Advanced find is one of my favorite pieces of functionality in CRM. Reason being it allows anyone to become a master of the data that is held within CRM in ways you have never imagined. This is where a user changes from simply inputting data to actually owning and understanding the data available to them. A tool to achieve such mastery is Advanced Find.
CRM 2015 has embraced the Advanced Find functionality so you will now find it sitting at the top of the navigation bar to the right hand side and because of this placement is has now been removed from many ‘…’ more command areas in the system, e.g. Forms, because it is no longer needed.
Being able to jump from one entity to a related entity then to it’s related entity and so on is a really useful piece of functionality that Advanced Find allows you to do, but taking it to the next level of querying data is the ‘Group AND’ & ‘Group OR’ functionality.
Confusing as it may seem, Advanced find’s default state actually uses ‘Group AND’ without you ever needing it. Simply having more than one field query is the same as having a ‘Group AND selector’ on it as well. This is seen in the two screenshot queries below, both are identical. So you might be left wondering why it is available to use as a separate command.
The main answer to this question is that it allows you to make more complex queries, such as the one below.
The query below is saying “Please return back all Activities where the Activity status is Completed or Scheduled or Cancelled or Open but the Open Activities have to have a Due Date”. So the Completed, Scheduled or Cancelled activities don’t have to have a Due date to meet my query criteria, but the Open ones do.
To show you this works, I’ve made a few dummy records. The first one being a Completed Phone call with no due date which drops into this view (second to bottom) as it’s ‘Completed’ it doesn’t require a due date. Then I made two Task activities, both open and one with a due date and one without. The one without won’t drop into this view as it does not meet our query criteria but the one with a due date does. The two screenshots below demonstrate this.
The third screenshot in this example above shows where I changed the second Task which previously had no due date and did not drop into this view to now have a Due Date. You’ll see this now drops into the view as it meets the criteria of the query. (both shown at the bottom of the page)
To set up a query like this without getting the error below, it only takes 3 quick steps which are broken down below:
Add in all the lines you want for your entire query, select them all and put your first query on it, in our case the GROUP OR.
on the downwards arrow next to the name of the field, select this and select ‘select row’ again so they are both highlighted.
Select GROUP AND with the two lines selected to make group only these two lines into a GROUP AND.
Hope that helps! Any questions please leave them in the comments or tweet them @dynamiccrmcat