Last Revised: 11 Feb 2020 Written by Veloxity CRM Time Estimate: About 7 minutes
Jump to the following sections to learn more about Search:
- What is Search?
- Where can I find Search?
- How can I use Search?
- Quick Search
- Advanced Search
- Query by Example (QBE)
- Saved Search
- Audit Log
What is Search?
Search is a process for finding data in your system.
How can I use Search?
Use Search to quickly find relevant data.
Search data is used to back charts, create reports, and locate information.
Veloxity CRM offers several ways to search:
- Quick Search: Quick Search enables searching for Data Records, Documents/Attachments, or Comments across the entire system.
- Advanced Search: Advanced Search enables powerful structured term-based searches.
- Query by Example (QBE): Query by Example offers a search form that models the structure of the documents you are searching. Enter the values you wish to match directly into the form.
- Saved Search: Recent searches, system searches, and user saved searches are available for quick click and access functionality.
- Audit Log: Records events in the Veloxity CRM system by documenting the resources accessed, timestamp, and user information.
Where can I find Search?
Search is located on the Main Menu.
You are looking at a screenshot demonstrating where to access Search features.
Figure 1. Navigating Search Features.
- Notice the location of Quick Search at the top middle of the screen.
- Access Saved Searches, Advanced Search, Query by Example, and Audit Log by clicking Search on the Main Menu.
How can I use Search?
What Kinds of Searches can be performed?
- Quick Search
- Advanced Search
- Query by Example (QBE)
- Saved Search
- Audit Log
What is Quick Search?
Quick Search enables searching for Data Records, Documents/Attachments, or Comments across the entire Veloxity CRM system.
Quick Search queries all data records (for the data types you select) for any fields containing your search terms.
Where can I find Quick Search?
Quick Search is the box with a magnifying glass located at the top center of your screen. (See above Figure 1. Navigating Search Features).
How can I use Quick Search?
You are looking at a screenshot of Select Types to Search in the Quick Search Toolbar.
Figure 2. Select Types to Search.
- Enter your search terms into Quick Search.
- Select Types to Search by clicking the icon next to the magnifying glass. This icon will change based on the criteria selected. (See above Figure 2. Select Types to Search. In this example, the icon is a star.)
- Select one or more Searchable Data Types and click OK.
- Click the magnifying glass to run the search.
Selecting search criteria can result in faster search times and greater accuracy of search results. Veloxity CRM is preconfigured to quickly search the following data fields: Accounts, Activities, All Documents, Contacts, Leads, and Opportunities.
Tips for Using Quick Search
Selecting All Documents will search all of your linked Document Contents and Comments for the search terms.
When searching data types, the entered text is implicitly wild-carded on both sides. Wildcard is an advanced search technique that maximizes your search results. Wildcards are used in search terms to represent one or more other characters.
When searching data types, all text fields are searched for a match, but numeric or date fields are not.
What is Advanced Search?
Advanced Search is a powerful search tool allowing multiple records to be searched at once using Structured Query Language (SQL). With the Veloxity platform, you do not need to understand the database layer or SQL. Because Veloxity CRM organizes data into hierarchies, you can easily search across any hierarchy of data in Veloxity CRM.
Where can I find Advanced Search?
You are looking at a screenshot demonstrating how to navigate to Advanced Search from the Main Menu.
Figure 3. Navigate to Advanced Search from the Main Menu.
- Click Search on the Main Menu.
- Click Advanced Search.
- Advanced Search opens.
How can I use Advanced Search?
Once you've navigated to Advanced Search, you are ready to create your Advanced Search. You are looking at a screenshot of Creating an Advanced Search.
Figure 4. Creating an Advanced Search.
After clicking Advanced Search, you will be prompted to create the search term by completing the following four elements:
A search term is a word or combination of words and characters entered into a search engine to specify a particular thing to be searched. In Advanced Search, you are entering a combination of words and characters as described below.
- The data type to be queried.
- The data field on that data type to be queried (select from a pick list).
- The comparison operation when searching for those values (select from a pick list).
- The values to be queried for that data field.
The following instructions correspond to the numbers above in Figure 4. Creating an Advanced Search.
|How to Use|
|(1) Select Data Type||
This field displays the data type you are searching.
First, select the data type whose attributes should be queried for this term. Select the data type by clicking the left-most box.Then choose the data type from the list. For the first term, the data type is defaulted to the one selected from the previous Data Type Search selection box.
|(2) Select Data Field||
Select the data field you wish to search from the list of options.
Next, select which of the data type’s data fields to use in this term. To select the data field, click the box marked Select Data Field and choose a data field from the list.
|(3) >, <, =, ≤, ≥, ≠||
Select a symbol to specify the relationship between the data field and the data value: greater than, less than, equal to, greater than or equal to, less than or equal to, not equal to.
The comparison operation may be chosen now.
|(4) Enter Value||
Enter the data value you wish to search. A data value may consists of facts and figures of data items, data attributes, and data characteristics. For example, you may wish to search Contacts whose location (Data Field) is equal to California (value).
Lastly, enter the values to search for the selected data field. By clicking the box marked Enter Value, an appropriate means of entering a value prompt appears. For example, if the chosen field is a date field, a small calendar icon will appear next to the field, a date may be chosen directly from the calendar.
When using a date field, notice the date selector. The date selector makes it very easy to search for common time frames like the previous or current year.
|(5) Save Search||Click Save Search to save the search (see Figure 9).|
|(6) Add Term||
Click Add Term to add one or more additional term(s) to build your search.
You are looking at a screenshot of an additional term added to the Search.
Figure 5. Add Term.
To add additional terms to a search, click Add Term. Multiple terms may be entered in this way.
|(7) Advanced Mode||
Figure 6. Advanced Mode.
The following instructions correspond to the numbers above in Figure 6. Advanced Mode.
|(8) Run Search||Click Run Search to run the search.|
|(9) Only show records owned by these users||Select this box to limit the search to records owned by particular users.|
How can I Select Fields Fields to Show in the Search Results?
After creating an Advanced Search, select the data fields to be displayed in the search results.
Click Choose Columns from the Advanced Mode Menu (see above Figure 6. Advanced Mode) to display the search data types and related data fields.
By default, the base data type will have all its fields included in Fields to Show in Search Results. Other data types will not have any fields included in the result set.
You are looking at a screenshot of Select Fields to Show for Search.
Figure 7. Selecting Fields to Show in Search Results.
The following instructions correspond with the numbers above in Figure 7. Selecting Fields to Show in Search Results.
How to Use
|(1) Data Types||Select the Data Type for which you would like to configure fields. In this example, there is only one data type listed: Contacts.|
|(2) Data Fields||To select the Data Fields to show in the search results, select one or more fields (SHIFT or CTRL-Click) from the list.|
|(3) Arrows||Click the right arrow to move the field(s) into the display area.|
|(4) Fields to Show in Search Results||
Fields to Show in the Search Results list the fields selected for display in the search results.
The fields will be listed in the order added unless reordered by dragging up and down in the panel on the right.
Sort Columns by clicking Sort.
|(6) Cancel / OK||
When finished specifying search terms and selecting fields to show in search results, click Run Search.
The results will be displayed in a data table.
View Using Data Tables for more information.
Tips for using Advanced Search
- Search is possible across a hierarchy of records without needing to specify every intervening data type in the search.
- Only one hierarchy can be searched at a time.
- When including multiple data types in the search and search results, the resulting table will be uneditable. When the single data type only has columns in the result set, the resulting table will be editable.
- For text and numeric fields, multiple values can be pasted from a list created elsewhere, such as in MS Excel.
- To include all data records of a type such as all Contacts, there is an option to choose all by clicking ALL on the data field selection list. In this case, do not specify a value for the comparison operator.
- By default, comparisons are case insensitive. To make them case sensitive, select the report term and click the Match Case icon on the toolbar. This will apply case sensitivity to just this term of the query but not others unless likewise specified.
- Unlike quick search, wild-carding is not implicit for search values. Add either a percent sign (%) or asterisk (*) to have the search wild-carded.
Query by Example (QBE)
What is Query by Example?
Where can I find Query by Example?
Query by Example (QBE) can be accessed from two locations: navigate to QBE from either the Main Menu or from a specific Data Type.
Navigating to QBE Search from the Main Menu
You are looking at a screenshot demonstrating how to navigate to QBE from the Main Menu.
Figure 10. Navigate to a QBE Search from the Main Menu.
The following numbers correspond with the numbers in Figure 10. To navigate to QBE Search from the Main Menu:
|Function||How to Use|
|(1) Search||Click Search to open search options.|
|(2) Query by Example||Click Query by Example to open QBE Search options.|
Navigating to QBE Search from a Data Type
You are looking at a screenshot demonstrating how to Navigate to QBE from a Data Type (in this example, the Data Type is Opportunities):
Figure 11. Navigate to a QBE Search from a Data Type.
The following numbers correspond with the numbers in Figure 11. To navigate to QBE Search from a Data Type:
|Function||How to Use|
|(1) Data Type - (Opportunities)||Click the Data Type for which you wish to configure a search from the Main Menu (Accounts, Activities, Contacts, Leads, Opportunities). In this example, the data type Opportunities is selected.|
|(2) Query by Example Data Type (Opportunity)||Click Query by Example Opportunity to open QBE options.|
How can I use Query by Example?
You are looking at a screenshot of a QBE search for Opportunities.
Figure 12. Query by Example.
Selecting the QBE button next to a Data Type displays a form view of that data type. Enter search terms into the fields to search for any data records that match the field values entered.
Only fill in the fields you wish to search. Leave the rest blank.
Tips for Using Query by Example
- Select the widget next to the field box for date fields. This will show date options like @thisyear, @lastyear. This will search for records where that date field contains a date matching the selected date.
- Denote range values for numeric fields. This may be accomplished by inputting two numbers separated by a dash (e.g. 52.2-76.5).
- Input greater than or less than symbols for numeric fields, followed by a number (e.g. >50)
- Paste in a list of values to search for numeric and text fields. The search will return records that match any one of the values.
What is a Saved Search?
Recent searches, system searches, and user saved searches are available for quick click and access functionality.
Where can I find a Saved Search?
How can I use a Saved Search?
How can I access a Saved Search?
How can I Save a Search?
When all desired data fields have been selected, click Save Search. Saving your search will allow you one click access to running this search in the future.
You are looking at a screenshot of Save an Advanced Search.
Figure 9. Save an Advanced Search
The numbers below correspond to the numbers in Figure 9:
|Function Name||How to Use|
|(1) Search Name||Enter the name of the search.|
|(2) Search Description||Enter a brief description of the search.|
|(3) Search Access||
Set access privileges for who will be able to access this saved search?
|(4) Available Groups||Lists the groups available to select for access.|
|(5) Assigned Groups||Lists the groups who have been assigned access to this search.|
|(6) Cancel / Save||Click Cancel to cancel the saved search. Click OK to save the search.|
How can I Favorite a Search?
What is an Audit Log?
Where can I find an Audit Log?
How can I use an Audit Log?