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How do I search for items, individuals, offenses, warrants, etc.?

Each of the Lookup (search) screens has a similar format and functions in a similar manner. They differ mainly in the information that is returned from the search. Note: If the organization has more than one site, select the correct site from the drop-down list under the Signout link before starting any searches.

The basic Lookup steps on every screen are:

  1. In the Search String field, enter the information for the search.
  2. Expand the Search Field options by clicking the Search Fields button.
  3. In the Search Fields box, check the fields to search by or check the All checkbox to search all of the fields.
  4. Click the Search button to begin the search.

Results will appear in the search results section in the lower half of the Lookup screen. If few search results appear, try searching with fewer criteria. If too many results are returned, try adding more search criteria.

Access Lookups from the Quicklist

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From the Quicklist, click on the plus (+) sign next to Lookup to expand it. Next, click on one of the Lookup options:

  • Item
  • Individual
  • Offense
  • Agency Case Number
  • Item Receipts
  • Audit Log
  • Warrant Lookup

Item Lookup

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To access the Item Lookup screen, click on the plus (+) sign next to Lookup in the Quicklist to expand it, then click on the Item link.

Enter at least a few characters in the Search String field or place the cursor in the barcode field and scan the item's barcode. To remove previous barcode information from that field, click the red "X" button. To narrow the search criteria, click the Search Fields button and place checkmarks in the checkboxes next to the fields to be searched (and remove the checkmark from the All checkbox if applicable).

When ready to search, click the Search button.

The search results will appear in the lower portion of the screen with the item number, ACN, item type and description. Click the ACN link to go to the Agency Case Number Search screen with the information on that case, along with icons for adding attachments, editing information, etc. Click the Description link to open a window with the item details, reconciliation history, disposition status, and chain of custody. Click the Item Receipts icon to open a window with that information. To print one or more barcodes, place a checkmark in the checkboxes for the items that need barcodes printed, then click the Print Barcode button.

To clear the search results and/or field entries, click the Clear button.

Individual Lookup

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To access the Individual Lookup screen, click on the plus (+) sign next to Lookup in the Quicklist to expand it, then click on the Individual link.

In the Search String field, enter at least the first few letters of the name. To narrow down the search criteria by searching only by Warrant number, ACN, first or last name, Individual type, SSN, and/or company name, click the Search Fields button and place checkmark(s) next to the appropriate field names (and remove the checkmark from the All checkbox if applicable).

When ready, click the Search button.

The search results will appear in the lower portion of the screen, showing Individual name, company (if applicable), type, SSN, and ACN, if those fields were recorded for the Individual. Click on the name link to open a window with that Individual's details, or click on the ACN to open the Agency Case Number Search screen with the information on that case, along with icons for adding attachments, editing information, etc.

To clear the information from the Individual Lookup screen and start over, click the Clear button.

Offense Lookup

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To access the Offense Lookup screen, click on the plus (+) sign next to Lookup in the Quicklist to expand it, then click on the Offense link.

On the Offense Lookup screen, enter either the first letters of the Offense or the Offense Code. To specify which fields to search, click the Search Fields button (the default is to search all fields). To search for a certain date range, in the Search Fields box check the Offense Date field and then select a From Date and a To Date.

Click the Search button to start the search. The search results will appear in the lower portion of the screen, showing the Offense name, the ACN, and the Offense Date. Clicking on an Offense name will open an Offense Details window for that Offense. Clicking on an ACN will take the user to the Agency Case Number Search screen where information on Warrants, Agencies, Individuals, Offenses, Items, and Attachments can be found, as well as icons to add attachments, edit Warrant information, etc., can be found.

To clear a search on the Offense Lookup screen and start over, click the Clear button.

Agency Case Number Lookup

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To access the Agency Case Number Lookup screen, click the plus (+) symbol next to Lookup in the Quicklist to expand it, then click on the Agency Case Number link.

If known, select the Agency from the Agency drop-down picklist. Enter part or all of the Agency Case Number in the ACN Number field and/or click on the magnifying glass to search for an Agency Case Number from the ACNs available in ChainLinx.

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Clicking on the magnifying glass on the Agency Case Number Search screen will open a smaller ACN Lookup window. Type in the beginning numbers or letters and click Search, or scroll through the list and click on the ACN number. The window will automatically close and the ACN number will appear in the ACN Number field once an ACN number is selected in this smaller window.

Back on the main Agency Case Number Search screen, place a checkmark in the Search Archive checkbox to expand the search to include archived case numbers.

When ready, click the Search button to begin the Agency Case Number search.

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The search results will appear in the lower portion of the screen. Click the Warrants, Agencies, Individuals, Offense, Items, or Attachments tabs to view those items.

In the search results, click on the presented icons next to each item to perform those actions (e.g., edit Warrant information, add attachments, etc.).

To perform a new search, click on the Clear button (next to the Search Button in the upper portion of the screen) and enter a new ACN number or click on the magnifying glass and clear the previously searched item to enter a new number.

Item Receipts Lookup

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To search for and view or print item transfer receipts, click on the plus (+) sign next to Lookup in the Quicklist to expand it, then click the Item Receipts link. This will open the Item Receipts search screen.

Either enter a case number in the Case Number field and click the magnifying glass to find the correct item number, or place the cursor in the Item Number field and scan the item's barcode. Click the delete icon (red "X") to clear the Item Number field. To only receive search results for Warrant Receive Receipts, place a checkmark in that checkbox.

Click the Clear button to clear the screen and start over.

When all of the search criteria has been entered, click the Search button.

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The search results will appear in the lower portion of the screen with the Transferred From, Transferred To, and Receipt Date. Click the Show Receipt or Print Receipt icons to open the receipt in PDF format (Show Receipt) or to print the receipt.

Audit Log Lookup

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The Audit Log maintains a running list of all system activities performed under each user account.

To view the Audit Log, the permission of Audit Log Lookup - Perform will need to be granted to one or more user roles and the user performing the Audit Log Lookup will need to be assigned to one of the roles.

To perform an Audit Log Lookup, follow these steps:

  1. In the Quicklist, expand Lookup and then click the Audit Log link.
  2. From the User picklist, select the name of the user for whom the Audit Log is to be generated. Select -All- to include all users.
  3. Select a Date Range for the Audit Log.
  4. Click the Search button.

A list of all actions performed by the selected user(s) within the defined date range will be presented on the screen; use the scrollbar to scroll through the list. Click the Clear button to clear the Audit Log.

Warrant Lookup

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To search for cases based on Warrant numbers, use the Warrant Lookup. From the Quicklist, click on the plus (+) sign next to Lookup to expand it, then click the Warrant Lookup link - this will open the Case Lookup screen.

Enter the Warrant number in the Warrant Number field. To remove the mask from the Warrant number, remove the checkmark from the Use Mask checkbox. To include archived case in the search, place a checkmark in the Search Archive checkbox.

When ready, click the Search button.

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The search results will appear in the lower portion of the screen, with Warrants, Agencies, Individuals, Offense, Items, and Attachments tabs. If available, click on the appropriate icon(s) to add attachments, edit Warrant information, edit Individuals, etc.

To clear the search results and start over, click the Clear button (next to the Search button in the upper portion of the screen).

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