The searchable fields for Quick Search includes:
- Name fields: company name, first name, last name, and middle name
- Address fields: address line 1, address line 2,city, state/province, zip/postal code and country
- Phone numbers and email addresses
Most of the time, the user wants to search entries by name, either a contact’s name or a company name.
For example
The user is looking for a contact named “Ed Johnson”.
The user types in Ed Johnson in Quick Search field. The search results include a contact named “Joe Smith”. The reason is that Joe Smith lives in“Johnson Street”. This entry is not what the user expects to see.
Searching by phone number and email address are working the same way as before. The phone and email fields will be searched when the user input matches the criteria.
For example
If the search string include “@” and “.”, the string will be treated as an email address. Email fields will be searched.
Search by parameters: A parameter is a special search string that indicates a particular field or fields to be searched. It is always followed by a colon (:). The hints include: Company, Name and Address.
Change the Default Search For Searching For Accounts and Cases (New In 2020 R1)
You can enter the name of the Contact List entries in the Quick Search field and retrieve the accounts associated with that entry. To search Accounts by Objective and Description fields, select the Quick Search parameter from the drop-down.
The same can be done when searching Cases. By default, search will retrieve cases by Contact List entries. To search by case Subject and Description, use Quick Search parameter.
Search by parameters
A parameter is a special search string that indicates a particular field or fields to be searched. It is always followed by a colon (:). The hints include: Company, Name and Address.
Searchable fields for parameters:
- Company – Search company name field
- Name – Search first name, last name and middle name fields
- Address – Search address fields including: address line 1, address line 2, city, state/province, zip /postal code and country
If the user uses a parameter, all the words added after the parameter need to be matched.
For example:
Text entered in Quick Search field: Company:abc wine shop. The behavior in previous version is that “abc” will be searched in company name field. “wine”and “shop” will be searched in all the searchable fields. In the new implementation, all three words will be searched in company name field and they all need to be available in a company name. But the order of the words will be ignored. The search results may look like following:
- ABC Wine Shop
- ABC Wine Shop Inc.
- ABC Wine Tasting Shop
- Wine Shop ABC
To make the search string being matched exactly, the user can add quotation marks.
For example:
Text entered in Quick Search field: Company: ”abc wine shop”. The following companies will be retrieved:
- ABC Wine Shop
- ABC Wine Shop Inc
The following companies won’t be retrieved:
- ABC Wine Tasting Shop
- Wine Shop ABC
If the quotation marks are added in the middle of the search string, the words inside the quotation marks must be matched exactly.
For example:
Text entered in Quick Search field: Company:abc ”wine shop”, “abc” can be at any position in a company name. The company name must have “wine shop” in the same order. The following companies will be retrieved:
- ABC Wine Shop
- Wine Shop ABC
The following companies won’t be retrieved:
- ABC Wine Tasting Shop
- ABC Shop Wine
Note that searching with quotation marks works the same way without using a parameter.
Searching full name with quotation mark
The user can search entries by full name with quotation mark so the exact entries will be found. The user needs to enter the search string in this format: “[First Name] [Middle Name] [LastName]”.
- If the contact doesn’t have middle name, entering “[First Name] [Last Name]” will find the entry. If the contact has middle name, entering “[First Name] [Last Name]” won’t find the entry. The user needs to enter “[First Name] [Middle Name] [Last Name]”.
- If the format of the search string is “[Last Name] [First Name]” or “[Last Name], [First Name]”, no entry will return. Combine multiple parameters. The user can combine multiple parameters to narrow down the search results. All the words entered between the two parameters will be searched against the field(s) for the first parameter.
For example:
Text entered in Quick Search field: Company:abc wine shop Address:Calgary “abc wine shop” will be searched against the company name field, following the rule described above.“Calgary” will be searched in the address fields. The entries that match both criteria will be received. The search results may look like following:
- ABC Wine Shop in the city of Calgary
- Wine Shop ABC in the street 123 Calgary Ave
The text entered before the first parameter will be searched in all searchable fields.For example, text entered in Quick Search field: Ed Company:abc wine shop “Ed” will be searched in all searchable fields including company name, first name, last name and middle name. “abc wine shop” will be searched in company name field. The search results may look like following:
- Ed Johnson in ABC Wine Shop
- Ed Smith in Wine Shop ABC
The user can add quotation mark to be more specific about the search. For example, text entered in Quick Search field: Ed Company: ”abc wine shop”. The following entry will be retrieved:
- Ed Johnson in ABC Wine Shop
This entry won’t be retrieved:Ed Smith in Wine Shop ABC. To include multiple parameters, the user can select the first parameter from the drop-down and type in other parameters manually.
Parameters and Contact List types. The user can combine the Contact List type and a parameter to narrow down the search result. For example: Select Contacts from the drop-down and use company parameter to search for contacts in a company.
If the user searches for companies and Name is used as the parameter, no entries will be returned.
Note that when you use a parameter, it is not case sensitive. You can select a parameter from the drop-down which will be shown as “Company:” You can also type in “company:”. Both ways will work. Special symbols Add entries into an existing list. The user can use the plus sign (+) to add entries into an existing list.
For example
The user has performed a search to retrieve all the contacts in Albert’s Steak House. The user also wants to add the contacts from ABC Wine Shop into the list. Use the following search string to append the contacts from ABC Wine Shop into the list.
Narrow an existing list To narrow an existing list and keep the entries with certain value, use the minus sign (-) at the beginning of the search string. For example, the user performs a search to retrieve all the customers in California. There are too many entries. The user wants to focus on the customers in the city of Oakland. Use the following search string to narrow the list and keep only the customers in Oakland.
Note that, to perform narrowing the list, the equal sign must be placed at the beginning of the search string. Exclude values in a search. When the minus sign is not placed at the beginning of the search string, it is used to exclude the entries with specific value.
For example
a customer (ABC Wine Shop) has offices in Vancouver, Toronto and Montreal. The user is looking for contacts in the East. Use the search string below to exclude contacts in Vancouver: Company: ”ABC Wine Shop” –Address: Vancouver.
The minus sign should be placed before the hint. If the minus sign is added after a hint, it will be part of the search string and will be ignored by the search. For example, the user is looking for XYZ Bike Store in BC, but not in the city of Coquitlam.
If the following search string is entered, the search will ignore the minus sign in “-Coquitlam”. The search will look for both BC and Coquitlam in all the address fields. Company: ”XYZ Bike Store” Address: BC –Coquitlam. The following is the right search string for the use case described above. Company: ”XYZ Bike Store” Address: BC –Address: Coquitlam Ignored symbols. Other symbols, such as @, &, /, “, will be ignored by the search. Quick Search box Cheat Sheet ...