Using Restrictions Lookup List and Filtering

Overview

You can now standardize text in the Restrictions line on the customer screen using a lookup list. This feature helps you track accounts in a consistent manner and makes filtering more effective.

Setting Up the Restrictions Lookup List

Creating Standardized Restrictions

Want to keep track of accounts in a consistent manner?

1. Navigate to the customer screen
2. Click the magnifying glass icon next to the Restrictions line
3. Create entries for your lookup list
4. Select an item from the list when needed
5. Add additional information as you wish (e.g., "Billed Thru Acct#xxxx")

Using Restrictions with the Recurring Research Tool

The Restrictions field is particularly helpful on the Recurring Research Tool when you are looking at the NO RMR tab to identify why an account does not have any RMR.

Best Practice: Use restrictions to document the reason why an account has no recurring revenue.

Filtering by Restrictions

Exact Match Filtering

If you only use what is on the Restrictions lookup list and select that exact text, the Recurring Research Tool will filter for an EXACT match to the text.

Use this when: You want to see only accounts with a specific, standardized restriction.

Partial Match Filtering (INCLUDE)

You can also type in words separated by the "|" symbol (pipe character - on the keyboard, the cap selection above the backslash \ key) for filtering for restrictions that INCLUDE that word(s).

Example: If you have multiple "Billed Thru" restrictions, use this to get a list of all accounts that include "Billed Thru" in the Restrictions line.

Syntax: word1|word2|word3

Exclude Filtering

If you only want to see a subset of restrictions and not others:

1. Enter the text in the restrictions field
2. Check the 'Exclude' checkbox
3. This will show you all restrictions aside from those you've entered in the restriction field

Example: If you know "Billed Thru" accounts are okay, you can exclude them and look at all other accounts with restrictions.

Practical Examples

Example 1: Finding All "Billed Thru" Accounts

• Goal: Find all accounts billed through another account
• Method: Type Billed Thru in the restriction field (with pipe | if searching multiple variations)
• Result: Shows all accounts that include "Billed Thru" in their restrictions

Example 2: Excluding Known Accounts

• Goal: Review problematic restrictions while ignoring "Billed Thru" accounts
• Method:
  1. Enter Billed Thru in the restriction field
  2. Check 'Exclude'
• Result: Shows all other restricted accounts except "Billed Thru"

Example 3: Finding Multiple Restriction Types

• Goal: Find accounts with either "On Hold" or "Cancelled" restrictions
• Method: Type On Hold|Cancelled in the restriction field
• Result: Shows all accounts that include either phrase

Benefits

Using the Restrictions lookup list and filtering provides:

• Consistency - Standardized language across all accounts
• Efficiency - Quick filtering for account groups
• Flexibility - Multiple search options (exact, include, exclude)
• Organization - Better account management and reporting
• Clarity - Easy identification of account statuses

Best Practices

To get the most from Restrictions:

1. Create a standardized list of common restrictions in your lookup list
2. Be consistent in how you document restrictions
3. Use descriptive text that clearly indicates the account status
4. Document reasons for no RMR accounts using restrictions
5. Review restricted accounts regularly using the filtering tools
6. Train staff to use the lookup list rather than free-form text

Quick Reference

Filtering Symbols:

• No symbol = Exact match (when using lookup list items)
• | (pipe) = OR - includes any of the words
• Exclude checkbox = Shows everything EXCEPT the entered text

Need Help?

Still have questions? Contact Cornerstone Holding Co. 847-405-9517 or email us customer.success@alarmbills.com