Last Revised: 31 Dec 2019 Written by Veloxity CRM Time Estimate: About 5 minutes to read.
Using Advanced Search
Advanced Search is a powerful search tool allowing you to search across any hierarchy of data in Veloxity CRM.
You are looking at a screenshot demonstrating how to navigate to Advanced Search from the Main Menu.
Figure 1. Navigate to Advanced Search from the Main Menu.
The following numbers correspond with the numbers in Figure 1.
To navigate to Advanced Search from the Main Menu:
How to Use
|(1) Search||Click Search to open search options.|
|(2) Advanced Search||Click Advanced Search to open Advanced Search options.|
There are several key things to remember when 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.
Creating an 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 2. Creating an Advanced Search.
In Advanced Search, you are entering a combination of words and characters as described below.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.
After clicking Advanced Search, you will be prompted to create the search term by completing the following four elements:
- 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 numbers correspond to the numbers in Figure 2:
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 defaults 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 (such as equals, less than, greater than) may be chosen now.
|(4) Enter Value||
Enter the data value you wish to search for. A data value may consist of facts and figures of data items, data attributes, and data characteristics. For example, you may wish to search for 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. Another widget next to the date field is the date macro selector which will display a list of searchable date macros. These make 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 3. Add Term.
To add additional terms to a query, click Add Term. Multiple terms may be entered in this way.
|(7) Advanced Mode||
Figure 4. Advanced Mode.
The following numbers correspond to the numbers in Figure 4.
|(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.|
Some additional usage notes:
- 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 term and click Match Case (see Figure 4, #5). 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.
Select Fields to Show in Search Results
After creating an Advanced Search, the data fields to be displayed in the search results can be selected.
Click Choose Columns from the Advanced Mode Menu (see Figure 6) to display the search data types and related data fields.
You are looking at a screenshot of Select Fields to Show for Search.
Figure 5. Selecting Fields to Show in Search Results.
The following numbers correspond with the numbers in Figure 5.
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.
|(5) Sort||Sort Columns by clicking Sort. Unnecessary sorting should not be done, as sorting can significantly slow down searching.|
|(6) Cancel / OK||Click Cancel to delete the field selection. Click OK to use this field selection for the search results.|
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.
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.
You are looking at a screenshot of Search Results in a Table Format.
Figure 6. Search Results in Table Format.
Sort and filter the table by clicking on the column headers.
Export the results directly to CSV format.
Saving an Advanced 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 7. Save an Advanced Search.
The numbers below correspond to the numbers in Figure 7:
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.|