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Find records while filling out a form


Can I do this task?

This task requires permissions that are found in all default security roles. More information about specific permissions and performing this task while offline: Common Task Permissions



  1. When you fill out a form and need to select a record in a field, you can use the Lookup button , or in some forms, you also can use the Form Assistant pane.

Use the Lookup button

  1. Click the Lookup button .

  2. In the Look for box, if needed, select a record type, enter some letters to search for, and then click the Find button .

  3. Select the record, click the Add Selected Records button , and then click OK.

  4. In the Advanced Find page, click Find.

- OR -

Use the Form Assistant pane:



  • To show or hide the Form Assistant pane, in the title bar of the pane, click the Expand button or Collapse button .

  • To collapse or expand an individual section, in the title bar of the section, click the Collapse button or the Expand button .

  • To select a record:

  1. Put the insertion point in the text box for which you want to search for a record.

If a suggestion is available, the Form Assistant pane filters and displays the appropriate records.

  1. In the Form Assistant pane, click a record.

The appropriate data fills the text box.

  • To create follow-up activities related to the open record:

  1. From an open record, on the Actions toolbar, click Follow Up .

The Form Assistant pane displays a partially completed activity.

  1. Select the activity type.

You cannot create a follow up task activity for an e-mail activity created with a quick campaign. Select a phone call, letter, fax, e-mail or appointment activity.

  1. Complete the required fields.

  2. Click Save or Save and Open.

Related Topics


Find Things 8



Create, edit, or save an Advanced Find search


Can I do this task?

This task requires permissions that are found in all default security roles. More information about specific permissions and performing this task while offline: Common Task Permissions



  1. To create a new search, in the Data area, click Advanced Find.

Tip

Advanced Find starts with criteria based on where you are in Microsoft Dynamics CRM. If you click Advanced Find from a view, Microsoft Dynamics CRM loads the criteria for that view.



- OR -

To edit a saved search, in the Data area, click Advanced Find. Then, click the Saved Views tab, and double-click the saved view.



  1. Specify the search criteria.

  • If Show Details is available on the toolbar, click it.

Specify what to search for

  1. In the Look for list, select the type of record you want to search for, such as Accounts, Leads, or Users.

  2. Click Select to select criteria for the search, including the field to search on (for example, Account Name or City), the query relational operator, and the values to locate (for example, "Seattle" or "E-mail").

You can select fields from the currrent record type, or from related records.

  • For some values, you can click the Lookup button to open the Select Values dialog box and select the value you want.

  1. At the bottom of the Select list, the Related section shows related record types. When you select a related record type, a new Select link appears to select fields from this related record type.

Clear, delete, or group search criteria clauses

  • Clear all search criteria to start over.

  1. Click Clear to remove all criteria.

  1. In the confirmation message, click OK.

  • Delete a row of search criteria.

  1. Click the Options menu button next to a search criteria row, and then click Delete.

  1. In the confirmation message, click OK.

  • Group criteria.

  1. Click the Options menu button next to a search criteria row, and then click Select Row.

To group search criteria, you must select two or more rows for the same record type. For example, Sales Stage and Est. Revenue are both field values in the Opportunity record type and two rows that specify search criteria for these fields can be grouped. However, rows with field values from Account and Opportunity record types cannot be grouped.

  1. On the Filter toolbar, select Group AND or Group OR.

  1. Repeat steps a and b to create additional criteria groups.

  • Select and deselect grouped criteria.

Click the Options menu button next to a search criteria row that has been selected, and then click Deselect Row. You can unselect rows from a group or individually.

Click the Options menu button next to the group, and then click Select Group to select a group, or click Deselect Group to unselect a group that has been previously selected.



  • Add a search criteria clause to a criteria group.

  1. Click the Options menu button next to the group, and then click Add Clause.

Add search criteria to the new clause.

  • Ungroup rows of criteria that you have grouped together using Group AND or Group OR.

  1. Click the Options menu button next to the group you want to ungroup, and then click Ungroup.

Repeat this step to ungroup additional search criteria groups.

  • Change a Group AND group to a Group OR group, or a Group OR group to a Group AND group.

  1. Click the Options menu button next to the group, and then click Change to OR or Change to AND.

Repeat this step to change additional search criteria groups.

  • Hide or delete a row in Simple view:

  1. To hide a row, click the Options menu button next to a search criteria row, and then click Hide in Simple Mode.

To make a hidden row visible, click Show in Simple Mode

  1. Specify the columns to include in the search results.

  1. Click Edit Columns, and then click Add Columns.

  2. Select the record type that includes the columns you want to add.

  3. Select the check box next to the columns you want to add. If a column isn't listed, contact your system administrator.

  4. Click OK.

  5. The following options are also available:

  6. To adjust the width of a column, click the column, click Change Properties, select a width, and then click OK.

  7. To reorder columns, select a column, and use the arrow keys to move it to the left or right.

  8. To remove a column, select it, and then click Remove.

  9. Click OK.

  1. Specify the sort order.

  • Click Edit Columns, click Configure Sorting, and specify the column to sort on, and the sort order.

Tip: Each view is sorted by only one column. However, after you click Find, you can sort by additional columns. To sort a search results list by an additional column, press SHIFT while you click the additional column header.

You can only sort on columns from the primary record record type.



  1. Save the search as a saved view.

  1. If you're saving an existing saved view, click Save. If you are saving a new view or want to change the name of the view because you changed the criteria, click Save As.

  2. In the Query Properties dialog box, in the Name field, type a name for the search.

  • In the Description box, type a brief description, and then click OK.

This saves the search as a view. The new view appears on the Saved Views tab of the Advanced Find form. This new view is available also from the list page for the record type in the View box, in the My Views section.

  1. Click Find.

Tips

  • When you specify search criteria to find activity records, you can either search through all types of activities or select one type of activity to search, such as Task or Appointment.

  • The columns that are displayed by default are controlled by the Advanced Find View for the record type. More information: Work with Entities.

  • If you need to search based on the names of people who participated in an activity, in the Advanced Find criteria, you must search fields in the related activity party. You can search based on the person's name (Party field), or by their role in the activity, such as sender or recipient (Participation Type field).

For example, to find e-mail messages sent to a specific contact:

  1. In the Activities list, in the Type box, select E-mail.

  2. Click Advanced Find, and then click Show Details.

  3. Click Select, and then in the Related section, select Activity Parties (Activity).

  4. Under Activity Parties (Activity), click Select.

  5. In the Fields section, click Participation Type, click Enter Value, and then click the Select or change the values for this field button .

  6. In the Available Values list, select To Recipient, click the Add Selected Records button , and then click OK.

  7. Under Activity Parties (Activity), click Select.

  8. In the Fields section, click Party.

  9. Click the Equals Current User operator, and change it to Equals.

  10. Click Enter Value, and then click the Lookup button .

  11. In the Look for box, select Contact, enter some letters to search for, and then click Start search.

  12. Select the contact, click the Add Selected Records button , and then click OK.

  13. In the Advanced Find page, click Find.

Note

You cannot use Advanced Find to find records related to quick campaigns.


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