Microsoft Dynamics® CRM Training
Using Lookup and Advanced Find
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Using Lookup and Advanced Find
(The video narrator demonstrates the basics of the Lookup and Advanced Find functions in Microsoft Dynamics CRM Online 2011 by using them in the context of adding members to a Marketing List. To follow along, first create a new Marketing List to experiment with. Navigate to Marketing > Marketing Lists and click New in the ribbon. When the Marketing List window opens, enter "Monthly Newsletter" in the Name field, set the Member Type field to "Contact", ensure that the Static button is selected next to Type, and click Save in the ribbon. Continue with the video.)
The primary purpose of a marketing list is to associate multiple list members for use in one or more marketing campaigns. After you have saved a marketing list, you need to add list members to it. There is more than one way to go about doing this.
One is method is the Lookup feature. Adding members individually by using a lookup is the most straightforward approach to adding members to a list. Because you specifically select each member, you retain the greatest level of control over your list. Furthermore, using a lookup allows you to create a list of records that do not share common data.
The other method is through the Advanced Find feature. Advanced Find allows you to easily search for records that share one or more specified attributes, and then add either all of them, or a selected set from the query results as members of your list.
Let's start with the Lookup feature in CRM Online. I'm already in a static marketing list called "Monthly Newsletter". The members of this list consist of contacts whose full name includes the word "sample". Since the static list has been created, new contacts who fit the standard have been added to the system and I want to include them in the list.
To add members to this list we click the Manage Members button in the ribbon. In the Manage Members dialog, click Use Lookup to add members.
Click OK to close the Manage Members dialog. The Look Up Records dialog then opens. Notice that the Look for field is automatically set to the member type specified for this marketing list, Contacts in this case.
In the View field, I can select from a number of different views in CRM Online. I've selected "Sample Contacts View," a view that I have already created that consists of all sample contacts in the system.
We can now select one or more records and click Add to add them to the Selected records list. Then click OK to add the member or members to the list.
Now let's try adding members to our list using Advanced Find. Once again click the Manage Members button in the ribbon.
In the Manage Members dialog, click Use Advanced Find to add members and then click OK.
In the Add Members dialog, we can begin to set the criteria for this query. If you are already familiar with the xRM.com CRM Success Portal, this will already look familiar to you. In addition to adding members to marketing lists, Advanced Find can be used to identify the criteria of views and lists. Let's look through some of the features here.
First off, click on the Edit Columns button. Here we can reorder the columns of this list. We can also add and remove columns. We can even change the properties of the columns by widening or narrowing them. Once you are finished configuring the columns for this view, click OK.
Back at the Add Members dialog, take a look at the Look for field. Since we are working with a list that is set to Contacts, we cannot change the record type. But let's say you wanted to look for account records, this is where you would identify that.
In the Use Saved View field, we can bring up previously designated criteria. Since we already have a view set for sample contacts, I will select that view here.
Here the Details button turns simple mode on and off. The Clear button removes any set criteria in the list. For details regarding the Group AND as well as the Group OR logic I recommend you watch the "Advanced Find Group AND OR Logic" video already in the portal.
Now that we have identified the criteria of this search, we will now click Find. This will present us with all sample contacts in this CRM Online system; contacts that are already in the marketing list, as well as ones that are not.
Now we review the results. We can go through and add the new sample contacts manually by checking the individual boxes, or we can opt to add all members included in these results. We will do just that because it will not duplicate names already on the list, and it will ensure that we include all new sample contacts.
And that's how you use the Lookup and Advanced Find features to add members to marketing lists in CRM Online. However, both of these features are not exclusive to marketing lists and can be used in several contexts in CRM Online.
Thanks for watching.