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Finding RecordsYou can find a specific record, such as an account, contact, or opportunity, by using any of these methods:
Using the Search Section to Find RecordsThe first field in the Search section in the Action bar contains the record type to search. You can select All to search all record types or alternatively you can select an individual record type. You can set the default record type for the Search section, see Setting Your Default Search Record Type for more information. Apart from the record type field, the Search section can contain multiple or single fields for specifying search criteria, depending on what your company administrator has set up:
Targeted search works as if a wildcard were added to the end of what you enter in the fields. So, for example, if you enter c in a Last Name field, all records in which the Last Name begins with C are returned in the search results (this improves query performance). Keyword search and searching 'All' records works as if a wildcard were added to both the beginning and end of what you entered (this results in a slower query). The default fields that are shown in the text fields for a targeted search, and the fields that are used to find matches in a keyword search are the same, see Default Search Fields for a list of these fields for each record type. Searches on text-based fields are case insensitive, unless the <case sensitive> grayed-out text appears on the input field (this text disappears when the user clicks on the field). The Search section also contains a link to the Advanced Search page, which allows you to search on several record types at once, search on dates, and provides better filtering capabilities. For more information, see Using Advanced Search. For targeted search only, a Look in selector may be displayed, which allows you to narrow the search to the records belonging to a particular user or book. For more information, see Using the Look In Selector. If you search on a single record type, the search results are displayed in a List page, and you can then work with the list of records. You can further refine the list using the list management features of CRM On Demand, and you can save search results as a new list. For more information about managing lists of records, see Working with Lists. If you search on all record types, a Search Results page is displayed with different sections for each type of record found in the search. To find a record using the Search section
Using the Lookup Window to Find RecordsWhen you click the Lookup icon next to a field, a Lookup window appears in which you can search for and select records. In some cases you can only select one record, and in other cases you can select multiple records. When you select a record, an association is automatically created with the main record that you are creating. An association can be a single association or a multiple association, if you can select more than one record. After you select a record, the name of the associated record is displayed in the field. The appearance of the Lookup window depends on whether there is a single association or a multiple association. If there is a single association, one list of records is displayed and you can select a single record. If there is a multiple association, two lists are displayed, a list of available records and a list of selected records. The appearance of the Lookup window also depends on whether keyword search or targeted search is enabled for your company:
In the Lookup window, a Look in selector may be displayed, which allows you to narrow the search to the records belonging to a particular user or book. For more information, see Using the Look In Selector. Depending on the record type, there may be an additional drop-down list in the top left-hand corner of the window. For example, in the Task Edit page, if you select a valid value in the Account field and you open the Lookup window for the Contacts field, there is a drop-down list with two values: Contacts for Related Account and All Contacts. When you click the Go button, the value you select in the drop-down list is used in refining the list of records. To search for records using the Lookup window
Finding a Record from the List PageUse the following procedure to find records in a list page. For more information about finding records in a list page, see Filtering Lists. To find a record in the List page
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Published May 2008 |