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Customising the Global or Relevance Search in Dynamics

   Words by CRM Consultancy

   on 29/07/2018 09:54:07

The Global and Relevance Searches make searching Dynamics much easier over pre-2013 versions – as the Search is always available in the top-right of Dynamics. (where as in previous versions we were restricted to searching within an Entity which meant a two-step process of picking which Table we wanted and then searching it.)

Any keyword typed into this Search then searches across CRM to find the Records that you be interested in.

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However we can see here that the Search shows an abbreviated set of fields for each Record returned by the Search.

We have 3 Fields here that we can show about each Record to give the User a good sense of whether this is Record they are looking for,

To change this set of three, we can run through the following steps:

  • Customise Dynamics using our particular Solution.
  • Customisation of the Global Search is still driven by the Entity, so our first step is to select the Entity we want to customise the Global Search for.
  • Navigate to the Views area of the Entity
  • Open the Quick Find View

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  • This View contains three areas we are interested in:
    • Edit Filter Criteria – this opens an Advanced Find-esque screen that allow us to control what results the Global Search will return, imposing a Filter on the possible results returnable.
    • Add View Columns – this shows us the full list of Fields in the Entity, allowing us to pick which 3 Fields we want to show in response to any Global Searches.
      • This will show the Fields in the View as we would expect in any other View
      • But, selecting any more than 3 Fields here will be ignored as the three field maximum is enforced by the UI of Dynamics.
      • We can move the Fields left and right as way of controlling the appearance of the Global Search – as the first field will be the Title shown in Bold.

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    • Add Find Columns – this again shows us a list of Fields for that Entity in Dynamics, but this time to choose which Field or Fields we want the Global Search to find our records on.  Typically this would be the Name or Company involved in the Record but could be anything that makes sense to the User running the Search, I would advise ensuring that the Fields we are Finding the Records by are being shown in the View Columns so it is clear why the Records are being returned by the Search but essentially is customising the Search to be as useful to the End User as possible.
  • We can make these changes, save our View, and then Publish in Dynamics to see the resulting changes in the Global Search.

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In an age where our systems collect more data than before, search is a crucial tool to help businesses quickly find the Transaction or Contact they are looking for to use CRM more effectively and productively, so this area of CRM Customisation is crucial for any project to help End User get the best from Dynamics.

Fortunately Dynamics makes it easy for CRM Admins, Citizen Developers and Partners to make this change when designing and implementing an Entity to ensure CRM works the way the business needs.

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