Dynamics 365 CRM offers several ways to search, and each serves a different purpose. Whether you need to search across multiple tables, find information in a particular table, search across several columns, or narrow results within one column, there is a search option designed for that situation. The five search types covered in this class are:

• Dataverse search
• Modern advanced find
• Legacy advanced find
• Quick find
• Column-level search

Dataverse search

Dataverse search is the broadest search covered in this class. The search bar searches across the different tables included in your application, and the results are grouped by table. You can select a record type to see which fields were searched to produce the results. The tables available to dataverse search can be adjusted by an administrator. The feature itself also needs to be enabled by an administrator, so you may not see the search bar if it is not turned on. You can also refine results using filters. Depending on the record type, options can include owner, created on, and modified on. Dataverse Search is especially helpful when:

• You do not know which table contains the record you need.
• You expect your results to span multiple record types.

For example, searching for “Alpine” can return relevant results grouped into different record types, such as accounts, contacts, and opportunities.

Refining a dataverse search

You can use several operators to refine a keyword search:

• AND: Use the plus symbol (+) to find records containing both keywords. For example, Alpine + Paul.
• OR: Use the vertical bar (|) to find records containing either keyword. For example, Alpine | Patrick.
• NOT: Place a minus symbol (-) directly in front of a keyword you want to exclude.
• Wildcard: Use an asterisk (*) to search for words that begin or end with particular characters. For example, *pine searches for keywords ending in “pine.”

Modern advanced find

Modern advanced find lets you select a specific table and search within it using filters. It is particularly useful when the table you need is available in the application but does not appear in the left-hand navigation. From the search bar, select “Search for rows in a table using advanced filters.” You can then choose the table you want, edit its filters, and adjust the columns. The experience is similar to searching and filtering a standard list view. If you do not see this Advanced Find option, Modern Advanced Find may be disabled in your application.

Legacy advanced find

If your organization uses legacy advanced find, you can select the table you want to search from the dropdown on the left. On the right, you can select from available system views and personal views. You can then choose the field you want to search and select an appropriate operator, such as:

• Equals
• Contains
• Begins with
• Does not contain data

After configuring the search, select Results to view the matching records. If you want to use the search again, you can save it as a personal view. The saved search will then be available with your personal views.

Quick find

Quick find searches across multiple configured columns within a view. There are several important restrictions to remember when using it. First, quick find uses a “begins with” search. For example, searching for “Pine” would not return “Alpine Ski House” based on that search behavior. Quick find also:

• Returns active records.
• Searches only the columns included in the configured Quick Find view.
• Can have its searchable fields adjusted by an administrator.

Quick find can be useful when you are searching within a view and the information might exist across multiple searchable columns rather than one specific column.

Column-level search

Column-level search is the most granular option covered in this class. It is also the most efficient choice when you already know which column should contain the information you need. For example, if you know you are searching for an account name and the Account Name column is already visible, you can filter directly on that column rather than using a broader search. There are two ways demonstrated in the class:

• Use the filter option on the individual column and select an operator and keyword.
• Use Edit filters, which is helpful when the column you want to search is not currently displayed in your view.

Choosing the right operator

Pay attention to the operator you use when filtering a column, especially for names. With Equals, your search value needs to match precisely, including spelling and details such as apostrophes. Contains can be more useful when searching account or contact names when you do not need an exact match. Begins with can also help narrow your results. Remember to clear an existing filter before beginning a different search so that you do not unintentionally restrict your new results.

Which search should you use?

A simple way to choose is to start with what you already know:

• Dataverse search: Use it when you are unsure which record type contains the information or when your search needs to span multiple record types.
• Modern or legacy advanced find: Use it when you want to search a particular table, including tables that are not displayed in your navigation.
• Quick find: Use it when searching records within a view and your keyword could appear across multiple configured columns.
• Column-level search: Use it when you know exactly what you are looking for and which column should contain it.

Each search option has its own purpose. Choosing the search that matches what you already know about the record, table, or column can help you find the information you need more efficiently.