How can I search for members and articles? (e01)

Thursday, September 29, 2022

Polaris-Team

The various possibilities to search for member, events, projects, newsletters, bulletins, articles and documents in Polaris have one starting point. It is the magnifying glass in the top right corner of the page.

When you click on this icon, the following possibilities are shown:

  1. Search Members (Yearbook) - allows you to find members in any club in your country.
  2. Search New members - shows members joining Rotary or Rotaract in the past 3 moth in your country.
  3. Search Members | In Memoriam - shows members for which their club has written and published an in memoriam article.
  4. Search content - allows you to search the entire web content ( events, projects, newsletters, bulletins, articles and documents) for any word = Google like search

Location of the search element


Search members (Yearbook)

The result list is empty at the beginning, because the entire member list is huge and not useful. You need to restrict the search by entering some term you are looking for and then click on the OSo974FXEAIVkwPlAAI6t8BAP8ADnKgk3FymOxAAAAAElFTkSuQmCC button to start the search.

You should enter at least 3 characters (but more are advisable) in the first field (marked red). It does not matter if the characters are at the beginning, in the middle or at the end of the word. Also upper-, lowercase, umlauts and accent marks are meaningless. If you enter multiple words separated by space, AND operator is applied.

In the example above, the search for "Haber" as a name will return all "Grieshaber" as well as "Häberli", "Häberlin",  "Häberling", "Habersaat" and "Wildhaber, etc.


Words or characters to search for

In the second field (marked blue) you must say which personal data should be searched. You can chose from:

  • first name, middle name and name (default)
  • private or professional address including the zip and city
  • company name
  • classification
  • private or professional e-mail address

This offers you enormous possibilities to find people. E.g. Looking for members living or working in "Lenzburg", or members working in a certain company.

Note: Members may intentionally hide their personal data. In such case you will not find them.


Which personal data should be searched?

In the third field (marked green) you can specify in which club the member should be. You can chose only one club. By default all clubs of the country are searched.

The club list is sorted by district and within district alphabetically by club name. Special clubs, foundation, fellowships and other units are not listed.

If you do not enter any character in the first field (marked red) and choose one club here, then you will get members of that club.


Important remarks to the member search:

  • The search does not use language translation. E.g. search for classification "Attorney" will not return "Anwalt" or "avocat".
  • You can search only for active members. Other contacts, deceased, resigned or expelled members are excluded.
  • Because guests are members in another club, you will find them and see their home club (blue) and guest clubs (yellow).
  • If you want to see members of a club, district or other organization. then it is more convenient to switch to that club and use the member list icon  Sle1UurKdySr9BtMnll16vr3bAAAAAElFTkSuQmCC in the top header line.
  • If you don't want to disclose your personal data to the Rotarian community, you can hide particular fields by adjusting yourself your personal profile. Then it they will be visible only to members of your home club.

  • GDPR
    The member data in the result list is not visible to the public and also not to other contacts! 
    Only active members with valid login can use the search function and see the member data!
  • Intentionally, there is no export of this data into machine readable format like excel.

Which club should be searched?


Search of new members

The search for new members is analogy to the search for members (Yearbook), and will bring only members who joined Rotary or Rotaract in the past 3 months.

As there are usually not too many, the entire result list is shown at the beginning without invoking the "Filter" button. For further restriction, use the filter possibilities described above.


Search members - In Memoriam

The current year is preset in the year selection (green field) and initial list shows all members deceased in the current year. You can reset the filter CCOtLAP8DrvUd1e9+iYsAAAAASUVORK5CYII=to get the complete list or you can choose another year. The first filed (marked red) allows you to restrict the list by entering a name or part of it.

It is possible that you will not find your deceased friend here! Only members for which the club has created In-memoriam article and made it available to the community are shown. Many clubs do not do that. If you do not find the deceased person here, please contact the club secretary. For GDPR reasons it is not possible to search for deceased members in Polaris.


Content Search (as with Google)

The result list is empty at the beginning. You need to define what you are looking for and set restrictions. The search then started by using the v8OuhgtXhpO6BEUA4vFLgN02UI4apIQSBICSUIA8AcIUFTkK0K80gAAAABJRU5ErkJggg==button.

Important Notes:

  • The search only considers content that has the same language as the current page. Example: Articles in French will not be found if your current language is German. If you want this, you have to change the language in the upper right corner and repeat the search.
  • Searching for words like "Lunch" or "Vorstand" which are used in many titles may return large number of hits.

You should enter at least 3 characters (but more are advisable) in the first field (marked red). It does not matter if the characters are at the beginning, in the middle or at the end of the word you are looking for. Also upper-, lowercase, umlauts and accent marks are meaningless. If you enter multiple words separated by space, AND operator is applied.


Word or words you are looking for

In the second field (marked blue) you can restrict the resulting list by time and look for articles only in the given period.

By default no restriction is applied.

Hint: If the result list is very long (>100), then reducing the time period is the most effective measure to reduce it.






Time period restriction

In the third field (marked green) you can restrict the scope of the search to:

  • your home club only (default)
  • all clubs in your district
  • all clubs in your country

If you chose all clubs in your country, the result list may be huge and not useful.

Note: Only articles which are visible to you will appear in the result list. What you can see depends on the visibility of the article and on your rights. If you have more access rights, you may see more articles.



Scope restriction

The fourth field (marked yellow) allows you to restrict the search to a specific type of articles.

  • Newsletters and bulletins
  • Events (calendar)
  • Projects
  • President and governor letters
  • News
  • Photo Galleries (text only)
  • Various
  • General club information
  • Files / Documents

By default all content types are scanned.

The search works also in the content of the files (i.e. inside the document), not only for their names. Only content of documents in the format PDF-A, MS-Word, MS-Excel, MS-Powerpoint is scanned.

Files in archived folders are excluded from the search and will not appear in the result list.

Note: The visibility of the folder may be a reason why you will not find the file.


Important remarks to the content search:

  • If you create new content in Polaris, it will take 2-3 days until the article will appear in the result list. This is because The content must be scanned and indexed first. This process happens over night and in hours of low utilization.
  • The result list is in random order. Maybe the article you are looking for is on the bottom of the list. If the result list exceeds 100 hits, then it is advisable to apply additional criteria to restrict it or to repeat the search with a more specific term.

Content type restriction


General recommendations:

  1. Use specif terms, don't use short or abstract terms

  2. Pay attention to the language you have set for the current page.

  3. If the result exceed 100 hits, apply restrictions to narrow the target.

  4. Use multiple browser tabs to preserve the result list and open the found club, person or article in a new tab.

  5. If you do not find what you are looking for, it may have many reasons:
    • The person you are looking for is not or no longer in Rotary.
    • The file you are looking for is in a archived folder.
    • The document has not the right format and cannot be scanned.
    • The article is not visible for you.
    • The term you are looking for is in other language
    • The personal data of that person are hidden for the community
    • The person you are looking for is other contact
Play around with the tool to get better feel for how it works.