Keyword Searching in SageCRM
Nick Rainbird • August 27, 2020
What is Keyword Search
You can use Keyword Search in SageCRM to search across all text
fields on a specific entity and entities associated with it. You can perform a Keyword Search on companies, people, cases, opportunities, leads, communications, orders, and quotes. For example, if you perform a Keyword Search on an opportunity, the search is also performed on associated companies, people, addresses, and progress notes.
Keyword Search uses an 'any words'
search technique. This returns records containing all words listed in a search term if the words appears in the record text fields or in the text fields of any associated entity record specified in the Keyword Search view. For example, a search for crm services returns all records containing the words crm + services in any text field. These words can appear in any order within a record and across more than one text field.
If the search term is not enclosed in quotation marks, matching records are picked up even where there are words inserted between the search term words within a record. If quotation marks are used, only records containing the exact phrase are returned.
You can use a Keyword Search on its own. Alternatively, you can use a Keyword Search with other criteria on an entity Find screen to further refine the search results. If you enter a Keyword Search term and a value on a Find screen field, an initial search is performed using the Keyword Search term. The search results are then filtered using the values in the Find fields.
For example, you can perform a Keyword Search using the search term %finance to search for all person records where the term finance exists in an related text field such as job title or notes fields and refine this search using other search field criteria such as account manager on the Find Person screen. This means that a person Keyword Search is carried out on the term finance but only those records with a matching account manager value such as 'Nick Rainbird' are returned in the search list as shown in the example below.
By default, the number of returned records is limited to 200. So your initial Keyword Search can return no more than 200 records, even if more matches exist, and then subsequent searches are based on those 200 records only. In some cases, this mean less records are returned than expected.
When performing a keyword search, it may sometimes be the case that you know part of the term you want to search on. For example, you may have part of a company name, or you know that you're looking for someone called either Smith or Smyth, or you might know only the first few digits of a telephone number. A variety of special characters can help you narrow your search results in such circumstances and can be found within the online help link below:
If you would like to find out more about the Keyword search facility then please feel free to get in touch on
01494 490409
or email the me at
nick@rainbirdbusiness-solutions.com
to discuss these further.
Until the next SageCRM Insights instalment keep safe and we will continue to help you unlock your success with SageCRM!
Nick
Rainbird Business Solutions
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