5Search

This chapter contains the following:

Two Ways to Search Your Sales Application

There are two different ways of searching your sales application:

  • You can use the global search located at the top of the application page to search across objects in the application.

    Screen capture of the Global search box
  • You can open the work area of the object you're looking for and search for it there by name or using multiple search criteria.

    Here's a screenshot of the search available in the Opportunities work area landing page.

    Screen capture of the Opportunity work area search

Global Search

Enter your search term in the global search box located at the top of each page to find all the records related to that search term. For example, entering the name of a contact as a search term retrieves not only the information about the contact herself, but also all of the opportunities, leads, and activities that mention that contact.

Global search makes it possible to search all the key fields in the following objects. Your application administrator determines which of these objects are available for search in your implementation.

  • Accounts

  • Activities

  • Campaigns

  • Contacts

  • Forecasts

  • Households

  • Leads

  • Opportunities

  • Partners

  • Service Requests

Not all objects or fields are searchable. Global search doesn't permit searches of child objects, or through notes or presentations you have uploaded, for example. Attachment searches are restricted to the attachment file names. Nor can you use global searches to find calculated values, such as the currency value of an opportunity or the due date of an activity. While the application administrator can make your modified objects searchable, you can't search modified child objects. Modified objects have their own work areas. Modified child objects appear as tabs of other objects.

Global search depends on an indexing process to make new records available for search. Your application administrator schedules a separate process to periodically index each application object. The indexing processes are usually scheduled to run once a day in off-peak hours to minimize performance impact. Any new record you create is not available to search by you or by others until the indexing process has run.

Work Area Search

Use the search in the different work areas to quickly find a particular object you're looking for in one of three ways:

  • By typing the object name in the Find field.

    As you type, the application matches the search term to the records you opened, created, or updated recently and displays them in the Recent Items window.

  • By selecting a list. A list displays records using search criteria you or an administrator saved previously.

  • By clicking Show Advanced Search (the filter icon) and entering your search criteria in the Advanced Search panel.

Here's a screenshot of the Opportunity work area search.

Callout Search Element

1

Find

2

List selection

3

Advanced search icon

Screen capture of the Opportunity work area search
region

Advanced Search in Work Areas

When you click the Show Advanced Search icon (filter icon) in the work area landing pad, the application displays the Advanced Search panel showing the search criteria for the list displayed on the page. You can modify the existing search criteria for the list, add additional search terms, or select a different list (saved search) as the basis of your search.

Note: The Advanced Search panel uses the term Saved Search instead of List.

Here's a screenshot of the Advanced Search panel in the Opportunities work area landing pad. It shows the search criteria for the My Open Opportunities list. The search criteria are: the Record Set equals Records I own; Status equals Won; Close Period equals Current Fiscal Quarter; and the Close date falls between 7/1/15 and 9/30/15.

Screen capture of the Advanced Search panel in
the Opportunities work area landing pad.

Clicking Search initiates the search. Clicking Save saves your changes to the saved search or creates new list, as described in related topics.

How to Find the Most Recent Records Created in the Application

Searches depend on two indexing processes that are set up by the application administrator to run periodically, one for the work area searches and another for the global search. Work area searches are indexed every five minutes, so use this type of search for finding the most up-to-date information. Use the work area search to find the latest information about a customer appointment, for example. Oracle recommends global searches be indexed once every day, so use global searches for finding information across different objects.

Even though new records you create are unavailable for search until they indexed by each search, they are always available for you from the Recent Items list. As you enter a search term in either the global and work area searches, the application automatically displays a list of records you personally created, edited, or opened in the last 30 days (or another interval configured by the administrator). Each search maintains its own list of Recent Items. When you use the global search, you do not see the recent items from the work areas.

How to Use Search

Use Global Search for Broad Searches Across Sales Objects

Here are some tips on using global search.

Select from the List of Recent Items

Start typing any one of the words in the search term. Capitalization doesn't matter. As you type, the application matches your entry to your recent searches and any records you viewed and displays them in a list under the Recent Items heading. If you see what you're looking for, just select it from the list.

Screenshot of a sample of the global search field
as you type the letters "gr". The Recent Items heading list the opportunity
Eagle Green Server for the Eagle Green Server account, based in Board
Camp, US. The Recent Searches heading lists recent searches and filters.

Search Complete Words

If you don't find what you're looking for in Recent Items, you can do the following:

  1. Finish typing the complete search term.

  2. To speed up your search, you can narrow the list of objects for your search, by clicking Personalize (the gears icon) and selecting the objects you want to search.

    Screen capture of the global search box highlighting
the location of the Personalize icon.
  3. Click Search (the magnifying glass icon).

The application displays a list of records that contain your search term. If there's a search term with similar spelling, then the application displays the term above your results.

Refine Your Search Using Filters

Click Show Filters to display the filters available for refining your search. You can filter by object or date by clicking the All link.

Here's a screenshot of the Global Search page with the Filters panel open. Clicking the All link for the Last Updated Date, for example, enables you to select the range of dates for your search. Callout 1 highlights the location of the All link. Callout 2 shows the location of the Hide Filters button. When the Filters page is open, the Show Filters button becomes the Hide Filters button.

Screen capture of the Filters panel on the Global
Search page with the Last Updated Date window open

Search Partial Words and Exact Phrases

You can use quotation marks around your search terms to search for exact phrases. You can also search for partial words.

  • Put an asterisk (*) after two or more letters, and you get all the names with words that start with those letters.

    For example, searching on pin*, returns Pinnacle Technologies and All Pines Furniture.

  • Put the asterisk in the middle of the word to indicate any number of letters. For example pi*acle, returns both Pinnacle and Pinacle.

Note:
  • You can't use the asterisk at the beginning of a search term in global searches.

  • Using the asterisk can slow your searches, so enter a whole word if you know it.

Use the different work areas to quickly search for accounts, opportunities, leads, and other objects:

  • Start typing the record name and select the item from the list of recent items.

  • Search for names using complete words or phrases.

  • Search for partial words using the percentage sign (%) to stand for missing characters or words.

  • Select a list, click the Show Advanced Search (the filter icon), and modify the search criteria.

  • Search for the account itself first to find activities, leads and other objects related to an account.

Start Typing the Name and Review the List of Most Recent Items

You can get to your most recent items, even before you finish typing their name:

  1. Open the work area.

  2. Click in the Find field.

  3. Start typing any one of the words in the name.

    Capitalization doesn't matter.

As you type, the application matches your entry to the records you opened, created, or updated recently and displays them in the Recent Items window. If you see what you're looking for, just select it.

Here's a screenshot of the Recent Items window in the Opportunities work area. In this example, entering Server in the Find search field, displays two recent opportunities: Green Server (Blade) 6000 and Server Upgrade Opportunity.

Screen capture of a portion of the Opportunities
work area landing pad. The image shows a sample search and recent
items described in the text.

Search by Name Using Complete Words or Exact Phrases

If you don't find what you're looking for among the Recent Items, finish typing the word and click Search (the magnifying glass icon). The application displays a list of records with names that contain your search term, followed by records with related words, just in case you didn't type the word correctly. Say you're searching for accounts using the word software. The application first displays the account names that contain that word, such as Compucon Software and Forte Software Inc. That's followed by names with similar spellings, such as Softgear Inc.

Note: The application administrator can turn off the display of search results with similar spellings by setting the Include Similar Results in Searches profile option.

Here's a screenshot of the Accounts work area landing page showing a sample search for the word software. Callout 1 highlights the location of the two account names that include the exact spelling of the word in the name. Callout 2 shows the location of the account name with a similar spelling.

Screen capture of the Accounts work area landing page
showing the sample search discussed in the text

If you want to find the exact name you're searching for, then put quotation marks around your search terms. For example, "Forte Software Inc", returns just that one record.

Search for Partial Words in a Name

You can also search for partial words:

  • Put a percent (%) sign after two or more letters, and you get all the names with words that start with those letters.

    For example, searching on pin%, returns Pinnacle Technologies and All Pines Furniture.

  • Put the percent sign at the front of the term, and you get records that end with your term. For example, searching for %ard, returns The Board of Education and Edward Ward and Co.

  • Put the percent sign at both ends, and you get all the customer names with words that include those letters.

Note: You can use the percent (%) sign at the beginning of your search term only in the Find field on the main page of each object.

Using the percent (%) sign can slow your searches, so enter a whole word if you know it.

Search by Other Criteria Besides the Name

Use advanced search to search by criteria other than the name:

  1. Whatever search criteria you enter are limited by the list you start off with, so start by selecting a list that's a superset of what you are looking for.

    For example, selecting All Opportunities lets you search within all the opportunities you can access. Selecting My Open Opportunities narrows down the scope of your search to just the open opportunities you own.

  2. Click Show Advanced Search (the filter icon) to display the Advanced Search panel.

    The panel displays the search criteria for the list you selected. Here's a screenshot highlighting the Advanced Search panel.

    Screen capture of the Opportunities work area landing
pad with the Advanced Search panel highlighted. The image shows the
search criteria for the My Open Opportunities list. The search criteria
are: the Record Set equals Records I own; Status equals Won; Close
Period equals Current Fiscal Quarter; and the Close data falls between
7/1/15 and 9/30/15.
  3. Here's how you can modify your search:

    • Select a different record set to change the scope of your search. For example, selecting My territory hierarchy searches all the records in your territories and their subordinate territories. The available record sets vary from object to object.

      To improve saved search performance, restrict your saved searches to smaller record sets. For example, rather than searching all the records you can see, search all the records in your territory hierarchy. Or restrict your searches to a smaller geographical area. For example, search all the accounts in one state instead of the whole country.

    • Add additional fields to the search by clicking Add.

    • Select different operators for the fields in your search. Most of the operators, which differ field by field, are self-explanatory. But here are some notes on the more complex:

      • Between

        Selecting the Between operator for a date field, prompts you to enter a specific date range for the search.

      • Rolling-time operators, including Yesterday, Today, Tomorrow, Last Week, This Week, Next Week, Last Month, This Month, and Next Month

        Searching for opportunities created this month, for example, returns opportunities created in the current calendar month. The rolling-time filters use the time zone of the signed-in user for the calculation.

      • Current User

        Including the Current User operator in the Last Updated By and Created By fields displays only the records relevant to you, the signed-in user. For example, when you search for opportunities last updated by the current user, you get a list of opportunities last updated by you.

      • Is Blank, Is Not Blank, and Does Not Equal

        Selecting the Is Blank operator, makes it possible to search for records missing values in a text field or a field validated by a list of values, for example. Administrators must make these operators available by setting two system profile options. The Enable Additional Search Operators for Text Fields (ZCA_ENABLE_ADDITIONAL_TEXT_OPERATORS) profile option enables the Is Blank and Is Not Blank operators in text field searches. The Enable Additional Search Operators for List of Values (ZCA_ENABLE_ADDITIONAL_LOV_OPERATORS) enables the Is Blank, Is Not Blank, and Does Not Equal operators on fields validated by list of values (both fixed choice and dynamic choice list fields).

    • Specify which attributes you want to display in the search results table by selecting Columns from the View menu.

      You can select specific columns or display all columns.

    • Reorder the filter conditions by clicking Reorder.

    • Delete any fields you added to the search.

      You can't delete the fields provided by Oracle. You can only delete fields you added.

  4. Click Search to display the results.

  5. You can save your modified search as a new saved search (list):

    1. Click Save.

      Screen capture of the Create Saved Search window.
The Name field shows a sample name and the Run Automatically option
is selected.
    2. In the Create Saved Search window, enter a new name for the saved search.

    3. Optionally, you can set this search to be the list that appears whenever you navigate to the work area by selecting the Set as Default option.

    4. Click OK.

Search for the Account to View Its Opportunities, Contacts, and Other Related Information

Instead of searching for an opportunity or contact in their work areas, you can search for the account instead and then drill down to the opportunity or contact from there. Whatever search method you use, always remember that you may not have permission to access all information in the application. For example, to see an opportunity, you may have to own the sales territory, be on the sales team, or manage someone who is.

There may be a delay of a few minutes between the time you create or update a record and when you and others can search for it. That's because the application must update an index to enable searches. You can access newly-created items from the Recent Items list in the meantime.

What's the difference between the global search and the work area searches in my sales application?

Global search, located at the top of the page, makes it possible for you to search across multiple sales objects. The searches available on the different work area landing pads search for a single object.

The following table details the key differences between the two search methods.

Feature Global Search Work Area Searches

Search Scope

Searches key fields in multiple sales objects.

Searching on a contact name retrieves not just the contact record, but also related opportunities, leads, activities, and other objects.

Makes it possible for you to search for an object by name or by using multiple search criteria.

Indexing Frequency

Until a new record is indexed, it is not available for search.

Usually once a day.

Usually every five minutes.

List of Recent Items

Lists records you recently created, edited, or accessed. This includes records that haven't been indexed yet.

Displays recent items for all of the objects you enabled in the search.

Displays the recent items relevant the work area.

Wild Cards

Use an asterisk (*) at the end or middle of a word to indicate missing letters.

Use a percent sign (%) at the beginning, end or middle of a word to indicate missing letters.

Saved Searches (Lists)

Saved searches are not available unless specially configured by your application administrator.

You can search using one or more fields by creating saved searches (lists). For example, you can create a saved search to display a list of all active accounts in New York.

Application administrators can create saved searches for others in the organization.

To add additional fields to your search in a work area, click Show Advanced Search (the funnel icon) and click Add in Advanced Search to select the field. The list shows only fields that are enabled for search. If you don't see your field, an administrator may be able to make the field searchable using Application Composer. Not all fields can be made searchable.

Personal Lists

Create your own personal list in any of the work areas where you see lists. That includes opportunities, leads, and accounts. To create your own list, also known as saved search, just modify one of the existing lists. The detailed steps are a bit different for each business object, but the principles are the same. Here's an example of how to create a list of all accounts in the state of New York. Once you get the idea, you can create a new list in any work area. If you're adding a custom field as part of the search criteria, be sure that the field is indexed for search to improve performance.

The lists you create are available to you only. However, sales administrators can create lists for different sets of users by using the same sets of steps. They just have to use Page Composer in a sandbox and publish the sandbox to make the list available to others.

Tip: To improve saved search performance, restrict your lists to smaller record sets. For example, rather than searching all the records you can see, search all the records in your territory hierarchy. Or restrict your searches to a smaller geographical area. For example, search all the accounts in one state instead of the whole country.

Create the List

  1. In the work area landing page, click Show Advanced Search (the filter icon) to the right of the List field.

  2. In the Advanced Search panel, from the Saved Search list, select the saved search you want to use as the basis of your new saved search. In this example, you're creating a list of all accounts in New York, so you can use the default My Accounts saved search.

    Tip: To create a saved search entirely from custom fields, select Account Name.

  3. In this example, you want to display all of the New York accounts you can access, so select All records I can see from the Record Set list.

    The record set specifies the set of records to be searched. To improve search performance, you want to restrict your searches to a smaller record set. In this example, however, you can select All records I can see because you're restricting the number of records searched by adding the state field.

  4. Click Add.

  5. Select State from the list.

  6. Enter NY in the State field.

  7. Click Save.

  8. In the Create Saved Search window, enter a new name.

  9. If you don't want the new search to become the default, deselect the Set as Default option.

  10. Make sure the Run Automatically option remains selected. This selection runs the query each time you select the list in the UI.

  11. Enter a new name, for example, NY Accounts.

  12. Click OK.

    The work area landing pad and the Advanced Search Panel display the new search and the search results.

You can delete any of the work area lists you created. While you can't delete any of the lists provided by Oracle or by your application administrator, you can hide them from view. If you hide a list, you're affecting your own UI only.

Delete a List You Created

  1. In the work area landing page, click Show Advanced Search (the filter icon).

    The application displays the Advanced Search panel on the left side of the page.

  2. Select Personalize from the Saved Search list.

  3. In the Personalize Saved Searches window, click Delete.

  4. Confirm your deletion by clicking Yes on the warning.

Hide a List from View

  1. In the work area landing page, click Show Advanced Search (the filter icon).

    The application displays the Advanced Search panel on the left side of the page.

  2. Select Personalize from the Saved Search list.

  3. In the Personalize Saved Searches window, select the saved search you want to hide and deselect the Show in Search List option.

  4. Click OK.

    The list is now hidden. You can restore the list in the future by selecting the Show in Search List option.

You can create a saved search using a single custom field by editing one of the two single-field saved searches provided by Oracle: Name and Close Date. For opportunities and leads, use the Close Date list. For all other objects, including accounts, use the Name list, for example, the Account Name list or the Contact Name list. You can only create a new search by editing an existing saved search and you can't delete any of the existing fields. However, you can leave the value of some fields blank, effectively enabling you to search using one custom field. For best search performance, you must index the custom fields used in the search.

Here's an example of how to create a saved search for a particular value of an account custom field:

  1. On the Accounts work area landing page, click Show Advanced Search (the filter icon).

  2. In the Advanced Search panel on the left side of the page, select Account Name from the Saved Search list.

  3. Click Add and select the custom field.

  4. Enter a value in the custom field.

  5. Click Save.

  6. In the Create Saved Search window, enter a new name for your search.

  7. If you want the new search to become the default, select the Set as Default option.

  8. Make sure the Run Automatically option remains selected. Selecting this option runs the query each time you select the list in the UI.

  9. Click OK.