c360 Multi-Field Search User Guide Microsoft Dynamics CRM 2011 compatible c360 Solutions, Inc.

Transcription

1 c360 Multi-Field Search User Guide Microsoft Dynamics CRM 2011 compatible c360 Solutions, Inc. Page 1 4/15/2011

2 Table of Contents Table of Contents... 2 c360 Multi-Field Search... 3 Overview... 3 Accessing Multi-Field Search... 5 Configuring Multi-Field Search... 6 c360 Search Fields... 9 Quick Find Search Field Search All Search Button Searching for Records c360 CRM Desktop Search using Windows Desktop Search Setting up c360 CRM Desktop Search Troubleshooting Question: I cannot see the Multi-Field Search link in CRM? Appendix A: How do I add a field (including custom fields) to be searched using Quick Find and Search All? Page 2 of 16 4/15/2011

3 c360 Multi-Field Search Overview c360 Solutions Multi-Field Search is a Microsoft CRM enhancement that provides Microsoft CRM users with a quick search screen that is fully configurable for each CRM user. Multi-Field Search lets you search across multiple entities and across multiple fields simultaneously with a single click. The 'Search All' function can be configured per user to search across any number of CRM entities (standard and custom) while leveraging CRM's 'Quick Find' view fields to search across multiple fields. Figure 1: The Multi-Field Search screen Page 3 of 16 4/15/2011

4 Multi-Field Search also includes the c360 CRM Desktop Search that lets you search for CRM records using Windows Desktop Search. You must, however, have the Windows Desktop Search utility already installed. c360 CRM Desktop Search searches across the entire universe of CRM records right within the Windows Desktop Search deskbar and search results (from different entity types) are displayed together in a streaming fashion. Figure 1b: The c360 CRM Desktop Search Page 4 of 16 4/15/2011

5 Accessing Multi-Field Search Multi-Field Search can be accessed from two places within the Microsoft CRM application; the left navigation bar (under Workplace) and the c360 Tools Menu. This is illustrated in Figure 2. When Multi-Field Search is accessed from the left navigation bar for Workplace, it is displayed in the same window with Microsoft CRM. Using Multi-Field Search this way, if you are searching on something and move to another page, your search results will not remain in Multi-Field Search. If you access Multi-Field Search through the c360 Tools menu, Multi-Field Search will be displayed in a separate window allowing you to navigate separately in the application without losing your search criteria/results. You can even operate a Multi-Field Search window and close the main Microsoft CRM window. Figure 2: Accessing Multi-Field Search Page 5 of 16 4/15/2011

6 Configuring Multi-Field Search Multi-Field Search is fully configurable and every CRM user can specify which search fields and search objects to display along with the display order. The preferences can be set by clicking the My Preferences button. Figure 3: My Preferences Search Fields Tab Users can select the search entity in the drop down and then pick the search fields they want displayed in the main screen (See Figure 3). Note all the search fields are prefixed by corresponding entity icon. Also, adding a search field will automatically add the corresponding search entity button if it doesn t exist. For example, if a User adds the Case Number field from the Case fields, it will automatically add the Search Case button on the Multi-Field Search main screen. Page 6 of 16 4/15/2011

7 Figure 4: My Preferences Search Buttons Tab Users can also select the search entity buttons as well as the display order on the Search Buttons tab of the My Preferences screen (See Figure 4). Page 7 of 16 4/15/2011

8 Figure 4a: My Preferences Search All Tab Users can configure which entities the Search All search button should search on Search All tab of the My Preferences screen (see Figure 4a). For more details about the Search All functionality, please see the section about Search All search button found at the end of this document. Users can configure MultiField Search to display inactive records from the Settings tab. You can check or uncheck this option. Page 8 of 16 4/15/2011

9 Figure 4b: My Preferences Settings Tab Users can also check whether to Display deactivated records in the search results. By default, Multi-Field Search will only display active records in the search results. By checking this option, deactivated records will also be shown in the search results. Note: The Display deactivated records only applies to entity specific searches and NOT the Search All option. Search All will only display ACTIVE records regardless of whether this option has been checked in Preferences c360 Search Fields The Search entity drop down has a type called c360 Search Fields. The fields in this list are linked to multiple entities and not restricted to a single entity and thus can be used to search on multiple entities. For example, if you add the Account Name field from the Account entity drop down list and enter value in the search field, only the Account entity search object will be searchable as the other search buttons become disabled. On the other hand, if you Page 9 of 16 4/15/2011

10 add the Account Name field from c360 search fields, you can use this field to search on different objects (Account, Contact, Case). Figure 5: c360 Search Fields The c360 Search Fields are a set of common fields linked to multiple entities. Table 1 identifies the c360 Search Fields along with the entities that each field is linked to. c360 Search Field Account Name Last Name First Name Phone Number Zip/Postal Code City State/Province Country/Region Number, ID or Topic Quick Find Search Field linked to following CRM entities Account, Contact, Lead, Opportunity, Quote, Invoice, Order, Case, Contract Account, Contact, Lead, Opportunity, Quote, Invoice, Order, Case, Contract Account, Contact, Lead, Opportunity, Quote, Invoice, Order, Case, Contract Account, Contact, Lead Account, Contact, Lead Account, Contact, Lead Account, Contact, Lead Account, Contact, Lead Account, Contact, Lead Lead, Opportunity, Quote, Invoice, Order, Case, Contract All CRM entities Table 1: c360 Search Fields Page 10 of 16 4/15/2011

11 Quick Find Search Field Every CRM entity has a Quick Find View in which the administrator can configure the Find columns. The Quick Find field is available on the Quick Find View as Figure 6a. Figure 6a: Account entity Quick Find View The c360 Search Field Quick Find allows users to add the same field into the Multi- Field Search screens. Search All Search Button The Search All search button lets you search across multiple entities in a single screen. So you can use one search field to search Leads, Contacts, Accounts (or any other entities that you configure). - The Search All search button uses the Quick Find search field to search across multiple entities. You can configure which entities to search on in My Preferences. - If you configure the Search All to search on the Lead, Account, Contact, Opportunity and Case entity, then searching on the Quick Find field through Search All will return results that match the Quick Find search criteria in the Lead, Contact, Account, Opportunity and Case entity and display them together - Entity icons that have been configured to search on will be displayed on the header grid and only those entities which have search results will be highlighted. You can un-highlight the highlighted entities and the search results that pertain to that entity will be removed from the result display - Search All search results are displayed in a streaming fashion so results are displayed are matches are found (rather than waiting for all the search results). This ensures that you get the search results in a fast manner. See Figure 6b for an illustration of the Search All search results. Page 11 of 16 4/15/2011

12 Figure 6b: Search All search button to the right and filter options highlighted in the menu bar. Searching for Records Every search field in Multi-Field Search is pre-fixed by the corresponding entity icon so users can visually see the corresponding entities the field is linked to. The c360 Search Fields have the c360 icons as the prefix. When users enter a value in the search fields, only the search entity buttons that correspond to the search conditions will be highlighted. So, a user who enters a value in a Case search field will only be able to search on Case entity, the other search entity buttons will be grayed out. Users can also enter the * symbol to represent a wildcard character. A wildcard character is also assumed at the end of every string entered. (I.e a user who enters a name of Fran will receive Frank and Francis ) Users can also search on multiple conditions by entering values in the relevant search fields and then searching on the desired object. This acts like an AND condition whereby both conditions have to be met before any search results are returned. For example, if a user enters a value of Fran in First Name and a value of Atlanta in City and searches on Contact entity will get Contact records whose City is Atlanta AND Firstname begins with Fran. Page 12 of 16 4/15/2011

13 c360 CRM Desktop Search using Windows Desktop Search The c360 CRM Desktop Search that lets you search for CRM records using Windows Desktop Search. c360 CRM Desktop Search searches across the entire universe of CRM records right within the Windows Desktop Search deskbar and search results (from different entity types) are displayed together in a streaming fashion. The c360 CRM Desktop Search uses the Multi-Field Search Search All configuration option Setting up c360 CRM Desktop Search 1. Install Windows Desktop Search on the client desktop. You can find Windows Desktop Search at 2. Enable the deskbar in Windows Desktop Search 3. Setup the CRM keyword searching by n&q=$w into the search field of this utility. Replace localhost with your CRM server name Replace organization with your organization name. 4. To perform search using Windows Desktop Search, type CRM before the search value. So you would type crm act to search for the name act through all the CRM records 5. Results will be displayed in the c360 CRM Desktop Search screen that will be launched Page 13 of 16 4/15/2011

14 Troubleshooting Question: I cannot see the Multi-Field Search link in CRM? Answer: Microsoft CRM 4.0 has a security privilege named ISV Extensions. This privilege determines whether a user can see certain ISV screens, menus and buttons (such as c360 products) when these screens, menus and buttons are linked to entity forms. Several of the standard Microsoft CRM security roles have this privilege turned off by default. All c360 Installation, Configuration and User Guides explain how to turn this privilege is turned on. That information is also included below: Setting the ISV Extensions Security Privilege Microsoft CRM 2011 has a privilege named ISV Extensions. This privilege, illustrated in the screen shot below, can be found in the Miscellaneous Privileges section of the Customization tab of any security role form. In several of the standard roles, this value is set to the None Selected (a red circle with a blank center is displayed) by default. This privilege must be set to the Organization value (a solid green circle is displayed) in order for users to see c360 tabs and screens that are linked to entity forms. Figure 7: The security privilege titled ISV Extensions must be set to Organization for users to see c360 screens at the entity level Page 14 of 16 4/15/2011

15 Appendix A: How do I add a field (including custom fields) to be searched using Quick Find and Search All? The 'Quick Find' field in Multi-Field Search uses the 'Find Columns' in the Quick Find View of that entity. So for example, if you added a new custom field called 'customfield1' in Contact entity, you also have to add that to the Contract entity quick find view in CRM. In CRM, new custom fields are not automatically added to the 'Find Columns' of the Quick Find View 'Find Columns'. Steps to add a custom field to Quick Find (applies to adding any field) 1. In CRM, go to Settings>Customizations>Customize the System>Entity 2. Click on the entity 3. Select Views 4. Open up the 'Quick Find All Contracts' View Page 15 of 16 4/15/2011

16 6. Click on 'Add Find Columns' (on right hand side) 7. Check the 'customfield1' field and click OK 7. Click 'Save and Close' for the View 8. Publish the customizations for that entity 9. For the change to take effect immediately, perform an IIS reset Multi-Field Search 'Search All' for Contact will now also search on the custom field and the results will appear. Page 16 of 16 4/15/2011