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Searching for Records in Lookup Windows

You use Lookup windows to search for and select records that you want to associate with the record you are working with. You usually open a Lookup window by clicking the Lookup icon next to a field. Depending on the record types that you are working with, you can also open Lookup windows by clicking Add in certain related information sections of Record Detail pages. Also, if smart associations are enabled, then Lookup windows open automatically in certain cases.

NOTE: For more information about linking records and about smart associations, see Linking Records to Your Selected Record.

The appearance and behavior of Lookup windows depend on the following:

  • The type of search that is enabled for your company. Depending on the type of search your company administrator selects for your company, either keyword search or targeted search, Lookup windows are affected as follows:
    • If keyword search is enabled. A single text field is displayed in the Lookup window. You can enter search criteria and press Enter, or click Go to refine the list of records.
    • If targeted search is enabled. Quick Filter search fields are displayed in the Lookup window. You can enter search criteria, and press Enter, or click Go to refine the list of records. An Advanced link is also displayed. This link is similar to Using Advanced Search. If your company uses books, then a Book selector is also displayed. The Book selector enables you to narrow the search to the records belonging to a particular user or book. For more information, see Using the Book Selector.

      Targeted search is the recommended search type. For more information about targeted search and keyword search, see About Targeted Search and About Keyword Search.

    • The type of association in the Lookup window. Lookup windows are either single-association windows, where you can select one record to link to the record that you are working with, or multiassociation Lookup windows, where you can select multiple records to link to the record that you are working with.
  • The search layouts that your company administrator sets up for the record types. For example, when you use a Lookup window to find an account record that you want to link to a contact record, the appearance of the Lookup window depends on the search layout for the Account record type for your user role.

Lookup Window Features Controlled by Search Layouts

The search layouts that your company administrator sets up and assigns to user roles determine the behavior of Lookup windows, as follows:

  • Quick Filter fields. If targeted search is enabled for your company, then the search layout for the record type for your user role determines how you can use the Quick Filter fields in the Lookup window, as follows:
    • If your company administrator does not make any search fields available in the search layout, then you cannot use the Quick Filter.
    • Generally, you can filter the list of records shown in the Lookup window on any of the fields that your company administrator makes available as search fields in the search layout.

      However, if the search criteria for the list of records shown in the Lookup window include a field that is not one of the search fields defined in the search layout, then you cannot use the Quick Filter. For example, if you are searching for an account record, then you might decide to search the predefined All Customer Accounts list in the Lookup window. However, the search field for the All Customer Accounts list is the Account Type field. If the Account Type field is not available as a search field for your role, then you cannot filter the list of records in the Lookup window. For more information about selecting predefined lists of records in Lookup windows, see the Lists for Refining Searches section of this topic.

  • Prepopulated lists of records. If your company administrator selects the Show Search Results When Lookup Window Opens option on the search layout for a record type, then the Lookup window is populated with a list of records when the window opens. If this option is not enabled, then no records are displayed when the Lookup window opens, and you must specify the search criteria to find the record you want.
  • Context-sensitive lists. In the search layout, your company administrator can determine whether the context-sensitive lists, if any are available, appear before or after the system lists and custom lists in the record type List field in the upper-left corner of Lookup windows for the record type. For more information about the record type List field, see the Lists for Refining Searches section of this topic.
  • Displayed columns. In most cases, the search layout determines which fields display as columns in the list of records in the Lookup window. However, there are some preconfigured Lookup windows that are not affected by the search layout.

Lists for Refining Searches

In the upper-left corner of all Lookup windows, there is a record type List field, where record type is the name of the type of record that you are searching for. This field enables you to restrict your search to a predefined list of records. The set of predefined lists that is available to you in the Lookup window is the same as the set of lists that is available to you in the picklist of Lists in the List page for the record type. In addition, some context-sensitive lists might be available, depending on the record type. Context-sensitive lists are predefined sets of records that are most likely to include the record that you want. The following are some of the context-sensitive lists that might be available to you:

  • In the Task Edit page, if you select a valid value in the Account field and you open the Lookup window for the Primary Contact field, then the Contacts for Related Account list might be available as a context-sensitive list.
  • In the Task Edit page, if you select a valid value in the Contact field and you open the Lookup window for the Service Request field, then the Service Requests for Related Contact list might be available as a context-sensitive list.
  • In the Service Request Edit page, if you select a valid value in the Contact field and you open the Lookup window for the Financial Account field, then the Financial Accounts for Related Contact list might be available as a context-sensitive list.
  • In the Lead Edit page, if you select a valid value in the Account field and you open the Lookup window for the Financial Account field, then the Financial Accounts for Related Account list might be available as a context-sensitive list.

Searching for and Selecting a Record in a Lookup Window

This procedure describes how to search for and select a record.

To search for and select a record in a Lookup window

  1. In the Lookup window, search for the record or records that you want in some or all of the following ways, depending on the record type and on how your company administrator sets up the search features:
    • In the Lookup window, in the record type List field, select a predefined list to restrict your search to the records in that list, and then click Go.
    • Use the Quick Filter fields to filter the list.
    • If targeted search is enabled, click the Advanced link to filter the list, which is similar to Using Advanced Search.
    • Click the navigation icons at the top or bottom of the list page to move to the next page, previous page, first page, or last page in the list.

      NOTE: For some record types, you can also click New to create a new record. The new record will be added to the list.

  2. Select the records that you want, as follows:
    • If the Lookup window is a single-association window, click Select for the record that you require.
    • If the Lookup window is a multiassociation window, click Select for each of the records that you require. The records are moved from the Available Records list to the Selected Records list. When you have selected all of the records that you want, click OK.

      NOTE: In the Lookup window, you can click Clear Current Value to remove already-selected information and leave the field blank. However, the Clear Current Value button is not available if smart associations are turned on. For more information about linking records and about smart associations, see Linking Records to Your Selected Record.


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