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Searching for Records in Microsoft Dynamics 365

Searching for Records in Dynamics 365

Records in Dynamics 365: Quick Search

Step 1. Open the entity, where you need to find information. In our case, it is “Accounts”.

Step 2. Go to the “Search for records”.

Step 3. Type the word that should be searched. For example, “University”.  We will get just the results, where the field starts with the searchable word. As on the example below, we have just 4 results.

Step 4. If we need to find all records, where the word “University” appeared, we should add before the word symbol “*” and to search again. In that case, we got 8 results.

Using Excel Online to update data/ search data

Step 1. Go to the available menu option… (1), and choose Export to Excel (2). 

Step 2. In the appeared option set, choose Open in Excel Online.

Step 3. The new window with the Excel file will be opened. Here you can search for important information by using Excel functions, such as “Ctrl+F”.

Attention! All changes, made in Excel Online file after clicking on the button “Save” will lead automatically to the changes in the CRM system.

Global Search

It allows you to query multiple entities simultaneously. Global Search is set up with default settings, customizing the entities and fields it searches to meet your business needs is simple. Just follow these steps:

Step 1. The “glass icon” is our Global Search tool.

Step 2. To add specific entities that you would like to see in the Global Search Result, navigate to the Settings – Advanced Settings – Administration – System Settings.

Step 3. From the General tab, scroll down to Select entities for Categorized Search and click Select.

The available entities are on the left. This includes custom entities, so if you add any custom entities to the system, you can add them to the global search by following these instructions.

Step 4. Select the entity you wish to add and click Add, then click OK.

Note: the maximum number of entities you can add is 10. Also, you can change the order results are displayed by clicking a selected entity, then clicking Move Up or Move Down.

Step 5. Confirm your new System Settings by clicking OK.

Step 6. Go back to Global Search and type the word you are searching for. For example, “Alpine”.  As a result, you will get entities with that data presented.

Advanced Find

 Find the records you want in Dynamics 365 Customer Engagement (on-premises) by using the Advanced Find command. You can also use Advanced Find to prepare data for export to Office Excel so that you analyze, summarize, or aggregate data, or create PivotTables to view your data from different perspectives.

Step 1. Navigate to Advanced Find

Step 2. Specify what to search for. For example, we are going to search for Contacts, from our Active Contacts view, that doesn’t have data in the field “Company name”

Step 3. When we put all our specific requests, we click on “Results”.

Step 4. When you will get the results, you can do some additional actions. For example, Export to Excel file that data, Run Report or even quickly generate a template.

Step 5. After that, you can go back to the Advanced Find tab and save the result as a custom view (1), edit columns that you would like to see in the search result (2) or edit properties (3).

Need more assistance? Contact the team of Microsoft 365 experts to get your personal consultation.

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