Q: Can I look up an entity using an ID other than the Entity ID?
A: Yes. Most commonly the alternate ID available is the Student ID. Simply key it into the “Alt ID” field and proceed. If that ID is associated with the intended entity, you will find it.
Alternate ID types include for example, Annual Giving Parents Database, Husky Ticket Office ID, KEXP ID, SDB Student ID, UW Employee ID, and UW NetID. Refer to the full list in Lookups > Biographic > ID > Type (drop-down list).
- For specifying a specific short name such as “Lee,” precede the Last/Org Name with “=” and then enter the name in the field.
- Add an Affiliation Code for a donor or alumnus/a.
- Add a Record Type code (for any applicable Record Type) via Biographic > Entity Rec Type > Record Type.
- Limit your results to only deceased or only living entities via Biographic > Entity – Person > Entity Status: “=” Deceased or “Not Equal” Deceased.
Q: I looked up a duplicate entity. How can I find the correct one?
A: In the Duplicate entity’s record, refer to the Biographic > ID’s list. The DPI (Duplicate Primary ID) is the entity ID to use instead.
Q: How should I search for the estate record of a deceased person?
A: If the name of the entity is fairly unique, just use the name of the deceased person. The estate entity will be returned in the results. If the name is more common, use the name, but add also the lookup criterion, Biographic > Entity Rec Type > Record Type “Estate.”
Q: How can I limit my lookup of a name to just a person or just an organization?
A: If your name lookup includes any first or middle name information, your search will automatically include only persons. If your search only includes information in the “Last/Org Name” field you can specify person or organization in the seventh field, “Person or Org,” to limit your results.
Titles (“A,” “An,” or “The”) in Names
Q: I know the corporate entity is in Advance, but I can’t find it.
A: It is possible that the name starts with “A,” “An,” or “The,” and it needs to be included in the search. It is normal for Advance updaters to provide an alias without the leading article for search purposes, but in case an updater has not done that, you can try to search with the leading article, such as “The Air Products Foundation” rather than “Air Products Foundation.” If you find that an alias needs to be provided without the leading article, submit the request to firstname.lastname@example.org.