Microsoft Dynamics® CRM Training
Quick Find Search Criteria
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The fastest way to locate a record in Microsoft Dynamics CRM is through Quick Find, which is located in the top right corner of the main grid for each entity. Users can search by keyword to locate records, and even use the asterisk wildcard to search with partial information. For example, I could be searching for a Contact that I know is associated with an Account with the word “winery” in its title. I don’t know the exact name, but if I enter an asterisk before the word, Dynamics CRM can find Contacts with the keyword contained in their Parent Customer.
There are many situations when time is crucial, and you need to locate a record as quickly as possible. Maybe you’re on the phone with a customer and you need to pull a record associated with them. Understanding how Quick Find searches for records can improve your search time.
Quick Find only searches for certain fields in an entity; those fields can vary between entities. For example, Quick Find only searches for the following fields in the Contact entity: First Name, Middle Name, Last Name, Full Name, Parent Customer, Business Phone, Mobile Phone, and E-mail. If you are trying to locate a Contact by searching for a Job Title or Fax number, you won’t have any luck finding the record. The same goes for any custom fields you have added to an entity.
If you are a System Administrator, System Customizer, or have equivalent privileges, you can configure an entity’s search criteria by adding or removing fields from Quick Find.
To do this, I navigate to Settings > Customization > Customizations, and then click Customize the System. The Solution window opens for the Default Solution. I can select any entity, but I’ll demonstrate using the Contact entity. In the navigation pane, drill down into Components > Entities > Contact > Views.
I now see a list of active Views. At the bottom, notice the one called Quick Find Active Contacts. This is a special View because, even though it is listed as an active View, it does not appear in the View dropdown. This View dictates the Quick Find search criteria, so I open it to configure its criteria.
When the View opens, the first thing I notice are the columns. These aren’t the Find Columns, but rather the columns displayed when results are returned. For example, the address will be displayed in the results of this Quick Find Search, but the search won’t be conducted based on this field. To configure the search criteria, I click Add Find Columns.
A dialog opens where I see every field for the Contact entity. Say I find myself looking for Contacts based on their birthday. Rather than conducting Advanced Find searches, I can have the Birthday field added to the Quick Find search criteria. I select the field, and then click the OK button.
When the dialog closes, I notice that there is no Birthday column. This happens because I have only added it as a Find column, not a View column. I can conduct searches for birthdates, but I won’t be able to see the date listed in the results. To add it to the View, I click Add View Columns, select Birthday, and then click OK. Notice that Birthday appears as a column on the View.
I also have the option to remove Find Columns from the View to prevent Quick Find from searching against them. Removing a field can improve the response time of Dynamics CRM. Since Quick Find searches against all the fields in this View, the more fields it has to check, the longer it will take to get results. This becomes more apparent the larger your database is.
Another important note is that, by default, Quick Find only searches for active records. If you want Quick Find to search for all records, click Edit Filter Criteria. When the dialog opens, clear the filter and then click the OK button.
Back at the View window, I am done making changes, so I click Save and Close. When I return to the Solution window, I have to publish my customizations. I click the Contact entity in the navigation pane and, in the toolbar, I click Publish. Once Dynamics CRM is done publishing my customizations, I can close the window and return to the Contact entity in the Workplace module.
I can now search for Contacts by entering their birthdate. Note that with dates, I have to enter the date, month, and year to get results. I cannot simply enter a month surrounded by asterisks. I know the birthday of a sample Contact named “Rene Valdes”. To test the Quick Find, I type “11/21/1984”. Sure enough, her record appears.
For more tips, tricks, and tutorials, please refer to the Success Portal or our xRM.com blog.