displays the basic field structure of the SubType field.
- Within the Field Parameters column, locate the FieldStatus field. Basic Customization can be accomplished using In-line editing.
OR
Click the Advanced Parameters button to continue to the Edit Parameters screen, if desired. For the purpose of example, you'll use In-line editing. - Click the Edit Pencil icon for FieldStatus.
- Click the Picklist icon and change the Parameter Value from Updateable to Hidden.
- Click the Checkmark icon to save your edit to this field.
- Repeat Steps 14-19 to hide additional fields. WebTrac includes many filtering options and you might choose to limit those that are available to keep the process simple and clean looking for your patrons.
Note: You can drag and drop fields into the Additional Settings Criteria Group which is collapsed by default. Patrons can expand the Additional Settings Criteria Group and have additional search options available to them should they want them. The Additional Settings Criteria Group is hidden by default, make sure to click that group and change Hidden to Updateable to see it.
Setting a Default Sort Order
- For the purpose of example, you will set a default way that search results are sorted for your patrons to Description. You can set the order to another value using this same basic process.
- Within the Fields on Screen area, locate the Sort Option.
- Click to highlight the Sort Option.
- Within the Field Parameters area, locate FieldValue.
- Click the Edit Pencil icon for FieldValue.
- Click the Drop-down list icon and change the Parameter Value to Description. This sets the default sort order to the description of the activity/pass/trip/etc….
- Click the Checkmark icon to save your edit to this field.
Hiding Columns Within the Module Search Results Tables
WebTrac displays Global search results within Tables, and by default those tables include all possible fields. For aesthetic purposes, you might want to remove fields in order to make the table display neatly within the allotted space. Otherwise, you might have a table that is wider than the column it is meant to fit within in your WebTrac screen.
- For the purpose of example, you set the Fee Icon's Column Status to Hidden. You can set additional fields to Hidden using this same basic process.
- Expand the GlobalWebSearch_Output_Table_AR within the Fields on Screen area.
- Locate and then click on the GlobalWebSearch_ARColumn_FeeIcon (Fillin). The Field Parameters area populates.
- Within the Field Parameters area, locate ColumnStatus.
Note: It is important to note that you must hide the ColumnStatus and NOT the FieldStatus when working with Results Tables for modules. Hiding the FieldStatus does not do anything when working with Results Tables.
- Click the Edit Pencil icon for ColumnStatus.
- Click the Drop-down list icon and change the Parameter Value from Visible to Hidden.
- Click the Checkmark icon to save your edit to this field.
- Repeat steps 29-34 to hide additional columns within the results tables for this module. You can view your WebTrac and Refresh the page to see if it displays neatly within the page space allotted.
- Repeat steps 29-34 for additional module's results tables.
- Click the Done button at the bottom of the screen.
- The Management Screen Start screen opens. Exit from that screen.
Adding Your Global Search to Your WebTrac Menus
The WebTrac Menu Management program allows you to customize the menus appearing within WebTrac. You will use this program to add your new WebTrac Multi Search Screen Design to the menu location in which you want it to display.
- In RecTrac, go to the Management Ribbon • System Management • WebTrac Management group • WebTrac Menu Management. The Menus Start screen opens.
- The DataGrid contains an entry for the WebTrac menu(s) you have in the system.
- Highlight/select the desired menu and then click Change.
Note: For the purpose of example, a Design of WebTracMenu is used. Select the Menu Design your organization uses for WebTrac and it might be different.
If you are unsure which Menu Design your organization uses for WebTrac then do the following:
- In RecTrac, go to the Management Ribbon • System Management • User/Menu/Profile Management group • Profile Assignments.
- Within the Linked Profiles tree, expand the User group and then the WWW (WebTrac User) user.
- Use the Menu Design assigned to the WWW user and then continue this Topic Doc with step #4 below.
If you do not have a Menu Design for WebTrac and/or it isn't assigned to the WWW User:
- Create the Menu Design through the Management Ribbon • System Management • WebTrac Management group • WebTrac Management Menu Management.
- Assign your Menu Design to the WWW User as pictured in the screenshot above.
- Use the Menu Design assigned to the WWW user and then continue this Topic Doc with step #4 below.
- This section discusses the three (3) primary areas of the Menu Update program and their basic functionality: Available Fields, Fields on Screen, and Field Parameters.
- Available Fields enables you to add new fields to the menu. You will use Available Fields to add a new menu item for the new Global Search.
- The Fields on Screen column appears in "tree" format and lists the Tabs, Groups, and Fields that appear on the WebTrac Multi Search screen. As a general rule, Fields nest into Groups, and Groups nest into Tabs; and "top to bottom" on the tree equates to left to right on your screen. This tree contains the menu structure you use for WebTrac.
-
Field Parameters enables you to:
- Label a menu item
- Hide menu options
- In Fields on Screen, expand the menu structure and locate where you want to place your new Global Search menu option. For the purpose of example, the new menu option will go at the bottom of the Search menu.
- In the Available Fields area, you will locate Global Group. You can scroll in the list until you find the Global Group OR type "Global" into the Field Name filter option at the top.
- Click on the Global Group, drag, and then drop it into the desired menu location. Your selection turns green when it can be dropped.
Note: If you accidently dropped the Global group into the wrong location, you can drag menu items vertically up and down the tree. Click on the Global group, drag, and then drop it into the correct location.
- Click on the Global Group and the Field Parameters area will populate.
- By default, your new Global Group is hidden and therefore does not show within your WebTrac. To show the Global Group:
- Click the Edit Pencil icon for Field Status.
- Click the Drop-down list and change Hidden to Updateable.
- Click the Checkmark icon to save your change.
- If you would like to change the name of your new group, use the Edit Pencil icon for Field Label.
- In the Available Fields area, you will locate Global Search Button.
- Click on the Global Search button, drag, and then drop it into the new Global group within your menu. Your selection turns green when it can be dropped.
- Click on the Global Group and the Field Parameters area will populate.
- By default, your new Global button is hidden and therefore does not show within your WebTrac. To show the Global button:
- Click the Edit Pencil icon for Field Status.
- Click the Drop-down list and change Hidden to Updateable.
- Click the Checkmark icon to save your change.
- Click the Done button at the bottom of the screen.
- The Menus Start screen opens. Exit from that screen.
Previewing in WebTrac
In this section, you will take a look in WebTrac and view the Global Search in action. The example assumes you used the menu location described within this Topic Doc.
- Open your WebTrac in a new web browser window.
- Go to the Search menu • Global group • and then Global Search.
- Use the Search Criteria available on the screen. For the purpose of example, Basketball was entered.
- The search results update according to your criteria.
- If your results table extends beyond the expected screen area, then go back to step 29 in the Hiding Results within the Module Search Results Table section.
- If you have more filters than you need, then go back to step 14 in the Establishing Search Fields for Global Search section.