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Searching for Mail Items

Last updated: Thu, 27 Apr 2017 19:06:15 GMT
iOFFICE Knowledge Center

Searching for Mail Items

The Mail Search screen is used to locate inbound, interoffice, and outbound mail items that have been checked in to the Mail module. Use the following procedure to locate mail items using this screen.
 

  1. Access the Mail Search screen by selecting Mail → Search from the Sidebar menu. The Mail Search screen displays.
     
  2. Select the Inbound, Interoffice, or Outbound button to designate the type of package you need to locate.

    Instantaneous Search - Mail Search screen
     
  3. Enter search criteria in a search criteria field. For more information on entering search criteria, refer to the Search Criteria section below.
     
  4. Press the TAB key.

    Results matching the entered criteria display on the right-hand side of the screen, organized based on package status (delivered or undelivered). To switch between viewing undelivered and delivered packages, click the unlabeled Package Status toggle at the top of the Results section. The number of packages that match the entered search criteria display to the right of the corresponding status. 
     

    Status toggle - Mail Search screen
     

    If more than 25 records match the search criteria, click the Next 25 button to access the additional records. Similarly, the Previous 25 button can be used to access previously displayed records.  


    Prev - Next 25 - Mail Search screen
     
  5. Once you find the package you need, click the record to view additional details on the Mail Status screen.
     
Search Criteria

Mail items can be located using a variety of criteria. Refer to the following list for more detailed information on how to use the available criteria fields to locate a mail item.
 

  • Tracking #. This field is used to search for mail items by tracking number. You can perform partial or full searches in this field.
     

  • Courier. This field is used to search for mail items by courier. To search for an item from a specific courier, click the  (Arrow) button in this field and select the courier from the displayed list; alternatively, select the All option to display results from all couriers. 
     

  • Package Type. This field is used to search for mail items by package type. To search for a specific type of mail item, click the  (Arrow) button in this field and select the package type from the displayed list; alternatively, select the All option to display results for all package types.
     

  • Route. This field is used to search for mail items by route. To search for an item on a specific route, click the  (Arrow) button in this field and select the route from the displayed list; alternatively, select the All option to display results for all routes.
     

  • Recipient or Sender. These fields are used to locate mail items by a specific recipient or sender. You can perform partial or full name searches in these fields. To search for a sender or recipient, click the User Search link in the corresponding field to access the User Search window, where you can enter a first, last or partial name and select the appropriate user from the results list.

    User Search - Mail Search screen

    Note: The Recipient or Sender field displays as a plain text field or a user search field depending on the package type selected.
        

  • Date Selection. This field is used to search for mail items by date. To display packages entered on the current day or week, click the Today button or the Last 7 Days button, respectively. To enter a date range, click the Date Range button to display the Calendar window, where a beginning and ending date can be selected.

    Date Selection - Mail Search screen

    To remove a date selection from the search criteria, click the Clear button that displays once a selection has been made in the Date Selection field.
     

  • Notes. This field is used to locate a record based on notes entered for the package. Suppose you check in a package for the CEO and enter the note "CEO - deliver immediately" during check-in. If you want to determine whether the package has been delivered in a timely manner, simply enter CEO in the Notes field on the Mail Search screen to locate the package.

    Notes field - Mail Search screen

    This field allows you to effectively use notes to track and prioritize packages. 

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