[Applies to: Microsoft Dynamics CRM 4.0]

Create, edit, or save an Advanced Find search

Can I do this task?

1. On the Standard toolbar, click Advanced Find.

   Tip: Advanced Find starts with criteria based on where you are in Microsoft Dynamics CRM Online. If you click Advanced Find from a view, the criteria for that view will be preloaded for you.

   - OR -

   To edit a saved search, on the Standard toolbar, click Advanced Find, click the Saved Views tab, and then double-click the saved view.

2. Specify the search criteria.
   • If Show Details is visible in the criteria toolbar, click it.

   Specify what to search for

   1. In the Look for list, select the type of record you want to search for, such as Accounts, Leads, or Users.
   2. Click Select to select criteria for the search, including the field to search on (for example, Account Name or City), the query relational operator Part of an expression (for example "is equal to" or "contains") that defines how a specified attribute should be compared with a value., and the values to locate (for example, "Seattle" or "E-mail").

      You can select fields from the currrent record type, or from related records Records that are referenced in the current record. For example, an account might have many related contact records..

      • For some values, you can click the Lookup button to open the Select Values dialog box and select the value you want.
   3. At the bottom of the Select list, the Related section shows related record types Record types that are associated with another record type. For example, most record types have a related Notes record type.. When you select a related record type, a new Select link appears to select fields from this related record type.

   Clear, delete, or group search criteria clauses

   • Clear all search criteria to start over.
     1. Click Clear to remove all criteria.
     2. In the confirmation message, click OK.
   • Delete a row of search criteria.
     1. Click the Options menu button next to a search criteria row, and then click Delete.
     2. In the confirmation message, click OK.
   • Group criteria.
     1. Click the Options menu button next to a search criteria row, and then click Select Row.

        To group search criteria, you must select two or more rows for the same record type. For example, Sales Stage and Est. Revenue are both field values in the Opportunity record type and two rows that specify search criteria for these fields can be grouped. However, rows with field values from Account and Opportunity record types cannot be grouped.

     2. On the Filter toolbar, select Group AND or Group OR.
     3. Repeat steps a and b to create additional criteria groups.
   • Select and deselect grouped criteria.
     1. Click the Options menu button next to a search criteria row that has been selected, and then click Deselect Row. You can unselect rows from a group or individually.
     2. Click the Options menu button next to the group, and then click Select Group to select a group, or click Deselect Group to unselect a group that has been previously selected.
   • Add a search criteria clause to a criteria group.
     1. Click the Options menu button next to the group, and then click Add Clause.
     2. Add search criteria to the new clause.
   • Ungroup rows of criteria that you have grouped together using Group AND or Group OR.
     1. Click the Options menu button next to the group you want to ungroup, and then click Ungroup.
     2. Repeat this step to ungroup additional search criteria groups.
   • Change a Group AND group to a Group OR group, or a Group OR group to a Group AND group.
     1. Click the Options menu button next to the group, and then click Change to OR or Change to AND.
     2. Repeat this step to change additional search criteria groups.
   • Hide or delete a row in Simple view:
     1. To hide a row, click the Options menu button next to a search criteria row, and then click Hide in Simple Mode.
     2. To make a hidden row visible, click Show in Simple Mode
3. Specify the columns to include in the search results.
   1. Click Edit Columns, and then click Add Columns.
   2. Select the record type that includes the columns you want to add.
   3. Select the check box next to the columns you want to add. If a column isn't listed, contact your system administrator.
   4. Click OK.
   5. The following options are also available:
      • To adjust the width of a column, click the column, click Change Properties, select a width, and then click OK.
      • To reorder columns, select a column, and use the arrow keys to move it to the left or right.
      • To remove a column, select it, and then click Remove.
   6. Click OK.
4. Specify the sort order.
   • Click Edit Columns, click Configure Sorting, and specify the column to sort on, and the sort order.

     Tip: Each view is sorted by only one column. However, after you click Find, you can sort by additional columns. To sort a search results list by an additional column, press SHIFT while you click the additional column header.

     You can only sort on columns from the primary record record type.

5. Save the search as a saved view.
   1. If you're saving an existing saved view, click Save. If you are saving a new view or want to change the name of the view because you changed the criteria, click Save As.
   2. In the Query Properties dialog box, in the Name field, type a name for the search.
   3. In the Description box, type a brief description, and then click OK.

      The search is saved as a view and appears on the Saved Views tab of the Advanced Find form. This new view is also available from the list page for the record type in the View box, in the My Views section.

6. Click Find. The selected records are displayed.
7. Click Back to Query to return to the Find tab.

Tips

Note

You cannot use Advanced Find to find records related to quick campaigns.

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