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Managing Search Layouts

For most record types you can specify the fields, both standard and custom fields, which users can use when searching for records. Also, you can specify the fields that are displayed in the search results page. You specify the search fields in a search layout, and you assign a search layout for each record type to user roles as required, see Adding Roles.

You can copy an existing search layout and then modify it to your requirements, or you can edit existing search layouts. The default search layout is read-only. You can copy it, but you cannot delete or edit it. To specify the fields that are used in searches and the fields that are displayed in the search results, you use the Search Layout Wizard.

CAUTION: When you create or edit a search layout for the User record type, do not add both the Reports To field and the Reports To (Alias) field to the same search layout. If both of these fields were made available on a search layout, then searches using that search layout would fail. For more information about the Reports To and the Reports To (Alias) fields, see About the Reports To and Reports To (Alias) Fields on User Records.

Managing the Behavior of Lookup Windows

You can also use the Search Layout Wizard to manage the behavior of Lookup windows, which are used with the smart-associations functionality of Oracle CRM On Demand. Smart associations make it easier for users to associate different record types, such as account, contact, opportunity, activity, and so on with each other.

With smart associations, users can type the name of the associated record, and Oracle CRM On Demand attempts automatically to resolve the association. For example, when creating a task, users can type an account name in the Account field. When the user saves the record, Oracle CRM On Demand then searches automatically for accounts that match. If a unique match is found, then the appropriate account is used. If no matches or multiple potential matches are found, then users are presented with a Lookup window where they can perform additional searches or pick the appropriate account. Rather than use this autoresolve feature, the user can also click the Lookup icon to display the Lookup window directly. For more information about smart associations, see Linking Records to Your Selected Record.

The following options are available for configuring the behavior of the Lookup window for each record type. All of these options are selected in the default search layout:

  • Configure Lookup Window With Default Fields. If this option is selected, then the fields in the default search layout are used.
  • Show Search Results When Lookup Window Opens. If this option is selected, then the list of available records is displayed in the Lookup window when it is opened. If the option is deselected, no records are displayed when the Lookup window is opened.

    NOTE: If manager visibility is enabled for the company, the list of records in some Lookup windows can be slow to populate, and in some cases, the Lookup window might time out. To prevent a timeout, deselect the Show Search Results When Lookup Window Opens check box for the record type associated with the Lookup window. The Lookup window then displays no records, and users can specify the search criteria to find the records that they want.

  • Auto-Resolve Enabled. If this option is selected, smart associations are automatically resolved. If it is deselected, smart associations are not automatically resolved, and the user must click the Lookup icon and use the Lookup window.
  • Show Context-Sensitive List as Lookup Window Default. If this option is selected, and the record type has one or more context-sensitive lists, then all such lists will appear before the other lists in the record type List field in the upper-left corner of the Lookup window. Context-sensitive lists are most likely to contain the records that users require. For examples and more information about context-sensitive lists, see Searching for Records in Lookup Windows.

Before you begin. To manage search layouts, your role must include the Customize Application privilege.

The following procedure describes how to create or modify a search layout.

To create or modify a search layout

  1. In the upper-right corner of any page, click the Admin global link.
  2. In the Application Customization section, click the Application Customization link.
  3. In the Record Type Setup section, click the record type for which you want to create or modify a search layout.
  4. In the record type Application Customization page, click the record type Search Layout link.
  5. In the Search Layout list, do one of the following:
    • Click Edit or Copy to modify an existing layout.
    • Click the New Layout button to create a new layout.
    • Click Remove to delete an existing layout not currently assigned to a role.

      The Search Layout Wizard guides you through the process.

  6. In Step 1, Define Layout Name, enter or modify the name and optionally a description for the layout.
  7. Click Next.

    In Step 2, Specify Search Fields, there are three lists:

    • Not Available Search Fields. This list displays all the fields that are not available for search. This list is empty by default.
    • Targeted Search Fields. This list displays all the fields that are available for targeted search and that will be displayed in the Targeted Search applet for the record type in the Action bar. The Targeted Search applet can display a maximum of seven fields. So, if you add more than seven fields to the list, then the following occurs:
      • An error message is displayed.
      • The selected fields are available as the prepopulated default fields in the Advanced Search criteria form.
      • The selected fields appear as the prepopulated default fields in the filter criteria when creating or refining lists.
      • The selected fields appear as the set of fields that you can search in the Lookup window.

        You do not need to specify any fields in the Targeted Search Fields list. If no fields are specified, then the record type does not appear in the Targeted Search applet. Eliminating unnecessary record types from Targeted Search can help you find the record type that you want faster.

    • Additional Search Fields. This list displays the fields that will not be available for targeted search but that will be available in other searches, such as advanced searches.

      Indexed fields are displayed in green text. Indexed fields that are case-insensitive are displayed in blue text.

      NOTE: For optimal performance, use indexed fields when defining your search fields. If either the Targeted Search Fields or Additional Search Fields list contains any fields that are not optimized, then a warning message appears.

      You arrange the fields within a list by clicking the up arrow and down arrow, and you move fields between the lists by clicking the right arrow and left arrow, or up arrow and down arrow. The order of the fields in the lists is used in the Targeted Search applet in the Action bar and in the search criteria forms.

  8. In Step 2, move the fields to the Not Available Search Fields list, and arrange the fields in the Targeted Search Fields and Additional Search Fields lists, as required.

    CAUTION: It is recommended that you add fields to the lists sparingly because the number of columns in the lists can affect performance. The performance varies dramatically by record type and by field type. Each additional field can increase the loading time for the list.

  9. Click Next.

    In Step 3, Define Search Results Layout, there are three lists:

    • Not Available Search Results Fields. This list displays all the fields that will not be displayed in the search results.
    • Lookup Window Search Results Fields. This list displays the fields that will be displayed in the search results for the Lookup window. This list has a limit of nine fields.
    • Additional Search Results Fields. This list displays the extra fields, in addition to those in the Lookup Window Search Results Fields list, that will be displayed in the search results other than for Lookup window searches.

      The total number of fields allowed for the Lookup Window Search Results Fields and the Additional Search Results Fields list is 20, which means the search results cannot display more than 20 columns. For more information about searching for records, see Finding Records.

  10. In Step 3, Define Search Results Layout, move fields to the Lookup Window Search Results Fields and Additional Search Results Fields lists, and rearrange them, as necessary.
  11. Select or deselect the following check boxes as required to configure Lookup Windows behavior:
    • Configure Lookup Window With Default Fields
    • Show Search Results When Lookup Window Opens
    • Auto-Resolve Enabled
    • Show Context-Sensitive List as Lookup Window Default
  12. Click Finish.

Related Topics

See the following topics for related information:


Published 5/4/2012 Copyright © 2005, 2012, Oracle. All rights reserved. Legal Notices.