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MSD CRM Updates

Dynamics CRM Searching Techniques

Dynamics CRM Searching

Microsoft Dynamics CRM is a vast product which has evolved significantly over the years. The product comes with a lot of out of the box functionalities that are inbuilt in a system. You don’t have to write any code for utilizing these features. One out-of-the-box feature is the Dynamics CRM Searching, in that it supports advanced querying and filtering capabilities.

Quick Search

By default, the grid view of every entity in CRM supports a Quick Search functionality using a search bar on the top right. Following is a screenshot of a quick search on Contact entity.

Try to enter the search string like Robert and it will return all the matching records.

Prefix the search keyword with * (asterisk) to perform a wildcard search.

Customize the Quick Search to modify the filter criteria, configure sorting, add view columns, add find columns and change other properties.

Advanced Search

Advanced Search allows you to search for records of any entity in CRM. It is one of the strongest and one of the most useful features that come out-of-the-box with CRM. The Advanced Search icon comes on the top ribbon bar of Microsoft Dynamics CRM irrespective of which screen you are on.

Click to the Advanced Find icon to open the Advanced Find window. This window will allow you to select the entity for which you want to search records, apply filtering and grouping criteria, and save your Advanced Find views as personal views.

Let’s take an example. Suppose, you want to search for all the Contacts with FirstName containing Robert and who is Divorced. For this −

Step 1 − Select Contacts from the Look for the dropdown. This dropdown will contain all entities present in the system.

Step 2 − Enter the Dynamics CRM Searching criteria as shown in the following screenshot. You can include as many search query parameters as you want. You can even merge such criteria using group parameters. For example, if you would like to search for all the contacts whose first name is either Robert or Mark, you can include 2 search criteria and group them using GroupOR.

Step 3 − Click the Results button. It will display the matched records in a new tab.

Step 4 − You can also edit the columns that you would like to view in the search results by clicking to the Edit Columns. For example, the current grid contains only 2 columns i.e. Full Name and Business Phone. However, if you would like to have an extra column of Email ID included to this grid, you can do so using this option.

Saving Custom View

At this stage, if you would like to save this search criterion, along with the filters and edited columns, you can do so by clicking the Save button. Once it is saved, you can use this saved view when you are on that entity page.

For example, consider as the customer executive you serve 2 types of customers: Normal and Premium. Hence, you can make the advanced filter with these respective categories and save them as the Normal Contacts Assigned to Me and Premium Contacts Assigned to Me. You can then fastly access these views directly from a Contact entity page without carrying out the quick search or an advanced find search every time you use the system.

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