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Getting Started > Working with Records > Finding Records > Using the Book Selector

Using the Book Selector

The Book selector allows you to narrow your searches to a particular user book or custom book. In the context of the Book selector, custom books are referred to as books.

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Where Is the Book Selector Displayed?

The Book selector is displayed in:

• The Search section in the Action bar
• The Lookup window
• The Search In section in advanced searches
• List pages
• The Reports tab and the Dashboard tab

The Book selector is displayed only if both of the following conditions apply:

• The Display Book Selector option is enabled in your company profile.
• The record type is supported for books.

  For information about which record types are supported for books, see Book Management.

With the Book Selector You Can Restrict Your Search

The Book selector allows you to restrict your search to a specific user or book. The Book selector therefore displays a hierarchy of users and a hierarchy of books, with All at the top of the hierarchy. Most employees see only a hierarchy of users, because the custom book feature is not enabled by default.

For reports and dashboards, the book hierarchy is displayed only if Full Visibility is selected in the Historical Subject Areas setting in the company profile.

Levels in a Book Hierarchy

When you use the Book selector to restrict a search for records, or to restrict the data in a report, you can view, expand, and collapse certain levels of the custom book hierarchy in the Book selector, as follows:

• In the standard application, the Book selector shows the highest-level book (or books) to which you have access in the hierarchy, and you can expand and collapse that level of the hierarchy and each of the levels below it. The levels of the hierarchy above the level to which you have access are not shown.
• If your administrator selects the Display Parent Book Hierarchy in Book Selector check box on the company profile, then the following happens:
  • The highest-level book (or books) to which you have access is shown. You can expand and collapse that level of the hierarchy and each of the levels below it.
  • At each level of the hierarchy above the level to which you have access, the parent of the subbook below is shown. If the Can Read All Records check box for the Book record type is selected in your user role, then you can expand and collapse all of the levels of the hierarchy that are shown, otherwise, you can expand and collapse only the hierarchy levels to which you have access, and the levels below.

    The names of the books to which you have access are shown in the default text color in the book selector. The names of any books that are shown but to which you do not have access are shown in red.

NOTE: When you use the Book selector to select a book for reasons other than restricting a search or restricting data in a report, all of the custom books, including the books to which you do not have access, are shown in the Book selector, and the names of all the books are shown in the default text color. For example, when you use the Book selector to select a book to assign to a record, all of the books are shown in the Book selector.

When you expand a level in the book hierarchy, and if there are more than 500 books at that level of the hierarchy, then the books are grouped in sets of 500. The label for a set of books shows the name of the first book and the name of the last book in the set. You can expand the appropriate set of books to find the book that you want. The final set of books can contain fewer than 500 books.

Default Book in the Book Selector

The settings on your user record determine which book you see by default in the Book selector. For information about the default books in the Book selector, see the descriptions of the following fields in Updating Your Personal Details:

• Default Book
• Default Book for Analytics
• Preserve Default Book

Considerations That Apply When You Select a Book in the Book Selector

When selecting a book in the Book selector, the following considerations apply:

• When you select a book that has subbooks, the parent book and all of its subbooks are selected.

  CAUTION: For optimal performance, include subbooks only when absolutely necessary.

• Each user has a set of default books. If you select All, all of the books applicable to you and your subordinates (if any) are selected.
• Within the User hierarchy you can choose users that have delegated their access to you or users in your organization.
• After you select a book or user, and click OK, the name of the book or user is displayed in the Book selector. The plus sign (+) indicates that children in the hierarchy are also selected.
• You can use the Include Sub-Items check box to control whether subbooks or subordinates are included in the respective hierarchy.

NOTE: The books that are automatically created when active partner records are created appear in the Book selector for the Partner record type only.