How to Use Advanced Find in Dynamics CRM 2013

Introduction

Microsoft Dynamics CRM has a powerful querying tool called ‘Advanced Find’. It enables users to query any entity within CRM and display the resulting data set with user selected columns. Advanced Find is not just used for querying data, it can also be used to prepare the data set to be exported out of Microsoft Dynamics CRM and the exported data can then be used for further analysis.

Advanced Find supports quite complex filtering criteria that can display only the results matching a given attribute value of a linked entity. The Advanced Find tool can be used to perform the following.

  • Execute complex queries to display results (which can include and/or operators)
  • Export selected data for further analysis.
  • Bulk edit the results data set
  • Save the results data set as a reusable personal view
  • Share the Personal View results with other users and/or teams
  • Add attributes of the linked or related entity
  • Filter the attributes of the linked or related entity
  • Execute workflows on the results data set

Advanced Find is currently limited to displaying results based on a single entity. The results can be filtered based on multiple related entities and can have columns selected from related entities.

Step-by-Step Guide

Consider a scenario where a user wants to execute an Advanced Find query to retrieve the ‘Accounts’ from ‘Texas’ with the following information displayed for each record:

  • Account Name
  • Primary Contact
  • Main Phone
  • State
  • Annual Revenue
  • Website
  • Account Number
  • City
  • Street Address

Step 1: Click the Advanced Find icon at the top right corner

Step 2: The Advanced Find window will pop-out. Select Account entity under the ‘Look for:’ dropdown as we want to query Account entity

Step 3: Add a filter so that the query displays the accounts from Texas (TX) only

Step 4: Now that we have added the filter, Click ‘Edit Columns’ to select the attributes to include in the result data set

Step 5: An edit window will pop-out

Step 6: Click ‘Add Columns’ to add columns we listed above

Step 7: As shown in the screenshot below, select the columns you want to add to the result data set

Step 8: Once you have selected the columns to be added to the data set, click ‘OK’ to proceed

Step 9: Now that we have defined the filter and have selected the columns to be displayed. Click the ‘Results’ button to execute the query

Step 10: Review the results. The query has returned a data set with columns (as selected earlier) and filtered to display Accounts from Texas (TX) only

The Advanced Find query can then be saved as a personal view so that the results can be viewed later without executing an Advanced Find command again. Microsoft Dynamics CRM also enables users to share their personal views with other system users and teams.

February 25, 2015