---
title: Registry Search and Filtering Overview
description: Recruiting participants can be challenging and may delay study timelines. To streamline the process, Ripple sites maintain a registry of all past participants, which is accessible to Site Admins and u
---

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April 15, 2025

# Registry Search and Filtering Overview

Recruiting participants can often be time-consuming and may delay study timelines. To help streamline the process, Ripple provides access to a **Participant Registry**, which includes data from all past participants within your site. This registry can be accessed by **Site Admins** and any users with **registry permissions**, allowing teams to identify and recruit participants for new or ongoing studies without starting from scratch.

Ripple’s registry is managed using two main tools:

- 🔍 **Search Tool** (Red)
- 🔷 **Filter Tool** (Blue)

This article provides an overview of how to use the **Search** tool, including field functionality, best practices, and usage tips. 

![](https://support.enrollnow.io/hubfs/Knowledge%20Base%20Import/support.ripplescience.comhcarticle_attachments360043273512.png)

#### 🔍 Search Tool Overview

The **Search** tool is a free-text input field designed to help you locate participants quickly. It searches across specific fields and returns matches **only when the text begins with** the search term.

### How the Search Tool Works

- **Searches match from the beginning of the text string only**.
- For example, entering `John` will return results such as:
  
    - First Name: **John**
    - Last Name: **Johnson**
    - Address: **John R Road**
- It will **not** return entries like:
  
    - Email: **michaeljohnson@gmail.com**
    - Name: **Sunjohn**

TIP: Use the Filter tool when you need more flexible or advanced search options.

#### ✅ Searchable Fields

The Search tool looks for matches in the following registry fields:

- Family ID
- Global ID
- First Name
- Last Name
- Tags
- Ethnicity
- Race
- Contact Name
- Address 1 / Address 2
- Phone Number
- Email
- Notes

#### 🔎 Search Tips and Examples

### 👤 Searching Multi-Word Participant Names

Ripple's search tool performs **partial matching** for participant names that contain multiple words. This means that even if the full name is entered, the system will search for individual components separately.

#### Example:

If you enter:

**`Aretha Louise Franklin`**

Ripple will attempt to match:

- **First Name:** Aretha
- **Last Name:** Franklin

> ✅ **Tip:** You do not need to enter middle names or full names exactly as stored. Ripple will still return partial matches based on the first and last name fields.

### Decimal or Value-Based Searches

When searching for values that include **decimals or periods** (e.g., BMI scores), make sure to **wrap the value in quotation marks**:

- ✅ `"28.7"`
- ❌ `28.7` *(without quotes, this will not return results)*

This is especially important for searching numeric values stored as strings or with formatting characters.

NOTE: 

### 📇 Searchable Fields in the Contacts Section

When searching within the **Contacts** section of the registry, only specific fields are included in search results. If your search does not return expected results, confirm that your search term falls within one of the searchable fields listed below.

#### Searchable Contact Fields:

- **Contact Name**
- **Address 1**
- **Address 2**
- **Phone**
- **Email**

> 🚫 **Note:** Other fields within the Contacts section (e.g., notes or relationship to participant) are **not** searchable using the Search tool.

### Filters

Filters allow you to segment your registry by demographic or study-specific variables. Filters use pre-existing data and offer drop-downs or input fields depending on the variable type.

![](https://support.enrollnow.io/hubfs/Knowledge%20Base%20Import/support.ripplescience.comhcarticle_attachments360043316611.png)

### Using Multiple Filters in the Participant Registry

Ripple’s **Filter** tool allows users to apply multiple conditions simultaneously to narrow down participant results. When more than one filter is used, the system applies **AND logic**, meaning that **only participants who meet *all* selected criteria** will appear in the filtered list.

#### How Multiple Filters Work

When you apply two or more filters, Ripple evaluates them together. This ensures that:

> **Only participants who satisfy *each* filter condition will be included in the results.**

#### Example Scenario:

Suppose you apply the following three filters:

- **Age**
- **Education Level**
- **Speaking Style**

The registry will only display participants who:

- Are a specific age (e.g., 25),
- Do **not** hold certain educational qualifications, and
- Match a particular speaking style (e.g., "Outgoing/Insightful").

Each of these filters can behave differently depending on how they are configured.

#### Filter Configuration Details

1\. **Age Filter**

- **Type:** Preset field created by Ripple
- **Input:** Open numeric field (you type in a value)
- **Logic:** `"Equal to"`
  
    - Typing **25** will return only participants who are **exactly 25 years old**.

> ✅ Use this when you need an exact age match.

2\. **Education Level Filter**

- **Type:** Custom variable created by your lab
- **Input:** Dropdown menu with predefined values
- **Logic:** `"Not equal to"`
  
    - If you select **"Postgraduate Degree"** and **"Did Not Finish Secondary School"**, Ripple will **exclude** participants with those education levels.
    - The result will include only participants who **do not** match the excluded options (e.g., participants who **completed secondary school but didn’t pursue postgraduate education**).

> 🚫 Use this to remove participants with certain education levels from your results.

3\. **Speaking Style Filter**

- **Type:** Custom variable created by your lab
- **Input:** Dropdown menu with predefined values
- **Logic:** `"Equal to"`
  
    - Selecting **"Outgoing/Insightful"** will show only participants with that exact speaking style.

> 🔎 Use this to match participants with a specific trait or behavior.

#### Tips for Effective Filtering

- Combine filters strategically to narrow your pool without excluding qualified candidates unintentionally.
- Use "Equal to" filters to target specific attributes.
- Use "Not equal to" filters to eliminate certain participant profiles.
- Review each filter's logic type before applying to ensure the desired outcome.

### Understanding Multi-Select Variables in Filters

Ripple’s **Filter** tool allows users to apply complex conditions using **multi-select variables**. The way Ripple interprets these selections depends on whether the selections are made **within a single filter box** or **across multiple filter boxes**.

Understanding the difference between **OR** and **AND** logic is key to building accurate participant queries.

#### Within the Same Filter Box: **OR Logic**

When selecting **multiple options within the same filter box**, Ripple uses **OR logic**. This means the system will return participants who match **any** of the selected values.

### Example:

Filter:

- **Race** = *Hawaiian* and *Native American*

Results:

- Participants who identify as **Hawaiian**, **Native American**, or **both**.

> ✅ Use this method when you're looking for participants who fall into **any of the selected categories**.

![](https://support.enrollnow.io/hubfs/Knowledge%20Base%20Import/support.ripplescience.comhcarticle_attachments360043273572.png)

#### Across Different Filter Boxes: **AND Logic**

When filters are applied **across different boxes**, Ripple uses **AND logic**. This means participants must meet **all filter criteria simultaneously** to be included in the results.

### Example:

Filters:

- **Study Participation** = *Jon Test Study*
- **Study Participation** = *C-New Study*

Results:

- Only participants who are enrolled in **both studies** will appear.
- Participants who are enrolled in **only one** of the studies will be **excluded**.

> 🔒 Use this method when looking for participants who meet **multiple independent conditions at the same time**.

#### ![](https://support.enrollnow.io/hubfs/Knowledge%20Base%20Import/support.ripplescience.comhcarticle_attachments360043273632.png)

#### Summary of Logic Rules

| Filter Scenario | Logic Type | Result Description |
| --- | --- | --- |
| Multiple selections in one filter box | OR | Includes participants matching **any** selected value |
| Selections across multiple filter boxes | AND | Includes participants matching **all** criteria simultaneously |

#### Pro Tips

- Use **OR logic** to broaden your results.
- Use **AND logic** to narrow your pool to highly specific matches.
- Be mindful of how filters are stacked—placing similar filters in multiple boxes may unintentionally restrict your results.

For further guidance on using advanced filtering strategies or setting up multi-select variables, consult our \[Filter Tool Guide\] or contact Ripple Support.

### Combining Search and Filters in the Registry

Ripple allows you to use **Search** and **Filter** tools together to refine participant results with greater precision. When combined, the registry uses **AND logic**, meaning participants must match both the **search term** and the **filter conditions** to be included in the results.

#### How It Works

Using both tools simultaneously enables you to layer text-based search with field-specific filters. This is especially helpful when you're trying to find a subset of participants with specific attributes **and** matching data fields.

### Example Scenario:

You apply the following:

- **Filter:** Age = 65
- **Search Term:** `Elizabeth`

### Result:

Ripple will return participants who:

- Are exactly **65 years old** (per the **Age** filter), **and**
- Have the name **Elizabeth** in one of the **searchable fields** (e.g., First Name, Last Name, Email, etc.)

> ✅ Only participants who meet **both conditions** will appear in the registry.

#### When to Use Combined Search and Filters

Use this approach when you want to:

- Narrow down a filtered list by name, ID, or keyword.
- Find specific individuals within a larger filtered dataset.
- Quickly confirm whether a known participant meets certain study criteria.

#### ✅ Best Practices

- Apply filters first to narrow your dataset, then use Search to pinpoint specific participants.
- Be aware of field logic (e.g., `"equal to"` or `"not equal to"`) in filters to avoid unintentional exclusions.
- Remember that **Search does not override filter results**—it refines them.

For additional guidance or troubleshooting, please consult our articles on \[Using the Search Tool\] and \[Filtering Participants\], or reach out to Ripple Support.![](https://support.enrollnow.io/hs-fs/hubfs/Knowledge%20Base%20Import/support.ripplescience.comhcarticle_attachments360043316751.png?width=1563&height=730&name=support.ripplescience.comhcarticle_attachments360043316751.png)

### Sorting Registry Columns

Ripple's registry allows you to **sort participant data** using two key columns:

1. **Name**
2. **Date of Last Contact (Global)**

Sorting can help you organize and prioritize participant lists based on alphabetical order or most recent engagement. This is especially useful for outreach planning, follow-up tracking, and participant status reviews.

#### How to Sort Columns

To sort a column in the registry:

1. Navigate to the **Registry** tab.
2. Locate either the **Name** or **Date of Last Contact** column.
3. Click the column header to toggle between ascending and descending order.

A small arrow icon will indicate the current sort direction.

#### 🔤 Sorting by Name

The **Name** column allows you to sort participants **alphabetically by last name** in either direction:

- **A to Z** (forward order)
- **Z to A** (reverse order)

### Example:

- Sorting **A to Z** will show participants with last names beginning with **A** first.
- Sorting **Z to A** will show participants with last names starting at the end of the alphabet (e.g., **Zimmerman**) first.

> ✅ Use this option when you want to quickly locate participants by last name or alphabetically organize your registry.

![](https://support.enrollnow.io/hubfs/Knowledge%20Base%20Import/support.ripplescience.comhcarticle_attachments360043316811.png)

#### 📅 Sorting by Date of Last Contact (Global)

The **Date of Last Contact** column sorts participants by the **Global Last Date of Contact** in either **ascending** or **descending** order.

- **Ascending Order:** Shows participants with the **oldest global contact dates** first.
- **Descending Order:** Shows participants with the **most recent global contact dates** first.

IMPORTANT NOTES: 

- Only **contacts marked as Global** are included in this column.
- Non-global contacts will not influence this sort order.

#### Example:

If sorting in **ascending order**, you may see a participant whose last global contact was on **July 31, 2017**, listed at the top—indicating a long period since last outreach.

> 📌 **Tip:** Use this sort to identify participants who haven’t been contacted in a long time and may need follow-up.

![](https://support.enrollnow.io/hubfs/Knowledge%20Base%20Import/support.ripplescience.comhcarticle_attachments360043317111.png)

#### ✅ Summary

| Column | Sort Type | Use Case |
| --- | --- | --- |
| Name | Alphabetical (A–Z / Z–A) | Quickly organize or locate participants by last name |
| Date of Last Contact | Chronological (Oldest–Newest / Newest–Oldest) | Track participant engagement based on global contact history |

 

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