Update Quick Views to Include Inactive Records on Your Quick and Global Search

Posted on: August 29, 2018 | By: Guy Logan | Microsoft Dynamics CRM

Authored By: John Hinchy

A great feature of Microsoft Dynamics CRM is the ability to search for records. There are many ways to use the search functionality and Microsoft makes it easy to easily get to your records. You can go through the Global Search which is located at the top right of the screen indicated by the magnifying glass. You can also search for the Entity Search bar which is located while on each entity on the view screen (this is indicated by the Search for Records screen in the image.

Microsoft Dynamics CRM

Searchability is great, but when someone cannot find a record they are expecting it can be frustrating. It can take a pretty thorough understanding of how searching and statuses work to make sure you can get to a record. We recently had a client request to understand why some records were not showing up in the Global Search and Entity search. Well, behind the scenes, these searches are actually pulling from the ‘Quick Find All’ system view. In this case, our client wanted to use this search bar to find all Leads but saw that only the Open leads were appearing in the search. Within leads, they wanted their users to be able to search if any leads were already disqualified before entering a new lead to avoid duplicate entries.

Once you know this, a System Administrator can update this view to show all records in an entity, or any combination of records you choose, for example maybe you only want to see Qualified and Open leads, but not Disqualified. In this view though you can see the default setting, which for leads is only Open leads, for other entities it is usually Active records.

To navigate here, go to Settings – Customizations – Customize the System. Expand the entity you want to update and click views (in this case try lead). Then scroll down to the view.

Microsoft Dynamics CRM

To get to the view criteria, click on Edit Filter Criteria, and select what you’d like to see. In this case you can select Open, Qualified, and Disqualified. Then Save and Publish your customizations after updating the view. Now when using the Search bar you can find inactive records.

If you think that a CRM system is your next best step for your business, contact Logan Consulting your Microsoft Dynamics CRM partner of Chicago.



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