To Search for Personal Data

The Personal Data Search facility searches for personal details of people who have been recorded in the software. This facility is provided so that you can easily find what has been recorded in the software for an individual and where the personal details are recorded.

The personal data found can be chosen to be included on a printed report or in an export file in machine readable format - either XLS or CSV - to send to the individual if required. This is one of the requirements of the General Data Protection Regulation (GDPR).

Steps

  1. Open the System folder and click Utilities or click the Administration tab on the Ribbon Bar and then click System - Utilities.

  2. Click Personal Data Search.

  3. Under Search in connection with a person who, choose the relevant option.

  4. Under Find a match, choose the relevant option.

  5. Under Search items, enter your search. All search items ignore the 'case' of the details entered, so for example a postcode of 'nn14 2nh' will find 'NN14 2NH'. The postcode, email addresses, account codes, NI numbers, dates of birth and passport numbers must be exact matches as recorded in the software. The other search items can be partly entered.

  6. Click Search.

  7. On the Results tab:

    1. Under Matches found, select the row that shows the person you are searching for.

To include the row in the report or export file, press F3 or double-click. This will also tick all the detail rows under Personal data.

    1. Under Personal data, check the details of the person.

To exclude a row from the report or export file, press F7 or double-click. Press F8 to include all rows and F11 to exclude all rows.

  1. The personal details can be printed or included in an export file in CSV or XLS format to send to the individual electronically. Only the details that are ticked under Personal data on the Results tab are included.

    From the Action menu, use either Report (F2) to print a report or save it as an XLS document, or Export (F12) to create a CSV file.

    When you save the results of a personal data search in a file, you are creating a copy of someone's personal details. You should keep the files in a secure location. If you send them to an individual consider deleting them afterwards.

If you right-click on a column, a menu of options appears that allows you to sort the details, hide columns, copy data and so on.

The memo information can be viewed by using View Memo (F5) from the Action menu when the memo line is selected in the bottom grid.