Gmail Search: Difference between revisions

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(Created page with "Search works in a number of ways *1. Email Matching *2. Manual Search *3. Parse Search There are also 2 extra options here *4. Bookmarks *5. History ----- 1. Email Matching The system will take an email and search as follows: a. tag matching (if there is a tag in the email) b. Person match (full match) c. Company match (on domain or on person email domain returning their company) d. Lead match If no match is found the user is presented with the new Company screen...")
 
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Search works in a number of ways
You can search across


*1. Email Matching
* Accounts
*2. Manual Search
* Contacts
*3. Parse Search
* Leads
* Opportunities
* Cases
* Activities (communications like email and phone)
* Custom Entities (contact us for details)


There are also 2 extra options here
Note: How the search works for all entities can be customised.
[[File:Imagead.png|thumb|635x635px]]
[[File:Screenshot 2026-06-23 173445.png|thumb|644x644px|none]]


*4. Bookmarks
*5. History


-----
'''How searches default work'''
1. Email Matching


The system will take an email and search as follows:
Here we will outline how the search works per entity.


a. tag matching (if there is a tag in the email)
We break this down to EXACT and LIKE matching.
b. Person match (full match)
----
c. Company match (on domain or on person email domain returning their company)
d. Lead match


If no match is found the user is presented with the new Company screen.
# Accounts


When there is a tag the Summary will have a yellow top.
'''Like'''


[[File:Screenshot 2026-06-25 115950.png]]
* Name
* Address
* Phone (if the value is a number)


Were there is no tag, all matches (person,company, lead) will be returned.
'''Default Order''''


The first item will be shown but if you click back to the Search area you will see all results.  
Name ''Ascending''
----2. Contacts


[[File:search6.jpg]]
'''Like'''


-----
* Name
2. Manual Search
* Email
* Phone (if search term is a number)
* MobilePhone (if search term is a number)


You can search on all available entities (this can include custom entities).
'''Default Order''''


[[File:search1.jpg]]
Name ''Ascending''
----3. Lead


See
'''Like'''


    https://accelerator.crmtogether.com/index.php?title=Tabs_and_Lists
* LeadName
* Email
* Address
* BusinesPhone (if search term is a number)
* Comment


for details on how to control what fields are displayed in the list
'''Default Order''''


-----
LeadName ''Ascending''
3. Parse Search
----4. Opportunities


This option is available under the search options menu
'''Like'''


[[File:search2.jpg]]
* Description
* Title


This opens a dialog window showing all available email addresses that the system can parse
'''Default Order''''


[[File:search3.jpg]]
Description ''Ascending''
----5. Case


Clicking on one of these items will use that email address in the search and act accordingly.
'''Like'''


-----
* Subject
4. Bookmarks
* Number


This option is available under the search options menu
'''Default Order''''
Clicking this shows the list of bookmarks that you have made.


When you view an entity you can add/remove a bookmark from the icon.  
Subject ''Ascending''
----6. Activity


[[File:search4.jpg]]
'''Like'''


-----
* Title
5. History
* Body


This option is available under the search options menu
'''Default Order''''
Clicking this opens a dialog with the history screen showing.


[[File:search5.jpg]]
''StartDate'' desc
 
Using this screen you can filter the data.
When you click a record then that record will be opened in the task pane.
 
-----
Customizing
 
A. To add in a primary custom Entity*
 
* created using the entity wizard
 
Open the "...custompages/sagecrmws/web.config"
 
Edit the line "SearchEntities"
 
EG..here we add in "Project"
 
      <add key="SearchEntities" value="Company,Person,Lead,Cases,Opportunity,Project" />
 
Within CRM make sure that the Entity is available via webservices.
* You may need to restart CRM to see the entity in the search drop down (as the config data is cached).
 
[[File:search10.jpg]]
 
Restart outlook or reload the app
 
[[File:search8.jpg]]
 
The fields searched will be the
 
  prefix_name
 
or the table description field (if set)
 
B. Customising Search
 
Create a screen in CRM called
 
  ENTITYOfficeIntSearch
 
EG
casesOfficeIntSearch
 
[[File:search9.jpg]]
 
and add the fields you want the search data to be on. The fields you add will be added using an OR statement.
 
Right now the following fields are used always by default using a sql LIKE statement
 
* Company - comp_name, (comp_emailaddress also in some cases)
* Person - pers_lastname, pers_firstname,Pers_EmailAddress
* Opportunity - oppo_description
* Cases - case_description,case_referenceid
* Lead - lead_personfirstname, lead_personlastname, lead_companyname, lead_description
* Primary custom entities - If there is a description field this is used and if not PREFIX_name field is used.
 
C.
If you rename an entity (for example Opportunity to Project) then you must update the user language caption for the ltem
 
  Family=Tabnames
  Code=Opportunity
 
EG
 
[[File:sage_caption_menus.png]]
 
D. You can also use a custom view once it has the format
 
    vACSearchlistENTITY
 
eg
 
    vACSearchlistCompany
 
and the system will pick this up and use this instead of the
 
    vSearchlistENTITY
 
which is a standard CRM view.

Revision as of 13:40, 26 June 2026

You can search across

  • Accounts
  • Contacts
  • Leads
  • Opportunities
  • Cases
  • Activities (communications like email and phone)
  • Custom Entities (contact us for details)

Note: How the search works for all entities can be customised.

File:Imagead.png
File:Screenshot 2026-06-23 173445.png


How searches default work

Here we will outline how the search works per entity.

We break this down to EXACT and LIKE matching.

  1. Accounts

Like

  • Name
  • Address
  • Phone (if the value is a number)

Default Order'

Name Ascending

2. Contacts

Like

  • Name
  • Email
  • Phone (if search term is a number)
  • MobilePhone (if search term is a number)

Default Order'

Name Ascending

3. Lead

Like

  • LeadName
  • Email
  • Address
  • BusinesPhone (if search term is a number)
  • Comment

Default Order'

LeadName Ascending

4. Opportunities

Like

  • Description
  • Title

Default Order'

Description Ascending

5. Case

Like

  • Subject
  • Number

Default Order'

Subject Ascending

6. Activity

Like

  • Title
  • Body

Default Order'

StartDate desc

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