Search in SugarCRM v6.5

sugarcrmdevelopers —  September 17, 2012

As a sales executive, my goal on top of providing good service is to sell more and sell faster. Having interest in CRM products, I’d like to introduce SugarCRM. More specifically, let’s take a look at how SugarCRM can increase your productivity. While working in SugarCRM entering leads or taking care of opportunities, a great way to increase your efficiency is using the Search engine in SugarCRM. Here is a guide on how you can benefit from using a great tool in SugarCRM, the Search engine.

Search in SugarCRM v6.5

How Do I…
Search in SugarCRM v6.5

Introduction

Searches enable you to find information in Sugar quickly. You can search for information across Sugar or restrict your search to a specific module.

Objectives

This guide will enable you to:

  • Conduct Global Search
  • Search using Full Text Search (FTS)
  • Understand Global Search Characteristics
  • Conduct Basic Search
  • Conduct Advanced Search
  • Understand Basic and Advanced Search Characteristics
  • Save a Search
  • Access a Saved Search
  • Manage a Saved Search
  • Change Layout Options

Conduct Global Search

The global search field is always located in the upper right corner of the page. You can perform full-text search on a keyword simultaneously across several Sugar modules.

To perform a global search, enter the keyword in the Search field and press Enter.

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The Global Search displays initial results within your current page. The search results are module-weighted, meaning the search results display the current module first, followed by results from other modules.

Click the Search icon next to a search result to display the Quick View of the record.

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The search string is highlighted in the record’s Quick View.

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To view more search results than the window displays, click Show All to view the full search results page.

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The system administrator can enable/disable modules available in Global Search.

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Within these limitations each user can drag and drop to select modules and to change the display order.

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The search results for each module are displayed in separate sub-panels.

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Search using Full Text Search (FTS)

Full text search allows users to perform custom searches on specific fields within a module.

Global Search with full text search appends the % wildcard character only while you type the keyword.  Once you click Enter or click the Search icon, the wildcard is not appended and a literal search on the keyword entered is performed.  For example, if you type South…

Note:  Full text search is enabled by default for on-demand customers only and needs to be activated by the Sugar Administrator for all other customers. See the Administration Guide for how to setup Global Search with Full Text Search (FTS) .

Understand Global Search Characteristics

  • Wild Card: The % symbol is the wild card search character. All searches in Sugar automatically append the % wild card when searching text fields.

Example: Searching for “Acme” will match account names like “Acme Industries” or “Acme Funds”.  Searching for “%Acme” will also match account names like “ABC Acme Industries.”

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  • Case-sensitive: Depending on your database configuration, global searches may or may not be case-sensitive.

In general, searches on Sugar installations running on the MySQL database are not case-sensitive; those running on Oracle are case-sensitive.

Conduct Basic Search

Most modules in Sugar include a Search sub-panel at the top of the module home page. This search is specific to the records related to the module.

The basic search allows you to perform a basic keyword search as well as set a filter to see only records that are related to you.

  • To perform a basic search, enter the record name or the first letter of the name in the Search field and click Search.
  • To find only items that are assigned to you, select the My items box before clicking the Search button.
  • To find only items that you have marked as favorites, select the My Favorites box before clicking the Search button.

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Conduct Advanced Search

To further filter the search results, click Advanced Search. The fields available for Advanced Search vary depending on the selected module.

  • To perform an advanced search, enter values for one or more fields in the Search sub-panel on the module’s home page and click Search.
  • To return to a basic search, click the Basic Search tab.
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Best Practice: The criteria from the previous search will remain in the search fields. Therefore, it is a best practice to clear all search fields prior to conducting a new search.

Understand Basic and Advanced Search Characteristics

  • Clear: Click Clear to view all the records available for the module.
    • The results of your last search will continue to appear on the module page until you change your search criteria or click Clear.
  • Best Practice: To view only the records assigned to you, select My items in the basic search.
  • Context-Sensitive:The search fields are context-sensitive and vary according to the module you are searching.
    • When you type a character in a field, the system performs a quick search of possible values and presents a list of values starting with that character.
    • Typing additional characters restricts the resulting list.
    • Keyword search needs to match the beginning of the value stored in each record unless you are using the wild card character to the beginning of your search.
  • Multiple Fields: If text is entered in more than one search field, then a record must match all those fields to be included in the filtered list.
  • Mass Update: You can edit items in the search results as described in How Do I … Edit Multiple Records.
  • Numeric Strings: Numeric search strings will match anywhere in a field.

Save a Search

After you perform a module search, you can save the search criteria and related search results as Saved Searches. Enter a name for your saved search in the Save search as field and then click Save.

Results: The search is saved and added by name to the Saved Searches drop-down menu.

Notes:

  • You can save an unlimited number of saved searches.
  • The last saved search displays at the top of the Saved Searches drop-down menu.

Access a Saved Search

You can access your saved searches from the Saved Searches drop-down menu on the module’s Search panel.

To access a saved search, select the desired saved search from the Saved Searches drop-down menu at the bottom of the Search panel

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Results:

  • The search parameters display on the Advanced Search tab
  • The saved search results display in the list view.

Note:   Each time you access your saved search, the search result displays the most current data available in the module.

Manage a Saved Search

You can modify or delete a saved search at anytime.

Follow these steps to modify or delete a saved search:

Step Action
1 Select the desired saved search from the Saved Searches drop-down menu.
2 To modify a saved search:

  • Update the search parameters on the Advanced Search tab.
  • Click the Modify current search Update button.
3 To delete a saved search:

  • Click the Modify current search Delete button.

Result: A popup window will prompt you to confirm Are you sure you want to delete the selected Saved Search?

  • Click the OK button.

Change Layout Options

You can modify your list view columns by clicking Layout Options on Advanced Search.

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Use the Display Columns and Hide Columns to select the fields to display and hide:

  • To display a record field in the search layout, click the desired record field in Hide Columns and then click the left arrow icon to move the field to Display Columns.
  • To remove a record field from the search layout, click the desired record field in Display Columns and then click the right arrow icon to move the field to Hide Columns.
  • To reorder the display fields, click the desired record field and then click the up or down arrow.

Click the Order by column drop-down menu and select the column to assign the search results column order.

Click the Direction field Descending or Ascending radio button to determine the column sort order.

See Also

 

For further information please contact Acute Data Systems.

Search in Sugar v6.5 PDF