Microsoft Dynamics® CRM Training

How to Set Up Global Search in Microsoft Dynamics 365

Video Details
Welcome to How to Set Up Global Search in Microsoft Dynamics 365. Global Search allows you to query multiple entities simultaneously, and can be accessed from any page within Dynamics 365 using the magnifying glass icon in the upper right corner of the screen; let's walk through how to set it up! Upon installation of Microsoft Dynamics 365, Global Search will automatically be set up with default settings, but you can customize the entities and fields it searches to meet your business needs in under five minutes. Click the down arrow to the right of the current app name, then choose the Settings tile, using the arrows to scroll, if necessary. Click Administration within the System column, and when the page appears, click System Settings. In the window that appears, within the General tab, scroll down to the Set up Search section. Click Select to select the entities for categorized search. Take a look at the Selected Entities column; these are the entities that Global Search currently pulls results from. As you can see, out of the box, it's only querying 8 different entities, but you can actually include up to 10 entities. Be careful, as it will allow you to select more than 10 entities in this window, but upon saving, you'll receive an error if there are more than 10 selected. To add an entity, click to select it in the Available Entities section, then click Add. To remove an entity, click to select it in the Selected Entities section, then click Remove. If you remove an entity by mistake, no worries, simply click to select it in the Available Entities section, and click Add. To change the order results are displayed in, click a selected entity, and click Move Up or Move Down. Click OK when all desired entities are selected, then click OK again. Now that we've set up which entities to search, you'll want to ensure that it's searching the desired fields within those entities. What this means is that you need to update the Quick Find view for the entities included in Global Search, so that the desired fields are being searched within each of the entities. Let's do that now. Click the down arrow to the right of the current app name again, and choose the Settings tile if it isn't already selected. Click Customizations within the Customization column. Click Customize the System. In the window that appears, click to expand the Entities section, then click the name of one of the entities you selected for Global Search to expand. Within the desired entity, click Views. In the list that appears, find the Quick Find view, click the check mark to the left of the view name, then choose Edit from the More Actions dropdown menu. In the window that appears, you'll see a table that shows the columns of information that will display in the Quick Find view for that entity. To the right of the table, you'll see Add View Columns and Add Find Columns. Click Add Find columns. This is where you'll select the fields to search on for Global Search. For example, if I add Address 1: City, and Address 1: State, then I can type a city or state into Global Search and return a list of the accounts located there. Click OK when finished. You'll notice that the columns shown in the table have not changed. This is because we simply added fields to search on; we didn't actually add fields to show in the view. Let's do that now. Click Add View Columns, and check the box for any fields you want to display in the Quick Find View. I'll choose Address 1: State and click OK. Now, you can see that this field is the last column in the table. I can rearrange the columns to move it wherever I want it to be, so I'll make sure that it's selected, and click the left arrow until it's where I want it. When you're finished, click Save & Close. Now, in order to activate these changes, you must click Publish All Customizations. That's it for setting up the entities and fields for Global Search! Now, let's try it out. So, since Accounts is one of the entities I selected to search, and state is one of the fields that will be searched for the accounts entity, let's click the magnifying glass for global search and search for WA. Results from multiple entities may appear, since Global Search searches multiple entities at once. If we click one of the results, we can see that this account, A Datum Corporation, is, indeed, located in Washington. Thanks for watching this video on Global Search!
Video Summary
Welcome to How to Set Up Global Search in Microsoft Dynamics 365. Global Search allows you to query multiple entities simultaneously, and can be accessed from any page within Dynamics 365 using the magnifying glass icon in the upper right corner of the screen; let's walk through how to set it up! Upon installation of Microsoft Dynamics 365, Global Search will automatically be set up with default settings, but you can customize the entities and fields it searches to meet your business needs in under five minutes. Click the down arrow to the right of the current app name, then choose the Settings tile, using the arrows to scroll, if necessary. Click Administration within the System column, and when the page appears, click System Settings. In the window that appears, within the General tab, scroll down to the Set up Search section. Click Select to select the entities for categorized search. Take a look at the Selected Entities column; these are the entities that Global Search currently pulls results from. As you can see, out of the box, it's only querying 8 different entities, but you can actually include up to 10 entities. Be careful, as it will allow you to select more than 10 entities in this window, but upon saving, you'll receive an error if there are more than 10 selected. To add an entity, click to select it in the Available Entities section, then click Add. To remove an entity, click to select it in the Selected Entities section, then click Remove. If you remove an entity by mistake, no worries, simply click to select it in the Available Entities section, and click Add. To change the order results are displayed in, click a selected entity, and click Move Up or Move Down. Click OK when all desired entities are selected, then click OK again. Now that we've set up which entities to search, you'll want to ensure that it's searching the desired fields within those entities. What this means is that you need to update the Quick Find view for the entities included in Global Search, so that the desired fields are being searched within each of the entities. Let's do that now. Click the down arrow to the right of the current app name again, and choose the Settings tile if it isn't already selected. Click Customizations within the Customization column. Click Customize the System. In the window that appears, click to expand the Entities section, then click the name of one of the entities you selected for Global Search to expand. Within the desired entity, click Views. In the list that appears, find the Quick Find view, click the check mark to the left of the view name, then choose Edit from the More Actions dropdown menu. In the window that appears, you'll see a table that shows the columns of information that will display in the Quick Find view for that entity. To the right of the table, you'll see Add View Columns and Add Find Columns. Click Add Find columns. This is where you'll select the fields to search on for Global Search. For example, if I add Address 1: City, and Address 1: State, then I can type a city or state into Global Search and return a list of the accounts located there. Click OK when finished. You'll notice that the columns shown in the table have not changed. This is because we simply added fields to search on; we didn't actually add fields to show in the view. Let's do that now. Click Add View Columns, and check the box for any fields you want to display in the Quick Find View. I'll choose Address 1: State and click OK. Now, you can see that this field is the last column in the table. I can rearrange the columns to move it wherever I want it to be, so I'll make sure that it's selected, and click the left arrow until it's where I want it. When you're finished, click Save & Close. Now, in order to activate these changes, you must click Publish All Customizations. That's it for setting up the entities and fields for Global Search! Now, let's try it out. So, since Accounts is one of the entities I selected to search, and state is one of the fields that will be searched for the accounts entity, let's click the magnifying glass for global search and search for WA. Results from multiple entities may appear, since Global Search searches multiple entities at once. If we click one of the results, we can see that this account, A Datum Corporation, is, indeed, located in Washington. Thanks for watching this video on Global Search!

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