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EMS Software, LLC

Searching with the Browser

You can use the Browser to search at a very detailed level for reservations, bookings, service orders, resources, web reservations, and pre-defined queries. The results are listed in a calendar view. You can perform a basic search or an advanced search:

  • In a basic search, you specify basic information for a reservation when you first create it, such as the starting time, the end time, the group for which the event was scheduled, the group contact name, and so on.
  • An advanced search is a field-level search that is carried out at the reservation level, the booking level, the booking detail level, the booking detail item level, or any combination of these. For example, in an advanced search, you can specify criteria as granular as who added a specific booking detail item.
 Concept: A web reservation is any reservation that a user has submitted through VEMS. 
The Web Reservation searching tool is identical to the Browser searching tool with one exception—when the Browser opens for the first time, the Browse for function is set to Reservations, whereas the Web Reservation tool is set to Web Reservations. As a result, although this section is written from the perspective of using the Browser, all the information can be applied when using the Web Reservation searching tool.

Searching in the Browser

1. On the EMS toolbar, click the Browser icon . the Browser window opens. When the Browser window first opens, it defaults to the Results tab, set to the current month and year.

 

 

 

 

 

 

 

 

 

 

 

 

 

2. Click the Filter tab (if needed) to begin setting criteria for your search. You can toggle between a Basic or Advanced using toggle button.

Basic Search

1. Toggle for a Basic search. On the Browse For field, set the search to focus on reservations, bookings, service orders, resources, web reservations, or a pre-defined query.

2. Enter search criteria using the fields as defined below.

Field

Description

Starting Date

Ending Date

These fields set the date range for the search. The default value is the current month and year, but you can change these values if needed.

Use Specific Times

Clicking this option adds specific Starting Time and Ending Time fields to your search criteria.

3. You can specify fields from the booking, reservation, service order, and so forth as part of your search criteria by using the arrow buttons to move them from the left panel to the right panel. The level of the field is noted in the list, for example, the "Booking... Room Design" field means your search will pull all events that have the value you specify in the Room Design field at the booking level.

When you move a field to the right panel, you will be prompted to enter a field value for which to search. 

Tip: Click Add to Favorites to save a field on the Favorite Fields tab for future searches. You can also move items from the right panel into the Favorite Fields or Saved Values tabs in the left panel.

When you enter a search value for a field, you can click  the Save Value option to add it to the Saved Values tab for future use.

3. You can click Options and set additional search options.

4. Click Get Data or Refresh. The search results are listed on the Results tab in a calendar view.

You can do the following from this page:

• Change the Browse For field at the top to refresh the results to focus on reservations, bookings, service orders, resources, web reservations, or pre-defined queries.

Open a reservation. booking, service order, etc.: double-click on the item in the results tab to open it in the Navigator.

• Click Print to print the search results.

Email attendees: select an event and either click Email (if enabled) to start a pre-addressed SMTP email to the group for that event (see Sending Email from EMS), or click Outlook>Send Invitation (if enabled) to message attendees via Outlook. Your Administrator must set a system parameter to enable these functions.

• Click Export to export the search results to a Microsoft Excel spreadsheet.

Work with Service orders: To mark Service Orders as Reviewed, select the service order, or CTRL-click to select multiple service orders, and then click Review > Mark as Reviewed. To change the state of Service Orders (when they uses them), click Change State. For detailed instructions in using the page that appears next, see Searching with the Service Order Management Browser.

• Click Filter to return to the Filter tab, make any necessary changes to the search criteria, and then repeat the search.

• Click Refresh to re-query the database based on the current search criteria.

5. Click Close to save your changes and settings.

Tip: To reset the columns to their default values, click the Reset button.

Advanced Search

1. Toggle to the Advance search using the button.

2. Starting Date and Ending Date default to the current month and year. Enter your date range as needed.

3. Click Options if you wish to add the search options: Date/Time Filter, Number of Records to Return, Get Data when Calendar Opens, When Filtering By Specific Room, and Change Calendar Day Count Color..

4. Enter search criteria using the fields as defined below.

Field

Description

Starting Date

Ending Date

The default value is the current month and year, but you can change these values if needed.

Use Specific Times

Clicking this option adds specific Starting Time and Ending Time fields to your search criteria.

Include Cancelled

Unselected by default Select this option to include canceled bookings in the search.

Group

Your administrator may have re-labeled this field to Customer or Employee.
If the pre-defined list of groups is too extensive to scroll, then click the Search icon emsum_Search_image004.png to open the Groups window and search for a specific group. See Searching for a group and/or contact.

• 1st Contact

• Reservation Event Name

Enter a search string by which to filter your search. The search is not case-sensitive, but your search is limited to the exact order of characters in the string and it must begin with the information for which you are searching. For example, a search string of ed returns include Ed, Edward, Eddie, and so on, but not Ted or Fred.

Building

The default value is set to (all). You can leave this value as is, or you can select a specific building, area, or view.

Room/Building

• If you select a specific building, then (all) rooms in the building are selected by default. You can select a specific room in the building.

• If you select a area, then you can select a specific building that is contained in the area.

• If you select a view, then Room is left blank; however, you can select a specific room to search.

Category

The default value is set to (all). You can leave this value as is, or you can select a specific category (booking detail).

Resource

Available only if you select a category that is a resource or service order. The default value is set to (all). You can leave this value as is, or you can select a specific resource item.

Booking Status

The default value is set to (all). You can leave this value as is, or you can select a specific booking status.

5. Click Get Data or Refresh. Search results are listed on the Results tab just like they were for your Basic Search, with the same options for working with the results.

6. Click Close to save your changes and settings.