How to use the Advanced Find in Dynamics

   Words by CRM Consultancy

   on 06/03/2017 14:00:00

imageIn the bad old days of systems, the need for a new report would be sketched out and have to be sent to the Developers, when often this ‘report’ was simply a handy spreadsheet of data that needed to be produced from the system.

Often when approaching new CRM Projects, we would be warned ‘we have hundreds of reports’ and whether this was possible within CRM and the Project Budget.

On investigation, many of these reports would be simple queries of the data in the system that could be solved using the Dynamics CRM Advanced Find and so be built by the Business themselves, not via expensive Developers and Consultants. 

In the early days of Dynamics CRM, this helped many a Project come to fruition in allowing the Business to build their own Reports rather than being limited by Development Team.

As such, the Advanced Find has been a mainstay of Dynamics CRM all the way since v3.0. 

It is a great tool that helps us both build these new Reports alongside run Queries against CRM to find certain records or groups of data – particularly when we can Export and Share the Results.

To help get started with this, the following Walk Through is aimed at showing how to use the Advanced Find in Dynamics CRM.

image

Step 1 – To Create an Advanced Find

  1. Select Advanced Find on the Command Bar.
  2. Select New.
  3. In the Look For drop-down, select the Type of Record or Entity we want to query
  4. Pick the Field – In the Search Area now, we can select any particular Field for that Entity that we want to use for our Query.
  5. How  – With the Field selected, we then pick the Operator we want to Query by.  This gets into basic Database Query Operations, so a ‘Equal to X’ or ‘Greater than Y’ style query.
  6. What – With the Field and the Operator, we can then pick the Value we are looking to use for the Query.  This can be a selected Drop-down value, a Record in CRM, or simply a block of text, this depends on the Type of Field in CRM and what we want our Advanced Find to return:clip_image004clip_image006

With this all done, we can click the Results button to then flip our Query into the real Data that is in CRM:

clip_image008

Step 2 - Adding Search Criteria to an Advanced Find

  1. In the select area, choose the field on which you want to search
  2. Select your query operator
  3. Enter the data you want to filter by

clip_image009Note - To select GROUP OR, GROUP AND On the ribbon at the top select the option you wish to choose

Adding or Removing Columns

clip_image011

From the query screen, choose Edit Columns in the ribbon. (Select the Advanced Find tab if you’re in the results screen).

 clip_image013To move the columns from left to right, select the column then use the green arrows to move the column left or right.

  • Sort by - To configure the sorting, choose ascending or descending.
  • Add Columns - To add columns, select the columns you want to add.
  • Column Widths - Change Properties allows you to make columns wider or narrower.
  • Give it a Name - Enter a Name/Description then select OK.
  • Save it - From the query screen, select Save As in the ribbon.

Saving Advanced Finds (Creating a Personal View)

clip_image015

Your new saved personal view will be available on the entity you created. In our example, we created the personal view under the account entity.

NOTE - System Views are available to everyone in the organisation. Whereas Personal Views built in the Advanced Find are private until shared.

Step 3 - Sharing the View

clip_image017

  1. Select Advanced Find on the Command Bar.
  2. Choose Saved Views.
  3. Select the view we want to share.
  4. Select Share in the ribbon.
  5. We can then select which Users or Teams in CRM we want to share the View with.

Step 4 - Export to Excel

Once we have our Advanced Find View we can export the data to Microsoft Excel, this can be useful for further reporting or sharing the data outside of CRM:

  1. Open a list of records from a view or advanced find.
  2. On the Command Bar, under the ellipse button, select Export to Excel.
  3. In the dialog box, select Static Worksheet with records from this page.
  4. Select Export.
  5. In the file download dialog box, select Save to save the workbook and specify a location, or choose Open to open the exported data in Excel.

clip_image019

The Advanced Find is a great starting point for Reporting in Dynamics CRM – and once we are familiar with the functionality here, we can then look at how we can use this to produce Fetch XML Queries in Dynamics CRM for exporting our Queries or performing more Complex Reporting.

The tool itself has not changed massively from CRM 3 all the way to CRM 2016, however in a future blog post we will be looking at the Advanced Find in Dynamics 365.

Further Reading

The Advanced Find is a long standing part of Dynamics CRM, and so comes with a wealth of Support Resources and further Information, the following is a small flavour of these resources:

CRM Customer Centre – Advanced Find

https://www.microsoft.com/en-us/dynamics/crm-customer-center/create-edit-or-save-an-advanced-find-search.aspx

How to use the Advanced Find in CRM 2013

https://www.dynamics101.com/use-advanced-find-dynamics-crm-2013/

The CRM Book – Searching and Navigating in CRM

https://crmbook.powerobjects.com/basics/searching-and-navigation/searching-crm/

https://crmbook.powerobjects.com/basics/analytics/advanced-find-as-a-reporting-tool/

CRM Advanced Find – Why use Group AND?

https://community.dynamics.com/crm/b/crmcat/archive/2015/02/13/why-use-the-advanced-find-group-and-functionality-if-this-is-it-s-default-state

Why the Advanced Find is a CRM Developers

https://crmbusiness.wordpress.com/2015/02/25/why-the-advanced-find-is-a-crm-developers-best-friend/

Share this Article

Search Articles

Filter Articles

CRM Tech DocMan

Recent Articles

How to Set Up a Microsoft Teams Site Using DocDrive365 Microsoft Teams - Adding a Microsoft Teams URL to a Dynamics Appointment Dynamics 365 Marketing – Customer Voice Survey Not Appearing In Emails? Using SQL Management Studio to connect to the Dynamics DB Calling a Power Platform AI Builder Model via oData How to use DocDrive365 to integrate permissions between Business Units in Dynamics with Sites in SharePoint Getting started with the Power Platform AI Builder. Power Apps Portal Information Hub DocDrive365 Security: Day One - Getting Started with Dynamics to SharePoint Permissions Part 5 - Power Apps Portals: How To Connect Azure B2C With Linked-In Part 4 – Power Apps Portals: Styling Azure B2C for Power Apps Portals The 3 Phases for Using Multi-Select Option Sets in Flow with Microsoft Forms Part 3 – PowerApps Portals: Azure B2C and Power Apps Portals – User Flow for Signup and Signin Part 2 - Power Apps Portals: New Application Registration in Azure B2C for our Power Apps Portal Part 1 – Power Apps Portals: Creating a New Azure AD B2C Tenant The Automation Bot: Launching Contextual Flow from Teams Creating a New Bot for Teams Debugging your Teams Bot using Ngrok Adding a Microsoft Teams URL to a Dynamics Appointment Using Power Automate to Create a New Channel for a Record in Dynamics Connecting your Docusign Account with DocDrive365 for eSignature in PowerApps Showing or Hiding a SharePoint Metadata Column within Dynamics Running a Quick, Quick Campaign from Dynamics Dynamics for Sales: Use Word Templates to Export directly to PDF Newly Generated Documents in Dynamics or Power Apps do not save into SharePoint
Contact Us

Want expert advice or a demo?

Get in touch now and see how we can help your business grow.

  • Name
  • Email Address
  • Phone Number
 
Close

Understanding Your Challenges

Our strong understanding of CRM and emerging technologies within the Microsoft environment means we deliver the right solutions for you.

Proven Real-World Solutions

As a leader in the field of Dynamics solutions, our pedigree developing and delivering real-world solutions is unsurpassed.

Long Term Support

We provide support beyond our design, implementation and 'go-live' delivery using Sprints and continual updates to our AppSource apps.

CRMCS | Design by Thinktank Marketing | Citrus-Lime Limited

To improve your experience today and in the future, this site uses cookies. Read our full Privacy Policy & Cookie information here I Understand