Finding records

Use this guide when a user cannot find a Lead, student profile, application, document, or task that they expect to see in Edmissa.

Most missing work is not gone. It is usually hidden by the current page, status tab, search term, filter, scope picker, assignment, location, or permissions.

Start with the right work area

First confirm the user is looking in the correct page.

What the user is looking for	Open this page	Check first
Incoming student interest	Leads	Status tabs, source filter, assignment, and whether the Lead was converted or rejected.
A student	Students	Student status, search terms, location, ownership, and duplicate profiles.
Application work	Pipelines	List view, board view, selected pipeline, application stage, and scope picker.
Uploaded files	Documents	Overview counts, Documents tab, document status, document type, and where the file was uploaded.
Follow-up work	Tasks	My Tasks, All Tasks, Completed, due date, assignee, status, and scope picker.

If the user has a direct link and the page opens an access message, use Access and permissions. If the link opens the right page but the list is empty, continue with the checks below.

Clear the current view

Before assuming the item is missing, remove anything that narrows the list.

Clear the search box.
Select All in the status tabs when the page has status tabs.
Remove each active filter.
Open the scope picker and choose the broadest option the user can access, such as All Items or Team Items.
Refresh the list.

The Leads page is a good example. The list uses status tabs, search, a source filter, visible columns, and result counts.

Leads page showing status tabs, search, source filtering, table columns, and the no results state. — Start by checking status tabs, search, filters, and result counts before deciding that a Lead is missing.

If the count changes after clearing filters, the item was hidden by the current view. Reapply filters one at a time to find which filter removed it.

Use better search terms

Search is usually strongest when the user enters a value that appears on the list or detail page.

Area	Search with
Leads	Name, email, phone, or visible Lead details.
Students	Student name, email, phone, city, or another visible student detail.
Applications	Application number, student name, pipeline, or visible application details.
Documents	Document name, document number, filename, or document type.
Tasks	Task title or description.

Use short search terms first. For example, search for part of a name or the first part of an email address. If that works, narrow the search.

Check status tabs

Status tabs are one of the most common reasons users miss work.

Area	Statuses to check
Leads	Pending, Ready, Converted, Reviewed, Duplicate, Rejected, and Failed.
Applications	New, In Progress, On Hold, Completed, Withdrawn, Failed, and Lost.
Documents	Pending, Uploaded, Verified, Rejected, Expired, and Archived.
Tasks	My Tasks, All Tasks, and Completed.

Use All first, then open the status that best matches the situation.

For Leads, check Converted and Duplicate if a user says a Lead disappeared after review. The Lead may already be connected to a student profile.

For Documents, check Archived and Expired if a file used to be visible but no longer appears in normal review work.

For Tasks, check Completed when a follow-up was marked done from the card checkbox or task detail view.

Check filters and source

Filters can narrow lists by source, document type, category, status, priority, assignee, location, or other configured values.

Use this routine:

Remove all active filters.
Confirm the item appears.
Add one filter back.
Repeat until the item disappears.

When a Lead is missing, the source filter matters. The Leads page can filter by sources such as Public Forms, Facebook Lead Ads, Google Forms, Typeform, Jotform, and Generic Webhook.

When a document is missing, filter by document type only after checking All statuses. A file uploaded with the wrong document type will not appear under the expected type.

Check scope, assignment, and location

Many pages use a scope picker, such as All Items, Team Items, Assigned to Me, or My Items. The options a user sees depend on their role.

If the user cannot find work:

Check	Why it matters
Scope picker	The item may be outside the current scope.
Assigned user	The item may be assigned to someone else.
Location	The item may belong to a different branch or operating location.
Created by	Some roles only see work they created.
Team structure	A manager may only see work for their team.

If changing the scope fixes the issue, the item was not missing. The user was only looking at a narrower view.

If the user does not have a broader scope option, review their role in Permissions and scope.

Check where the work was created

Sometimes users search in the right area but expect the wrong kind of work.

Symptom	What to check
Lead is not in Leads	Check whether it was converted, rejected, marked reviewed, or failed during capture.
Student profile is not found	Search Leads first if the student came from a form or connected channel and has not been converted yet.
Application is not in the board	Confirm the selected pipeline. Board view shows one pipeline at a time.
Document is not in the central list	Open the student profile or application where the file was uploaded, then check its Documents tab.
Task is not in My Tasks	Check All Tasks if the user's role allows it, or confirm who the task is assigned to.

For Leads from connected channels, use Lead capture if the Lead never appeared or arrived with missing data.

For applications, use Application stages if the application exists but is in an unexpected stage.

For documents, use Document issues if the file exists but has the wrong status, type, or upload location.

Check access last

If the item still cannot be found after clearing the view, checking status, checking search terms, and checking source or location, review access.

Ask an admin to check:

Access setting	What to confirm
Account status	The user is active and can sign in.
Role assignment	The user has the role expected for their job.
Data access level	The role can view the needed area.
Data scope	The role includes the scope needed for this item.
Location assignment	The user belongs to the right location.
Feature availability	The page or feature is enabled for the workspace.

See Access and permissions for the full access checklist.

Guide	Use it for
Leads	Review Lead statuses, source filters, assignment, and conversion.
Student profiles	Find or create student profiles safely.
Applications	Search application list and board views.
Documents	Search central document lists and contextual document areas.
Tasks and follow-ups	Find tasks by tab, search, status, priority, and assignee.

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