Updated: June 25, 2020 11:31am

Document Lookup

Here are some the key features that are consistent across Prism:

  • Search elements have a dropdown for the user to select the desired value (instead of free-form entry, which is prone to typing errors).
  • Pagination is applied when many records are returned
  • If the selected search element requires an operator, you must set the appropriate operator (e.g. EQUALS or CONTAINS).
  • Permissions control ability of employees to lookup individual document types.
  • Each document lookup area has a corresponding Grid Formats preference where you can define the available filters, default filter set, and default visible columns.
  • A maximum number of 5,000 items can be added to a single document.

Document Lookup Basics
When you access an area like Purchase Order Lookup or Transfer Slip Lookup, you will see a screen that is split into two panes. The left pane is for defining search criteria. The right pane is for displaying the results of your search. (The elements on each side of the screen can be customized in Grid Format preferences. More on that later)

The Filters area (left) and Results pane (right)
PO Lookup

Click the Search By dropdown to see a list of the available filter elements.
Use the scrollbar or arrow keys to view the list. Click the desired element (or press ).
 search by dropdown
An alternative method is to start typing the name of the desired element in the text box. The list of elements is filtered automatically. Select the desired element and press . When you select a filter element, the element is added to the filter pane.
Next, select an operator for the element and enter a value. The operator that is selected will determine how the search is performed. In the example shown below, the "Modified By" element has been added to the filter and the operator is set to Equals. Clicking the dropdown displays a list of employees. The user can scroll the list and click on the desired employee to search for documents modified by that employee. 
Alternatively, you can begin typing the first few characters of the employee's first name. Prism automatically filters the list. Highlight the desired entry and press .
Search Element Operators
When you add a search element to the interface, you must also select an operator. For most elements, you can select the desired value from a dropdown menu. This is easier than typing the value and avoids user-entry errors.

Operator Description
Equals Use this operator if you only want to include documents that exactly match the entered filter value. For example, entering a document number and setting the operator to "Equals" will return only that specific document.
Not equals Use this operator to exclude documents that match the entered filter value. Note: Null values are included even if Not Equals is selected. To exclude null values, use the Is Empty operator instead.
Contains Use this operator if you want to include documents that have the entered string in filter. You can use this operator with filter values like "PO No," "ASN No," etc. For example, entering "101" and selecting "Contains" will return documents numbered 101, 1010, 1011, 1012, 1013, etc.
Is Empty Use this operator if you only want to include documents or records that do not have an entry for the selected filter element. This is a Boolean operator. If you select it, the user input text box is automatically disabled.
Is Not Empty Use this operator if you only want to include documents or records that have an entry for the selected filter element. If the selected filter element is not empty, the document will be included in the search.
This is a Boolean operator. If you select it, the user input text box is automatically disabled.

From the drop-down, select the desired filter element. The default elements available for selection vary by document lookup area but will typically include elements like the document number, Associate, store, etc. You can change the elements available in the Search By dropdown by editing the appropriate Grid Formats preferences.

Selection Description
Active Only active documents are included in the search (default)
Inactive Only inactive documents are included in the search.
All Both active and inactive documents are included in the search.


  When you have the desired Search elements, click the Search button. A list of matching records is displayed. The current document is excluded from the results. Note: If the results list is long, use the pagination buttons to navigate the list.
When you sort a grid column, you will now see a bold up/down arrow in the top right of the column, indicating the order of the sort (ascending or descending). This makes it easy for a user to immediately know which column is being used to sort data as well as the direction of the sort.
In the screenshot below, Inventory search results are sorted by the UPC column in ascending order, as shown by the bold arrow point up.
Sample document lookup sorted by UPC in ascending order:
sort column

Do I have to add the Search By elements to the UI each time?
No. When a user goes back into the area for subsequent searches, the same UI element used before will still be there; however, the operator is always set to the default and will need to be changed, if needed.
Document Numbers
When including the document number you can filter the document list by a range of numbers, or by whether the document has a number (ISEMPTY, ISNOTEMPTY).
When RANGE is selected as the operator, if you enter only the starting number of the range, all documents from that number to the end of the set will be included. If you enter only the ending number of the range, all documents from the beginning of the set up to and including that number will be included.
If you select ISEMPTY, the filter will include documents with a number. (Note: This is an abnormal situation. Typically, all documents will have a number)
Date Ranges
You can enter a Start Date and End Date to match documents created or modified within the date range.

Grid Format Preferences
Grid Format preferences determine the fields that will be available as filter fields in document lookup areas. The fields in the "Selected" list will be available for selection (in the desired order) in the "Search By" dropdown in Purchase Order Lookup grid format preferences:
purchase order lookup grids


The screenshot below shows the fields available in the Search By dropdown in Purchase Order Lookup. Notice how they match the fields in the "Selected" area of Grid Format preferences.
Show Columns
You can also customize the columns that are displayed in the Results grid and the fields that can be added to the grid by users on-the-fly. The column headers Results pane are the fields currently selected in the Show Columns area of Grid Formats.
Default Document Lookup Filters
The following tables show the default fields that are available for selection in the "Search By" dropdown in each document lookup area.
Memo Lookup

Field Type
Created Date Date Range picker
Created By Input
Memo No Number Range
Memo Type Dropdown
Associate Dropdown
Status Dropdown
Reason Dropdown
Store Code Input
Held  


Purchase Order Lookup

Field Type
PO No Input
Vendor Code Dropdown
Associate Dropdown
Modified By Dropdown
Modified Date Date picker


ASN Lookup

Field Type
Modified Datetime Input
PO No Input
Vendor Code Dropdown
Associate Dropdown
Modified By Dropdown
Associate Dropdown
Pkg No Input
Tracking No Input
Held Radio button

Voucher Lookup

Field Type
Voucher No Input
PO No Input
Vendor Code Dropdown
Associate Dropdown
Modified By Dropdown
Modified Date Date picker
Pkg No Input
Tracking No Input

Pending Voucher Lookup

Field Type
Voucher No Input
PO No Input
Vendor Code Dropdown
Associate Dropdown
Modified By Dropdown
Modified Date Date picker
Pkg No / Shipment No Input
Tracking No Input

ASN Lookup

Field Type
Voucher No Input
PO No Input
Vendor Code Dropdown
Associate Dropdown
Modified By Dropdown
Modified Date Date picker
Pkg No Input
Tracking No Input


Pending ASN Lookup

Field Type
Voucher No Input
PO No Input
Vendor Code Dropdown
Associate Dropdown
Modified By Dropdown
Modified Date Date picker
Pkg No Text box.
Tracking No Text box.

 

Field Type
Created Date Date picker
Created By Dropdown
Modified Date Date picker
Modified By Dropdown
Slip No Text box
From Store Text box
To Store Text box


Pending Slip Lookup

Field Type
Created Date Date picker
Created By Dropdown
Modified Date Date picker
Modified By Dropdown
Slip No Text box
From Store Text box
To Store Text box

Transfer Order Lookup

Field Type
Created Date time Date picker
TO # Text box
PO # Text box
Associate Dropdown
From Store Text box