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Getting Started > Working with Records > Finding Records > Using Advanced Search
Using Advanced Search
You can use advanced search to:
- Search one or more record types at once
- Search for records using date search fields
- Search using filter criteria for each field
The sections available in the Advanced Search page change according to whether you select a single record type or multiple record types for your search.
About Advanced Searches of Single Record Types
An advanced search of a single record type is similar to a targeted search in the Search section of the Action bar. You can search using multiple fields on the record type. However, an advanced search also allows you to do the following:
- Select any of the fields that are visible to your user role as search fields
- Enter the conditions, filter values, and operators (AND, OR) that define the filter
- Specify which fields to display in the search result
NOTE: In an advanced search of a single record type, you do not use the equal sign (=) to search for an exact match. Instead, you use the Equal to condition or the Equals any condition to search for exact matches.
When you use advanced search to search a single record type, your user role determines which record types you can search and which fields on each record type you can search, as follows:
- If your company administrator does not make any search fields available in the search layout that is assigned to your user role for a record type, then you cannot specify any search criteria for an advanced search of that record type. Running an advanced search without any search criteria returns all of the records of that record type that your user role and access settings allow you to see.
- If the All Fields in Search and Lists privilege is enabled on your user role, then you can search all of the search fields that your company administrator makes available in the search layout that is assigned to your user role for the record type.
NOTE: It is recommended that company administrators do not enable the All Fields in Search and Lists privilege for most user roles. When the privilege is not enabled, fields that your company does not use are not visible in search and list pages. This reduces clutter and makes it easier for users to see the fields that they are most interested in.
- If the All Fields in Search and Lists privilege is not enabled on your user role, then you can search a field only if it meets both of the following criteria:
When you use advanced search to search a single record type, the search results are displayed in a List page, and you can then work with the list of records. The search layout that is assigned to your user role determines which fields are displayed in the list of records returned by the search. For more information about managing lists of records, see Working with Lists.
About Advanced Searches of Multiple Record Types
An advanced search of multiple record types is a keyword search. You can search some or all of the record types that support keyword search. When you use advanced search to search multiple record types, a Search Results page is displayed with different sections for each type of record found in the search.
NOTE: When you select the All Record Types option in the list of record types to search, only the record types that support keyword search are included in the search. To search record types that do not support keyword search, you must search one record type at a time.
For more information about how a keyword search works, see About Keyword Search.
What Happens If a Search Returns Only One Record
You can specify how a record is displayed if it is the only record returned by a search. The record can be opened directly in a record Detail page, or it can be shown in a list page. The option that controls this behavior is the Navigate Directly to Detail Page If Only One Record Is Returned check box, in the Quick Search Options section of the Action bar layout page in your personal setup. For information about setting up your Action bar layout, see Changing Your Action Bar Layout.
To perform an advanced search of a single record type
- If the Action bar is hidden, show it. For information about showing and hiding the Action bar, see About Showing or Hiding the Action Bar.
- In the Action bar, in the Search section, click Advanced.
- In the Advanced Search page, do the following:
- Select the Following Record Types radio button.
- Select the check box for the record type that you want to search.
- Make sure that the check boxes for all other record types are not selected.
- In the Search In section, select one of the following options:
- Record Set
- Book
NOTE: The Search In section is not displayed for record types that do not have owners, for example, the Product record type and the User record type. The Book option in the Search In section is available only if the Book feature is enabled for your company.
- In the Search In section, if you select the Record Set option, then select one of the following to specify the set of records you want to search:
- All records I can see. Includes records that you have at least View access to, as defined by your reporting hierarchy, the access level for your role, and the access level for shared records.
NOTE: The Manager Visibility Enabled option on the company profile and the Can Read All Records setting on your user role are considered when you select this option. If the Manager Visibility Enabled option on the company profile is not selected, then the set of records that is searched when you choose the All Records I Can See option is the same set of records that is searched when you select the All Records Where I Am on the Team option, unless the Can Read All Records setting on your user role is selected for the relevant record type.
- All records I own.
- All records where I am on the team. Includes only records in the filtered list where one of the following applies:
- You own the records.
- The records are shared with you by the owner through the Team feature.
- The records are shared with you through the group assignment feature for accounts, activities, contacts, households, opportunities, and portfolios.
- All records I or my subordinates own. Includes records that you or any of your subordinates own. The Manager Visibility Enabled option on the company profile is not considered when you select this option.
- All records where I or my subordinates are on the team. Includes records where you or any of your subordinates are on the team, if Manager Visibility is enabled on the company profile. The Manager Visibility Enabled option on the company profile is not considered when you select this option.
- My Default Book. Your default setting for the Book selector, as defined by your company administrator.
- In the Search In section, if you select the Book option, then select a book, user, or delegate in the Book selector.
For more information, see Using the Book Selector.
- In the Choose Case Sensitivity section, select the Case Insensitive check box if required.
If this check box is selected, then certain fields become case-insensitive for the search. These fields are shown in blue text in the Enter Search Criteria section.
- In the Enter Search Criteria section do the following:
- Select a field from the Field list.
The fields are prepopulated with the targeted search fields for the record type.
Certain fields are optimized to improve performance during searches and when sorting lists. These optimized fields are shown in green text in the list of search fields. If your search criteria include a field that is not optimized for searching, your search might be slower. You can filter against a maximum of 10 fields.
NOTE: The fields that are shown in purple text in the Enter Search Criteria section are always case-insensitive, regardless of the setting of the Case Insensitive check box. These fields are not optimized for fast searches.
- Enter the conditions, filter values, and operators (AND, OR) that define the filter.
For information about using filter conditions, see About Filter Conditions.
CAUTION: When entering Filter Values, check to make sure you follow the rules described in About Filter Values. Otherwise, you might not find the correct records.
Examples
Accounts: If you want to create a filtered list of accounts in Canada with annual revenue over $100,000,000.00, complete the form as follows:
Field
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Condition
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Value(s)
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Annual Revenue
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Greater than
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100000000
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AND
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Country
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Equal to
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Canada
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Leads: If you want to create a filtered list of leads with potential revenue over $100,000.00 and ratings of A or B, complete the form as follows:
Field
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Condition
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Value(s)
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Potential Revenue
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Greater than
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100000
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AND
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Rating
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Less than
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C
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- In the Display Columns section, choose the fields to display as columns in the search results by moving fields from the Available Fields list to the Selected Fields list. Use the up and down arrows to change the order of the selected fields.
TIP: After the list of records is returned, you can quickly change the order of the columns in the list by dragging the column headings to a new location and dropping them. You can optionally save the list after you change the order of the columns.
- In the Sort Order section, in the Sort by drop-down list, select a default sort field, and click Ascending or Descending to select a sort order.
Certain fields are optimized to improve performance during searches and when sorting lists. These optimized fields are shown in green text in the list of sort fields. If you select a field that is not optimized as the default sort field, your search could be slower.
NOTE: You cannot select a field of type check box as the sort field in this step. However, after the list is created, you can click the column header to sort the fields based on the values in the check box.
- Click Go.
The records that are returned by the advanced search of a single record type are displayed in a List page. If there are too many records in the list, then you can filter or refine the list in the List page. For information about filtering and refining lists in List pages, see the following topics:
To perform an advanced search of multiple record types
- If the Action bar is hidden, show it. For information about showing and hiding the Action bar, see About Showing or Hiding the Action Bar.
- In the Action bar, in the Search section, click Advanced.
- In the Advanced Search page, select the option you want, as follows:
- Select the All Record Types option to search all of the record types that support keyword search. This query is slower.
- Select the Following Record Types option, and then select the check box for each of the record types that you want to search.
- In the Keywords field, enter the value that you want to search for or leave the Keywords field blank to search only on the basis of the dates that you provide.
NOTE: In the Keywords field, it is not necessary to use a wildcard (*) for a partial word because a wildcard is automatically added to the beginning and end of the user input. The use of the equal sign (=) to search for an exact match is not supported.
- If required, enter the date range (use four digits for the year, such as 2010):
- For Appointments, the date applies to Start Time (Date).
- For Tasks, the date applies to Due Date.
- For Opportunities, the date applies to Close Date.
- For all other record types, the date applies to the Created date.
- Click Go.
The results appear for each record type.
TIP: If a message indicates that your search request has timed out, then refine your search criteria further, and try again. You can also find more information about optimizing searches and lists on the Training and Support Web site. To access the Training and Support Web site, click the Training and Support global link at the top of each page in Oracle CRM On Demand.
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