Customer Engagement & Dynamics CRM Forum

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  • 1.  Search Box Functionality

    Posted Aug 19, 2014 10:41 AM

    Hello everyone.

    The way our CRM is set up today, the search box will show results of everything the user has permission to see. This is regardless of the view. And our users have read access to every record. For example: If a user searches while on the My Active Accounts view, they'll receive search results that probably show accounts the user does not own his or herself. With the large number of records we have, using search on the entire database to pinpoint a record is very difficult.

    Is there a setting to change search functionality so it only shows records that are on your current view?
    If not, is there a workaround of any sort?
    It's fairly common for users to have read access to all records, isn't it?

    I appreciate any feedback. Thank you!

    Joseph Weinmann
    Sales and Marketing Coordinator
    St Paul MN

  • 2.  RE: Search Box Functionality

    Posted Aug 19, 2014 12:20 PM
    No, there is no native way to limit to the current view.  Generally, workarounds are to make sure your Quick Find fields are very narrow in scope, and that users are trained to be specific in what they're looking for. 

    That will also help results pull faster.

    Wayne Walton
    Manager - Specialized Services
    Hitachi Solutions, Ltd
    Decatur GA

  • 3.  RE: Search Box Functionality

    Posted Aug 20, 2014 08:00 AM
    Using the Search box searches all records. However, using the Alpha bar at the bottom of the form will search only through the records on the current view.

    Talina Galloway
    SBS Group Indy
    Indianapolis IN

  • 4.  RE: Search Box Functionality

    Posted Nov 21, 2014 01:23 PM

    While this is an old thread, I've run into a separate search box issue that I'm hoping folks can help me with. I've got a Search Box set to search Owner and subject for a custom activity entity, but Search is only looking at the first word in the subject field and so my search results are inaccurate.

     Any thoughts on how I can force search to look at the entire subject field? I thought that was how Search was supposed to work, but it doesn't appear to be working.


    Kari Hiatt-Moran
    Information and Application Coordinator
    Cable Television Laboratories, Inc.
    Louisville CO

  • 5.  RE: Search Box Functionality

    Posted Nov 24, 2014 04:35 AM


    Search will always do a "begins with" search, so if you type "Meeting" you will get activities where the subject begins with the word "meeting" (in any case, upper, lower etc)

    To search for the word "meeting" anywhere in the subject, simlpy use an asterisk as a wildcard in front of the search term such as "*meeting".

    "Begins with" can make use of indexes, so is far more efficient, which is why CRM defaults to this behaviour, By using a wildcard in front, you are telling it not to make use of SQL indexes and exhaustively search the columns of the table, which is much slower.

    Train your users to use this wisely and not just "always use a wildcard just in case".

     Perhaps for your custom activity it might be useful to have some kind of categorisation field that might help filter rather than search.

    I would also suggest that searching on the owner field is not ideal. For some owners, their name might appear as a common word in subjects and produce spurious results when searching. Also, using search means always searching large numbers of records - if a user chooses a specific narrow view ("Open activities due this week" for example) then they can't search within this view.

    Show users how to sort on the Owner column and use the alphabet filters at the bottom (these apply to the first sorted column), or to use the proper drop-down filters when looking for things like this, especially for Owner or for option set fields where the selections are typically from a relatively small number of choices (compared to other lookups such as Customer, say).

    Adam Vero
    MVP, MCT, CRM Consultant and Trainer, Owner
    Meteor IT Ltd

  • 6.  RE: Search Box Functionality

    Posted Aug 20, 2014 09:03 AM
    At some point in the past, if searching from Outlook, using the CRM add-on, it would search in the context of the view selected.  I liked this, but it was inconsistent with the web client.  I am not sure when, but Microsoft updated the Outlook CRM client to search in same manner as web client (all records user has access to).   Our environment is the same as yours (everyone has read access to everything), so it is somewhat of a challenge.

    I modified the Lookup view to order by Account Type, and then Name.  This helps somewhat (grouping prospects vs. customers, etc.), but users are trained to search in a certain manner depending on the nature of the search (such as org with common name - search on city and then narrow down).  As has been suggested, using the alpha index is helpful too.

    Todd Brotzman
    CRM Admin/Project Manager
    Shelby Systems, Inc.
    Cordova TN

  • 7.  RE: Search Box Functionality

    Posted Aug 20, 2014 10:17 AM
    One option would be to alter the filtering of the quick find view. You could add a filter for owner equals current user. However, this would mean that the quick find would always be limited to the records that person owns and the view would have to be updated on any entities that you want to behave that way.

    Justin Knieling
    CRM Developer
    Grand Canyon University
    Phoenix AZ

  • 8.  RE: Search Box Functionality

    Posted Aug 22, 2014 12:13 PM
    Don't forget to vote these ideas up on the Microsoft Connect web site

    Eric Labashosky
    Chief Application Architect
    Benco Dental
    Pittston PA

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