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Dynamics 365 Sorting, Searching and Filtering Lists

There are a few things that you can do that will help you scan, find, and limit the records in a list. These include Dynamics 365 Sorting, Microsoft Dynamics 365 Searching, and Dynamics 365 Filtering. You can apply some or all of these simultaneously to either quickly find or analyze your data.

MS Dynamics 365 is a product line of Enterprise Resource Planning (ERP) and Customer Relationship Management (CRM) applications announced by Microsoft. By combining Dynamics 365 CRM and ERP with Microsoft’s productivity applications, the users get a connected view of data intelligence on customer records, transactions, behaviors, and preferences, along with information about orders, inventory and shipping, and in addition to the predictive insight tools for decision-makers.

Dynamics 365 Sorting

Dynamics 365 Sorting makes it easy for you to get a quick overview of your data. If you have many customers, for example, you can choose to perform Dynamics 365 Sorting by Customer No.Customer Posting GroupCurrency CodeCountry Region Code, or Sales Tax Registration No. to get the overview you need of Dynamics 365 Sorting.

Dynamics 365 Sorting

Dynamics 365 Sorting

To sort a list, you can either choose a column heading text to toggle between ascending and the descending order, or choose the small down arrow in the column heading, and then choose Ascending or Descending.

Dynamics 365 Searching

At the top of each list page, there is a Search icon that provides the quick and easy way to reduce the records in a list and display only those records that contain data that you are interested in seeing.

Dynamics 365 Searching

Dynamics 365 Searching

To search, simply select search icon, and then in the box, type the text that you are looking for. You can enter letters, numbers, and other symbols.

In general, the search will attempt to match text across all the fields; it does not distinguish between uppercase and lowercase characters (in other words, case insensitive), and will match text placed anywhere in the field (at the beginning, end, or in the middle).

However, you can make a more exact search by utilizing the following special characters:

  • To find only the field values that match the entire text and case exactly, place the search text between single quotes '' (for example, 'man').
  • For finding the field values that start with certain text and match the case, place * after the search text (for example man*).
  • To find field values that end with certain text and match the case, place * before the search text (for example *man).
  • When either using '' or *, the search is case sensitive. If you want to make the search case insensitive, then place @ before the search text (for example @man).

The following table provides some examples to explain how you can utilize search.

Search Criteria Finds…
man
or
Man
All records with the fields that contain the text man, regardless of the case. For example, Manchestermanual, or Sportsman.
'Man' Records with the fields that contain only Man, matching the case.
Man* All records with the fields that start with the text Man, matching the case. For example, Manchester but not manual or Sportsman.
@Man* All records with the fields that start with man, regardless of the case. For example, Manchester and manual, but not Sportsman.
@*man Records that end with the man, regardless of the case. For example Sportsman, but not Manchester or manual.

Dynamics 365 Filtering

Microsoft Dynamics 365 Filtering provides a more advanced and versatile way of controlling which records display in a list. There are two major differences between the searching and the filtering, as described in the table below.

Searching Filtering
Applicable fields Searches across all the fields that are visible on the page. Filters one or more fields individually, selecting from any field on the table, including the fields that are not visible on the page.
Matching Displays the records with fields that match the search text, irrespective of casing or placement of that text. Displays the records where the field matches the filter exactly and is case sensitive unless special filter symbols are entered.

Filtering enables you to display the records for specific accounts or customers, dates, amounts, and other information by specifying filter criteria. Only records that match the criteria are displayed. If you specify the criteria for multiple fields, then only records that match all criteria will be displayed.

Working in the Filter Pane

The filter pane displays current filters for a list and enables you to set your own custom filters on one or more fields. The following figure shows an example of a filter pane for a Sales Quotes list.

Sales Quotes

Sales Quotes

To display the filter pane, use the Shift+F3 keyboard shortcut. For lists within the Role Center, you can also choose the down arrow near the page title in the navigation bar above the list, and then choose Show filter pane.

Show filter pane

Show filter pane

A filter pane is divided into three sections: ViewsFilter list by, and the Filter totals by:

  • Views

Some lists will include the Views section. Views are the variations of the list that have been preconfigured with filters. To switch to a different view of the list, simply select another link. You can temporarily change filters on a view, but the changes will not be permanently saved.

  • Filter list by

The Filter list by section is where you add the filters on specific fields to reduce the number of displayed records. To add a filter, select the + Filter, select the field that you want to filter from any field in the table, and then enter filter criteria in the box.

  • Filter totals by

Some lists that display the calculated fields, such as amounts and quantities, will include the Filter totals by the section where you can adjust various dimensions that influence calculations. For example, you can quickly analyze your chart of accounts by filtering the amounts to a specific period, or you can view the totals for sales orders only from a specific warehouse.

To add a filter, select the + Filter, select one of the predefined dimensions, and then add the filter criteria in the box.

Entering Filter Criteria in the Filter Pane

To select the field to filter, do one of the following:

  • In the filter pane, choose + Field. Type the name of the field you wish to filter or pick a field from the menu that displays all the fields in the table.
  • In a column heading, choose the down arrow, and then choose the Filter… This will open the filter pane and add the column to the filter pane.
Filter pane

Filter pane

You can now either type or select your filter criteria in the box. The type of field you filter determines which criteria you can enter. For example, filtering the field that has fixed values will only let you choose from those values.

Columns that already have the filters are indicated by the in the column heading. To remove a filter, select the column heading, then select Clear Filter.

Entering Filter Criteria Without the Filter Pane

You can specify the simple filters directly within the list without having to use the filter pane. With any field selected on a row, use Alt+F3 keyboard shortcut to display only the records having that same value. You can then select another field and use the same shortcut again for continuing to refine your filters. If the selected field is already filtered, using the Alt+F3 will clear that filter.

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