This document summarizes an Excel-based search tool created by the author to quickly match customer lists to data in a database. The tool uses formulas and macros to replicate how a person would manually search for accounts. It allows for automated searches of up to 70-174 accounts at once in a matter of seconds, compared to searching individually which takes 2-5 minutes each. The results and relevant information are then mapped back to the original customer list. The tool also provides manual search, match checking, and analysis capabilities to help users find the best matches and identify areas for improvement over time.

1. Example of my work: QSS File
This search tool is one of my proudest achievements. It works much like an internet search tool, but
I designed it independently from scratch, in Excel. By logically thinking through how a person would
search for an account, I have created a spreadsheet which can replicate that logic through formulas
and macros. Please bear in mind that due to data protection laws, I’ve needed to block out sensitive
customer information!
Overview: What Does It Do?
Lists of customers are provided to us during acquisitions. The search tool matches this customer
data to that held on system far more quickly than by looking them up one at a time. To give an idea,
searching for one account on system and finding the best match can take 2-5 minutes; it takes this
tool only a few seconds. By clicking ‘Quick Search’ and entering the number of searches required,
you can make a cup of tea or write an e-mail while the spreadsheet does all the hard work! A whole
day of work can be easily completed in less than an hour, usually far less. All search results, along
with data on the searches, are saved to a background table. The results and all relevant information
is then mapped back to the original list of customers.
Functions: Auto-Search
The 3 automated searches work by taking key elements of the address, using these to search
through the database, then analysing and sorting the results according to accuracy. It will pick the
top match, provided it is above the accuracy % threshold provided, but it can add a bias to search
results (more on that later). The auto search macro will simply repeat this over and over, thus
replicating what a person would do, only far more efficiently.

2. There are 3 auto search banks:
1) Numeric (up to 70 matches). Generally a combination of building numbers and postcodes. It will
filter out suspiciously long numbers which appear to be purchase order numbers etc. before
searching.
2) Alpha (up to 70 matches). Isolated text strings, although it strips out generic words like
'university', 'road' etc. (this list is user-defined, so it can be updated at any time, thus improving
search performance).
3) Alphanumeric OR e-mail address (up to 34 matches). If 'e-mail' is chosen, it will still use an
alphanumeric search where no e-mail address has been provided.
70-174 accounts matched every time (allowing for duplicates between search banks).
Functions: Manual Search
The manual search is far easier than searching on the system, as it tries to help you by sorting results
and suggesting better searches.
- It allows wildcard searches by typing name or address elements, automatically replacing spaces in-
between words with asterisks. There is an option to limit it to exact text strings, but it’s something
that would be used rarely.
- It sorts search results by most accurate, but can also add bias according to user settings (in this
case, the bias is according to an industry standard called Ringgolding).
- Any account can be chosen, by clicking the tick alongside.
- If the manual search bank is full, it will suggest you type more information.
Functions: Check Matches
After an automated search has been completed, clicking on 'check matches' will sort the results
according to accuracy, but also takes full search banks into consideration, as it identifies there could
be better matches available. The user is then directed to the non-matches first and can flick through
from there, doing a quick manual search where required. In other words, there’s no need to go
through all the results, as it will sort and direct you to the data which requires attention.

3. Functions: Search Analysis Tool
The tool saves the results to a background table as it goes along. This data can then be exported to a
search analysis tool. (Worth noting that performance is measured by potential, using a ranking
system - as 3 search banks could potentially identify the same account, there isn't always a 'winner').
Results are analysed and provide information on this particular dataset, but can once again be
exported to a results table which will over time assist in highlighting any potential improvements for
the search tool. Ergo, it searches, helps where necessary, maps, and provides feedback on its own
performance, allowing for future improvements.
So, that’s a brief overview of this search tool. It’s a very simplified explanation of what it does and of
course I can’t go into too much detail about the technical aspects, but hopefully you’ll be able to see
what it is capable of. This is just one example of the sort of thing I do in my role and there are many
more Excel-based tools of this sort which I have created.