Setting Up Search/Match

This chapter provides an overview of PeopleSoft's Search/Match functionality and discusses how to set up Search/Match.

Understanding Search/Match

To use the full functionality of your system, you must maintain the integrity of your database. With users from many departments entering data, you want to minimize the entry of duplicate or multiple records. Search/Match enables you to define criteria to check for duplicate or multiple ID records. The searchable ID types (called Search Types) are:

Person (EmplID)
Organization (organization IDs within PeopleSoft Enterprise Campus Solutions)
Applicant (HRS_PERSON_ID within PeopleSoft Enterprise HRMS Talent Acquisition Manager)

Note. PeopleSoft delivers these ID types as translate values inside the SM_TYPE field. They are delivered as Active, but you can inactivate them depending on the applications that you license. Do not, however, add or delete ID type values.

For each of the three ID types, departments or business areas can, based on user security roles, define their own search criteria to perform a search. The criteria can include defining search rules and placing them in the desired order within a search parameter. Each department or business area can also set what data to display in the results to identify a possible matching ID. Departments and business areas can set up multiple search result codes and give security access to all users or restrict it to specific users who have a certain security role assigned.

You can also set rules and parameters to permit only ad hoc searches to enable users with the appropriate security, to perform custom searches without the constraints of predefined criteria.

Data returned in a search result can contain sensitive information. You can control whether to entirely or partially mask a field or display the entire field. The masking configuration can be controlled with user security access. With search results and display controls defined, users can perform Search/Match to determine if a record already exists before adding one.

You can also enforce the use of Search/Match by setting Search/Match to trigger when a user enters data and saves a new ID. You can choose to either display a warning message alerting the user that at least one ID in the database matches the data entered, or transfer the user directly to the list of IDs that match the criteria. When you enforce Search/Match at save time, the user does not need to navigate to the Search/Match component and re-enter the data to determine whether the ID exists.

You define search rules to identify which fields to search for and how to use them to perform the search. You can use one or multiple search rules. If you use multiple search rules, Search/Match applies the rules in the order that you define. Starting with the first rule, if the system finds at least one match according to that rule, it will stop searching. However, if it finds no match for that rule, it will continue to the next rule, and so on.

Also, if you use multiple search rules, you should order the rules from the most restrictive to the least restrictive. For example, rule 1 could return matching IDs when first name, last name, phone number and national ID exactly match. Rule 4 could return matching IDs when only the first and last name match. In this example, rule 4 could return more potential matching IDs than rule 1. The search rule used by Search/Match could therefore be used as an indicator to users of how significant the returned results are.

A search parameter is a set of one or more search rules that you order sequentially with the lowest (or first) search order level as the most restrictive, and the highest (or last) search order level as the least restrictive. A search parameter must be created even if it contains only one search rule.

When a user runs the search, the system searches according to these rules and search orders until it either encounters a potential duplicate or executes all search sequences and finds no potential duplicate.

Use search result codes to specify the data that you want Search/Match to return in the grids on the Search Results page for the potential matching IDs that it finds. You can define field-level security for fields that you consider sensitive. For example, you might allow some users to see the full birth date, but restrict other users to see only the year (or nothing at all), depending on the Primary Permission List in their user profile.

Some search rules, search parameters, and search results are delivered with your system. You can use these as they are, modify them, or add as many as you need.

Warning! Adding new search fields require significant programming effort and is not recommended.

In Campus Solutions, Search/Match is called inside these batch programs when loading data into your system:

Application Engine Programs:

Search/Match/Post Test Scores (SAD_TEST_PST)
CBAP Post (SAD_CPST_AE)

COBOL Program: ISIR Load process (FAPSAR00.cbl, FAPSARRC.cbl, and FAP00SLD.cbl)

SQR Programs:

Search/Match/Post Process (ADTRNPST.SQR and ADAPPPST.SQR)
Profile Load (FAPFIN04.SQR and FAPFIN05.SQR)
Profile Suspense Recycle (FAPFSR04.SQR and FAPFSR05.SQR)
Profile Suspense Move (FAMVPF04.SQR and FAMVPF05.SQR)
Need Access Load (FANAIN04.SQR and FANAIN05.SQR)
Need Access Suspense Recycle (FANASR04.SQR and FANASR05.SQR)
Need Access Suspense Move (FAMVNA04.SQR and FAMVNA05.SQR)

SQR programs are limited to a maximum of 40 search fields inside a single search rule and a maximum of 30 search rules inside a search parameter. Cobol programs and application engine programs do not have these limitations.

Automatic Search

Automatic search reinforces the use of Search/Match when you create a new ID in a transaction page. To trigger an automatic search from the transaction page, associate the component that contains that page with an active search parameter. When the user enters all of the necessary data to create a new ID on that page and saves the transaction record, Search/Match begins automatically. The system uses the predefined search parameter and the data entered by the user as search criteria. If Search/Match does not find matching IDs, the system saves the transaction successfully. If Search/Match finds at least one matching ID, the system either displays the search results inside a grid on the Search Results page or displays a warning message telling the user that at least one matching ID was found, depending on the setup.

If the component name is associated with a search parameter code only, Search/Match displays a warning message indicating that at least one matching ID was found and on which search order the matching IDs were found. The user is then instructed to either click OK to continue saving the new ID or to click Cancel to avoid saving the transaction and investigate further. In this case, the user can choose to navigate manually to the Search/Match page, enter the search data, and perform the search.

If the component name is associated with a search parameter code and a search result code, Search/Match displays the search results inside a grid on the Search Results page. This enables users to review the potential duplicate IDs without having to manually navigate to the Search/Match page. After reviewing the results on the Search Results page, the user clicks Return and is instructed to either click OK to continue saving the new ID or to click Cancel to avoid saving the transaction and investigate further.

Note. For PeopleSoft Enterprise Campus Solutions, this setup is valid only when creating person IDs or organization IDs from the following components: SCC_BIO_DEMO, ADM_PROSPECT_PROG, ADM_APPL_ENTRY1, QUICK_ADMIT or ORGANIZATIONS.

For PeopleSoft Enterprise HRMS, this setup is valid only when creating person IDs from HRS_PREP_FOR_HIRE component.

Warning! To display the Search Results page at save time, you must have a security role with access to the component interface HCR_SM_SEARCH.

See Enterprise PeopleTools PeopleBook: Security

See Viewing Search Results.

Note. For HRMS, this setup is valid only when creating person IDs from the Personal Data (PERSONAL_DATA) component for commercial HRMS and the Employee Hire (EE_HIRE) component for Federal HRMS.

Understanding Automatic Search Conditions

Search/Match uses phone and email values to perform the search only when a phone or email value is marked as preferred. Therefore, to use PhoneRule and EmailAddressRule inside a search rule triggered automatically when you save a new ID, the ID must have a preferred phone number and preferred email address.

For PeopleSoft Enterprise Campus Solutions, Search/Match uses the address type fields that the user enters when AddressTypeRule is not included inside a search rule triggered when saving a new person ID but Address1Rule, Address2Rule, Address3Rule, Address4Rule, CityRule, CountryRule, CountyRule, PostalRule or StateRule are included. Even if AddressTypeRule is included in a search rule, if you enter more than one address type when creating a new ID, Search/Match reviews the home address type value specified on the Installation - Campus Community page to know which address fields to use to perform the search. If a home address value is not specified on the Installation - Campus Community page, Search/Match uses the first address type that you enter.

Note. HRMS has different Address1Rule, Address2Rule, Address3Rule, Address4Rule, CityRule, CountryRule, CountyRule, PostalRule or StateRule conditions when you save a new person ID.

See Setting Up and Working with Search/Match.

Setting Up Search/Match

To set up Search/Match use the Search Match Rules (HCR_SM_RULE), Search/Match Parameters (HCR_SM_PARM), Search/Match Result Fields (HCR_SM_RSLT_FLDS), Search/Match Results (HCR_SM_RESULT), and Search/Match (HCR_SM_SEARCH) components.

This section discusses how to:

Define search rule codes.
Define search parameters.
Define search permissions.
View or add Search/Match result fields.
Configure Search/Match results.
Enter search results details.
Define search results exceptions.
Configure search result permissions.

Pages Used to Set Up Search/Match

Page Name	Object Name	Navigation	Usage
Search/Match Rule	HCR_SM_RULE	Set Up SACR, System Administration, Utilities, Search/Match, Search/Match Rules	Define sets of fields to search for and identify how to search for them.
Search Parameters	HCR_SM_PARM	Set Up SACR, System Administration, Utilities, Search/Match, Search/Match Parameters, Search Parameters	Combine and order search rules. The combination (called the search parameter) is what the users select prior to performing a search to determine the search fields that they are permitted to search on.
Search Permissions	HCR_SM_PERM	Set Up SACR, System Administration, Utilities, Search/Match, Search/Match Parameters, Search Permissions	Identify who can use the search parameter to perform the search. Also identify which component names, if any, should use the search parameter as part of saving a new ID in the database.
Search/Match Result Fields	HCR_SM_RSLT_FLDS	Set Up SACR, System Administration, Utilities, Search/Match, Search/Match Result Fields	View or add fields that are available to define the search results.
Search Results	HCR_SM_RESULT	Set Up SACR, System Administration, Utilities, Search/Match, Search/Match Results, Search Results	Specify which result fields to include in the search results and control how to display their values. Note. Be careful not to confuse this page with the page also called Search Results with a similar object name (HCR_SM_RESULTS), which is the page on which Search/Match displays returns from a search.
Search Results Detail	HCR_SM_RDTL_PG	Click the Page Navigation button that appears on the Search Results page when you select the Use Detail Page option.	Define the page to use to view more information about a specific ID returned by Search/Match.
Search Results Exceptions	HCR_SM_RESULT_EXCP	Click the Exceptions link on the Search Results page.	Define field-level security exceptions to the data display control that is set on the Search Results Permissions page
Search Result Permissions	HCR_SM_RSLT_PERM	Set Up SACR, System Administration, Utilities, Search/Match, Search/Match Results, Search Result Permissions	Identify who should have access to this search result code. Also identify which component, if any, Search/Match should use this result code when a new ID is added and a potential duplicate ID is found.

Defining Search Rule Codes

Access the Search/Match Rule page.

Ad Hoc Search

Select to permit custom ad hoc searches from this search rule.

An ad hoc search enables users to bypass the institution's predefined search standards to perform a custom search without predefined operands and without limiting the characters to evaluate. For example, an ad hoc search might be first name equals John; whereas, a non-ad hoc search might be set to search only on the first three characters of the first name (in this case, Joh).

Search Fields

Search fields are delivered with your system.

Warning! Adding new search fields require significant programming effort and is not recommended.

Sequence	Enter the order in which you want the search fields to appear when used inside a search parameter.
Search Field and Field Description	Select each search field that you want to assign to this search rule code. When you exit the field, the system displays the associated description. Search fields are the fields on which users are permitted to search. Search fields are delivered with your system. Adding or modifying a search field value requires a significant programming effort. Do not attempt to delete a search field. Note. When you include name, national ID, phone, email, or address fields in the rule without the types (Name Type, National ID Type, phone type, email type or address type), the system searches on all national IDs, phones, emails or addresses in the system for that individual.
Required	Select this check box to require a value in the search field to find a potential match on this search rule. Selecting this check box is useful for making the rule more restrictive. If the check box is not selected, the system accepts blank or nonexistent for this field inside this search rule. For example, if all the fields inside a search rule are marked as required, the user must provide data for each of those search fields to find a match on this rule. However, if the Required check box is not selected, for example, for Date of Birth, the user can still search on that search rule without specifying a date of birth.
Usage	Identify how you want the search to evaluate the field value: Begins With: The value must begin with this data. When you select this value, the Start Position field appears with a default value of 1, and the Number of Characters fields are available for you to define. You cannot modify the start position default value. Contains: The value must contain this data but can be preceded or followed by other data. When you select this value, the Start Position field appears with a default value of 1, and the Number of Characters fields are available for to you define. Equals: The value must be exactly equal to this data. Not Used: Do not use this field value in this search.
Start Position and Number of Characters	Enter the character position where you want the compare to start, and enter the number of characters from that start position to include in the compare. For example, if the usage selected for National ID is Contains, and you enter a start position of 3 and the number or characters of 5, the system compares against the 3rd, 4th, 5th, 6th, and 7th characters in the field value. It will return matching IDs for which the National ID contains these 5 characters. If the usage selected was Begins With, the start position is a default value of 1. You need to specify how many characters from the first character that Search/Match should use to perform the search.
Length	Indicates the number of characters in the search field. When you exit a particular field in the Search Field column, the system displays the total number of characters in the associated field.

See Understanding Search/Match.

Defining Search Parameters

Access the Search Parameters page

Ad Hoc Search

Select to permit only custom ad hoc searches from this search parameter.

An ad hoc search enables users to bypass the institution's predefined search standards to perform a custom search without predefined operands and without limiting the characters to evaluate. For example, an ad hoc search might be first name equals John; whereas, a non-ad hoc search might be set to search only on the first three characters of the first name (in this case, Joh).

Note. Automatic search cannot be performed from a search parameter set to permit ad hoc searches.

Search/Match Rules

Search Order

Enter the order in which to apply the search rule codes of this search parameter. Enter the most restrictive search rule in the lowest order number and the least restrictive search rule in the highest order number.

You can reorder the search rules at any time. When you reorder the rules and save the page, the system displays the rules in the most recent numerical order that you entered.

Search/Match processes the lowest order search rule first; if it finds one or more possible matches, it stops the search and returns the results. If it finds no results, it continues to the next search rule, and so on.

In the search results, the system displays the search order number that corresponds to the search rule where potential matching IDs are found.

You can use only one search rule for an ad hoc search; therefore Search Order fields do not appear when theAd Hoc Search check box is selected.

Search Rule Code and Rule Code Description

Enter the search rule code to use. When you exit the field, the system displays the search rule description. You must enter at least one search rule to create a valid search parameter.

View Definition

Click this link to access the Search/Match Rule page on which you can view or edit the rule definition.

Defining Search Permissions

Access the Search Permissions page.

Search Parameters Access

Full Access

Select to enable all users to use the search parameter code.

Restricted Security Access

This area appears only when the Full Access check box is not selected.

Role Name and Role Description

Restrict the use of this search parameter code to users that have specific roles inside their security profile.

Search/Match Used in Transaction

Component Name and Component Description

If you want to enforce the use of Search/Match when adding a new ID, select the component name where adding a new ID occurs. The system will then initiate Search/Match when a user enters the data to create a new ID and saves the transaction. You can restrict the search to specific components whether you give permissions to all roles or only to specific roles.

Note. A component name can be associated with only one search parameter. However, the same search parameter can be used inside several component names. Select all components where the search parameter should be used.

If Search/Match finds potential matching IDs that correspond to the data entered, the system returns a warning message indicating that one or more matching IDs was found at search order number XX.

Note. This field is available only when the Search Type is Person or Organization.

See Automatic Search.

Viewing or Adding Search/Match Result Fields

Access the Search/Match Result Fields page.

Many Search/Match result fields are delivered predefined and are available for you to use when defining search result codes. The text System Data - not available for update appears for these fields on the Search/Match Result Fields page. You cannot edit the data for the predefined search fields. You can, however, select additional fields to make available for your search result codes.

When you select Add a New Value and enter a name for the results field, the Search/Match Result Fields page appears with enterable fields for you to select the record and field to make available within the search results. To control how the values for a field appear in the results, use the Search/Match Results setup page.

Note. You can use name and national ID fields as search result fields, otherwise type-related, effective-dated fields (address type, email type, phone type, and so on) are not recommended. Names and national IDs are type-related, effective-dated fields that are major indicators of individual uniqueness. Therefore, Search/Match returns a row for each name and each national ID that matches the search criteria. However, for other type-related, effective-dated fields, Search/Match returns only the first match that it encounters, which could be minimal and misleading when trying to detect duplicates.

Configuring Search/Match Results

Access the Search Results page.

Result Set

Use Detail Page

Select this check box to display a Detail link beside each ID returned from a search.

When you select Use Detail Page, the Page Navigation button appears.

Page Navigation

This button appears only when the Use Detail Page check box is selected.

Click to access the Search Results Detail page, on which you can define the page to which you want users to be directed to see more details about a specific ID.

Note. To be transferred to the page that you define here, the user must have security access to the page.

Search/Match Result Fields

Sequence	Enter the order by which the system displays results in the in the Search/Match results grid. You can reorder the result fields at any time. When you reorder the fields and save the page, the system displays the result fields in the most recent numerical sequence that you entered.
Result Field andField Description	Select the data to return with the search results. Fields used to perform the search (search fields) can be different from the fields needed to review the results (result fields). The result fields are defined in the Search/Match Result Fields page.
Display Option	Displays the default display control for that field. You can override this. Select Display Entire Field or Mask Entire Field to display or hide the entire field value respectively . The other options are: Display First: Displays the first specified number of characters of the field value. When you select this, the Number of Characters field appears. You must enter the number of characters to display from the beginning of the field value. Display Last: Displays the last specified number of characters of the field value. When you select this, the Number of Characters field appears. You must enter the number of characters to display from the end of the field value. Display Partial Date: Displays the specified parts of a date field value. When you select this, the Day, Month, Year check boxes appear. You must select which parts of the date to display. For example if you select Year, only the year will appear.
Number of Characters	Enter the number of first or last characters of a field value to display.
Day, Month, Year	Select the parts of the date to display for a date value.
Length	Displays the number of characters possible for the field value.
Exceptions	Click this link to access the Exceptions page, on which you can define field-level exceptions to these results.

Entering Search Results Details

Access the Search Results Detail page.

Detail Page Parameters

Menu Name, Menu Bar Name, Item Name, and Page Name

Select each item that corresponds to the page that you want to use to provide more details about a specific ID.

Action Mode

Select the action mode to define in which mode you want your users to access the detail page. Options are:

Add

Correction

Data Entry

Update/Display

Update

Defining Search Results Exceptions

Access the Search Results Exceptions page.

You can define exceptions to the search results that you set up on the Search Results page. For example, you might have partially masked the birth date field in your search results, but you want the entire field to appear for those who have a need to know. Using primary permission lists, you can set those exceptions here.

See Creating and Maintaining User Profiles.

Field Level Security Exceptions

Primary Permission List and Permission List Description	Select the primary permission lists of the users who will be exceptions to the result field selected. When you exit the field, the system displays the permission list description.
Display Option	Select the display option to use as the exception to the display option selected on the Search Rules page.

Configuring Search Result Permissions

Access the Search Result Permissions page.

Full Access

Select this check box to enable all users to use the search result code

Role Nameand Role Description

Enter roles to restrict the use of this search result code to users that have this role inside their security profile.

Component

This field is available only when the Search Type is Person.

If you use automatic search and want to display a warning message to alert users when potential duplicate IDs exist and you want to display the results of the automatic search, select the same component name or names that you selected on the Search Permissions page for the search parameter. You can restrict the search to specific components whether you give permissions to all roles or to only specific roles.

Note. A component name can be associated with only one search result code. However, the same search result code can be used inside several component names. Select all components where the search result code should be used. If Search/Match finds potential matching IDs that correspond to the data entered, the system returns a Search Results page showing the matching IDs that were found.

See Automatic Search.