Searching for Learners in Clinical

Overview

Learner Search allows user to search for learner profiles . The search scans names and profile information fields, enabling users to quickly locate who they are looking for.  How much a search shows you will depend on your role's permission levels.

This article will also review how the search tool works.

Searching for Learners 

Permission Requirements

To search for learners, you will need the permission to "View Learners (Basic Info)". However, what search results you will see returned depend on your permission to "View Protected Info" for learners. 

Your search results depend on your specific permissions for each learner. If you have "Basic" access, you can only search by Alias. With "Protected Info" access, you can search the full profile (except for date/time fields). If your "protected info" access is limited to assigned learners, you will only be able to search the full profiles of those specific individuals.

How to Search

To search:

• Navigate to and select a "Learners" tab

• Click on "Find" in the top-right corner
  • You will see the option to search and/or filter by Label/Types

To start using search, select the "Find" option at the top of the screen. Here you will see the option to search and/or filter. 

You can enter for as many words as you would like into the search bar, but ALL words must be present to produce a match 

For example, if you search "Bruce Wayne", the words "Bruce" and "Wayne" must both be present somewhere in the item, but not necessarily in the same location or in a specific order.

If you search more broadly (e.g. "medication"), you will see more results of profiles that contain that same prompt.

Results

Search results start appearing on the screen after a brief delay in typing. You will also see the search term you entered at the top of the screen in a gray box. 

You can clear a search by clicking the "X" on the gray box or by clearing the search bar in the "Find" menu.  Results will also be cleared automatically if you refresh the page or navigate away from the search results.

How Search Works in Motivity Clinical

• Your search results are ranked by where within the item they matched. 
  • For example, if you search for "Annie", a learner that matched to the first name within the profile would be ranked higher than a learner that matched to the mother's name in the profile. 
    
    
• You can combine search with filters to narrow results down further. When used together, filters are always applied to search results. 
• You will see additional search information added to your matching items to show you where the search term was found. This can be used to help you identify why an item matched your search term and guide you in finding the matching information once you open the item. 
  • You can turn the additional information off, by clicking "View" and deselecting "Show Search Details"  

• Searching starts from the beginning of the word only. Matches to the middle or end of the word will not be returned.
• In general, you will need to enter at least the first three characters of a word before getting results.  
  • For example, in most places, entering "ap" will not produce a result but "app" may. 
  • Note: When searching for learner or member names or aliases - you only need to enter two characters to start seeing results. 
• Common filler words are ignored when searching because they would likely produce too many results. These include the words:
  
  • a, an, and, are, as, at, be, but, by, for, if, in, into, is, it, no, not, of, on, or, such, that, the, their, then, there, these, they, this, to, was, will, with
• Search is case insensitive 
• Whitespaces before and after words are ignored 
• Dates and times are not searchable at this time.

Last updated: 1/30/26 by Tatum Winslow