Table of Contents
Video Resources
Click play for a brief overview:
Click through for a hands-on experience:
Overview
Staff members search for and create new client records from the Clients workspace. Before creating a new client record, staff members should always use the Search function to determine whether a record for that client already exists in the system.
Setting Client Search as Home
The Clients > Search workspace can be set as the "home" workspace — the screen that an agency's users will see when they log into the system — by a System Administrator. System Administrators select "Client Search" for the Default User Home Screen field in an agency's Overview page.
If the agency is using a different default home screen, individual staff members can select "Client Search" for the Home Screen Override field in their Account Settings.
Note: If the agency's Default User Home Screen field is already set to Client Search and the individual user's Home Screen Override is set to Agency Default, the user's home screen will automatically be set to the Clients > Search workspace.
Accessing the Client Search Page
To access the Clients > Search workspace from anywhere in the system, click the Clients menu item or Clients icon in the primary navigation menu.
Recently Accessed Clients
Records you recently viewed will appear below the Search bar. The system retains this list after you log out and will display it when you log back in and view the Clients > Search workspace. You can click a client name in the recently accessed section to view the associated client record.
Searching for Clients
To search for a client record that has been entered into Clarity Human Services, enter any of the following into the search field, then press the keyboard's Enter or Return key or click the Search (magnifying glass) icon:
- First name or last name (full or at least first 3 letters)
- Full Unique Identifier
- Full Social Security Number or last 4 digits of Social Security Number
- Date of Birth (e.g. 12/12/1985, 12.12.1985, 12-12-1985)
- Year of birth (e.g. 1985)
You can filter your search data by clicking on the Filter icon to the right of the Search bar.
The filter options are:
- First Name
- Last Name
- Alias
To search for a client record using one of the filter options, choose one of the three filters, enter information into the field and click your keyboard’s Enter or Return key or click the Arrow icon.
A list of clients matching your search criteria will be displayed, with columns for Date of Birth and last four digits of the client's Social Security Number (SSN). If the ROI Status on Client Search Page setting is enabled, an ROI column will also be included; this column indicates the client’s active ROI permission as "No" or "Yes” or if the ROI is “Missing.”
The following information can be found by clicking the Expand/Collapse icon to the left of the client’s name:
- ID
- Alias
- DOB
- SSN (Last four)
- Household Members
- Updated by (Last user)
- Updated on (Date last updated)
To view a client’s record:
- Click anywhere on the highlighted portion of the client’s data row.
- Click the vertical Action Menu (kebab) icon to navigate directly to the client’s enrollments, services, or program history.
Auto Suggest
Clarity Human Services has an Auto Suggest feature that displays potential results as you begin typing in the search field.
Note: Search results are subject to sharing settings.
Additional Search Option
An additional client search option is available by clicking on the global Search icon at the top right of your screen.
This client search option is available throughout Clarity Human Services. When you click the global Search icon, a panel appears that functions like the Client > Search workspace with recently accessed clients, filter options, a column selector, and an Add icon (for adding a new client).
Customize your Search Results View
A Column Selector icon is available that allows a user to add and remove columns from the display.
Each end user can use the column selector to customize their search results view. The user’s selection will save within the user’s browser. The default columns will show if the user uses a new browser. The default columns are:
- Client (Name and Unique Identifier)
- DOB (Date of Birth and Age)
- SSN (Last four digits of the SSN)
- ROI (Release of Information Status)
- Household Members icon (Icon appears if there are household members only; this column is not sortable)
- Housing Status icon (Icon appears if client is housed only; this column is not sortable)
The additional column options are:
- Alias
- Gender
- Race and Ethnicity
- Veteran Status
- Custom fields included on the user’s Client Profile screens based on their agency’s Default Profile screen and user’s Profile Override settings.
The selected "Visible Fields" will show below the Search box on the Clients workspace. You can use the Expand/Collapse arrow to the left of the client name to see the "Collapsed Fields."
Note: The number of columns for "Visible Fields" correspond to screen size. You can only select as many "Visible Fields" as there are columns showing on the screen. The fields will shift between "Visible Fields" and "Collapsed Fields" based on the screen size and the order you choose for selected fields. Higher priority fields can be moved towards the top of the list to make sure they show on a small screen.
End Users can click the empty checkbox next to a selection to add a column to their search results view or click a checked checkbox next to a selection to remove a column from their search results view. The Client (Name and Unique Identifier) column cannot be removed.
End Users can click and drag the columns within the column selector to reorder them in the search results view.
Creating a New Client Record
If you search for a client record and do not find it in the system, follow the steps in the How Do I Create a New Client Record? article to create a record for that client.
Deleting a Client Record
Users with the Delete Any Client access right can delete a client record in either of these ways:
- In the Clients workspace, click the Action Menu (three dots) icon on the client’s row and select Delete Client.
- In the client’s Profile workspace, click the Action Menu (three dots) icon and select Delete.
Before you delete a client record, review the best practices and restoration details in Restoring Deleted Data.
Configuration Resources
System Administrators and Agency Managers have additional access rights to configure search workspace notifications, auto-suggestions, home workspace defaults, and recover deleted client records.
Search Page Notifications
On the client search page there may be a section above the search box where a search page notification is shown when System Administrators have information to share with all users.
- The notification is an “info” style warning. The first 2-3 lines of text show in the section, depending on the length of the message
- If the whole message cannot be shown because it is too long, three dots (ellipsis) will show at the end of the displayed text
- If the user clicks on the notification, the whole message appears so the user can read all the text.
Auto Suggest Setting
Clarity Human Services has an Auto Suggest setting that will display potential results as a user begins typing in the search field.
An administrator can enable this feature for a user in their account at Launchpad > Manage > Staff > Modify the Staff when they are setting up a new staff member. Administrators must have the Manage Agency - Staff access right enabled for an Admin or Manager Access Role Type.
Users can enable this feature themselves in their Staff Member Account Settings.
Setting the "Home" Workspace
The Clients > Search workspace can be set as the "home" workspace by a System Administrator. System Administrators select the Client Search option for the Default User Home Screen field in an agency's Overview page.
Restoring Deleted Clients
Users with the Restore Deleted Data access right can restore a deleted client record from the Clients workspace. Click the Action Menu (⋮) in the workspace header and select Restore Deleted Data. For more information, refer to the Restoring Deleted Data article.
Icons & Tooltips
|
Icon |
Icon/Tooltip Name |
Tooltip |
Icon Location |
|
|
Action menu, also known as:
|
"Show more actions" |
All Screens: typically on the far right of a screen or section |
|
Add | "Add" | Anywhere the Add (plus) icon appears |
|
Expand/Collapse Arrows/Dropdown |
(no tooltip) | All Screens: Anywhere you see this icon, you can click to collapse or expand the section |
|
Double Left Arrows | (no tooltip) | All Screens: Anywhere you see this icon, you can click to collapse the section |
|
Double Right Arrows | (no tooltip) | All Screens: Anywhere you see this icon, you can click to expand the section |
|
Column Selector |
"Show/hide fields" |
All Screens: typically paired with a search bar |
|
Delete | "Delete" | Anywhere the Delete (trash can) icon appears |
|
Edit | "Edit" | Anywhere the Edit (pencil) icon appears |
|
Filter |
"Add a filter" |
All Screens: typically paired with a Search bar |
|
Housed | "This client is currently housed" | Recently Accessed clients |
|
Household | "This client is part of a household" | Recently Accessed clients |
|
Individual Client | (no tooltip) | Recently Accessed clients |
|
|
Information |
Note: This icon information changes based on the location found. |
Anywhere the Information icon appears |
Updated: 10/26/2026