Finding a specific record for a specific person, vendor, etc. utilizes the Lookup option, which is activated upon opening a screen. The example below is the Lookup option for a screen that holds information for a specific student hence “Student Lookup.”

Note: Lookups that pertain to people or organizations are referred to as person- and organization-related Lookups. Person Lookup, Student Lookup, Applicant Lookup, and Vendor Lookup are a few of the person- and organization-related Lookups found in Colleague.

Basic Lookup

If the ID, or key, for the record needed is known, simply enter it at the Lookup prompt. For example, Rhett Butler’s ID number is 0302980. If this number is entered at the Person Lookup prompt on the Name and Address Maintenance (NAE) screen, information about Mr. Jones is displayed.

Beyond Basic Lookup

When the record ID isn’t known or a new record is being added, the Lookup provides a number of options that help find the record or find out if one already exists using the available information. For example, if Mr. Butler’s ID number is unavailable, his last name can be entered at the Person Lookup prompt.

A look up by name should be done by partial entry to reduce the risk of duplicate entries. For example to locate Rhett Butler at the LookUp prompt you could enter:

BUT - returns all of the students whose last names begin with But.

BUT, R - limits the look up to last names that begin But and a first or middle name that begins with a R. This is the preferred method.

BUTLER, RHETT - returns any student with the name Rhett Butler.

RHETT BUTLER - returns any student with the name Rhett Butler.

The system then goes out to the Person Database and searches the records, compiles a list of all person’s who have the name of “But” associated with their record, then displays that information on a Lookup Resolution Screen

Lookup Resolution Screen

The Lookup Resolution Screen contains the information found from input keyed into the Lookup Prompt. In the example above, 77 pages were found that matched the criteria, and page 19 of the results is shown. Notice that there are two Rhett Butlers. The information in the Data Display for each person can be used to identify which Rhett Butler we are seeking.

The records are read using the Data Display Pattern Block near the top of the screen. For instance, the first Rhett would be read like this:

Sequence Number: 75
Name: Butler, Rhett
Colleague ID Number (Key): 302980
Address: 1 Main St
              Atlanta, GA
Where used: (means files where found)
                      PER – Person file
SSN: Social Security Number
Entry Date: Date person entered
Birth Date: Date person was born

Using the LookUp option can help reduce duplicate entries in the database where a nickname has been used. For example, we want to determine if Penelope Anne Butler is in the database. In the resolution screen above we notice a Penny Anne Butler. If the information in the Data Display matches, then Penelope Anne Butler was first entered using the nickname Penny. This is a common occurrence with many names i.e. Beth/Elizabeth, John/Jonathan, Mike/Michael, etc.

Selecting a Record

To select a record from the Lookup Resolution Screen find the Sequence Number and go to bottom of screen where cursor is blinking in the open box, type in the Sequence Number and click on the “Save” icon or click on the Sequence Selection box to the left of the Sequence Number then click on the “Save” icon.