Search Records by Criteria

 Overview

While accessing a report, you can search for records using the Search option displayed on the top right. The search option is supported in List, Grid and Summary reports. Range search is supported for Date and Numeric fields.

 Steps to specify the search criteria

  1. Access the required report.
  2. Click on the Search icon, as shown below.

  3. A pane will slide in from the right, displaying the different fields present in your Form.

  4. Check the checkbox beside the required field (using which you wish to search for records). Two more entities appear on doing so:
    1. A drop down menu containing the comparison operators (Is, Is Not, Greater Than, etc.) applicable to that field.
    2. Depending on the operator selected, an input box to specify the value.

    For instance, if you want to search records from a Sales Report based on a particular revenue value, select the operator Greater Than for the Revenue field.

    For Radio, Dropdown, Checkbox and Multi-select fields, the choices they display (on the form) will appear. In the below given image, the choices Asia, America, Africa, Europe are displayed for the drop down field Region.

  5. Once you have specified the operator and value for that field, click Search button displayed at the bottom.
  6. As shown in the below image, only those records (in that report) that meet the search criteria are listed. Also, the search criteria (based on which the records are filtered) is listed on top. You can also save the filtered report by hovering the cursor near the report name and clicking on Save Changes.

 Note:

  1. When using the operators Contains, Not Contains, Is and Is Not, you can pass upto 6 values for a field. These values will be considered as "OR".
  2. For Multi select / Checkbox fields, you can use the AND search (by using the & character) to search for individual field values containing a maximum of 3 choices. For example, you can search for Choice 1 & Choice 2 & Choice 3 as a single search value, where the 3 values are choices displayed by a Multi select / Checkbox field. However, such search values will be counted according to the number of values it contains. Hence Choice 1 & Choice 2 & Choice 3 will be counted as 3 search values, with 6 being the maximum number of search values allowed. To select multiple choices in a single search value, start typing the choice names and the multiple search options will appear in the drop down, as shown below.

 Search Criteria

(*) denotes string field is supported     (#) denotes number field is supported     ($) denotes date field is supported

CriteriaReturnsExample

Is (*, # and $)

Records with values that have an exact match  with the specified keywordReturns "Creator" if the keyword is specified as "Creator"

Is not (*, # and $)

Records with values which do not match at all with  the specified keywordReturns all records except "Creator" if the keyword is specified as "Creator"

Is empty (*, # and $)

Records with empty or blank valuesReturns all records where there is no value in the field

Is not empty (*, # and $)

Records with non-empty or non-blank valuesReturns all records where there is any value present in the field

Starts with (*)

Records with values starting with the specified  keywordReturns all the values starting with "Cre", for example - "Creator" if "Cre" is specified as the keyword

Ends with (*)

Records with values ending with the specified  keywordReturns all the values ending with "Tor", for example - "Creator" if "Tor" is specified as the keyword

Like (*)

Records with comparatively precise valuesReturns all the values starting with "Zoho" like "Zoho CRM", "Zoho Creator" etc if the specified keyword is Zoho*.  Similarly, *Zoho will return all the values ending with "Zoho"

Contains (*)

Records with values containing the specified  keyword Returns all the values containing the keyword. For example, it will return a value like "Creator" if "Cr" or "Ea" or "To" etc are specified as the keyword

Not Contains (*)

Records with values that do not contain the  specified keyword Returns all the values which do not contain the keyword. For example, it will return values like "Mail", "Writer" etc for keywords like "Cr" or "Ea" or "To" etc.

Less than (#)

Records with values lesser than the specified keywordReturns records with values "1", "2" and "3" if the specified keyword is "4"
Greater than (#)

Records with values greater than the specified keyword

Returns records with values  "5", "6", "7" and so on if the specified keyword is "4"
Less than or equal to (#)

Records with values less than or equal to the specified keyword

Returns records with values "1", "2", "3" and "4" if the specified keyword is "4"
Greater than or equal to (#)

Records with values greater than or equal to the specified keyword

Returns records with values "4", "5", "6", "7" and so on if the specified keyword is "4"
Between (# and $)

Records with values between the specified From and To keywords

Returns records with values "2", "3" and "4" if the specified From and To keywords are "1" and "5" respectively

Returns records with date values  "2-APR-2014" and "3-APR-2014" if the specified From and To keywords are "1-APR-2014" and "4-APR-2014" respectively

Before ($)

Records with date values that fall before the specified date

Returns records with date values "2-APR-2014", "1-APR-2014" and so on if the specified keyword is "3-APR-2014"

After ($)

Records with date values that fall after the specified date

Returns records with date values "2-APR-2014", "3-APR-2014" and so on if the specified keyword is "1-APR-2014"

Day ($)

Records with date values according to the specified keyword in terms of days

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Week ($)

Records with date values according to the specified keyword in terms of weeks

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Month ($)

Records with date values according to the specified keyword in terms of months

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Year ($)

Records with date values according to the specified keyword in terms of years

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 Limitations

  • When the record count in a report is more than 10,000, the AND search for Multi Select / Checkbox fields (as mentioned in this section) will not be available when specifying the search criteria.
  • The Save Changes option (as mentioned here) will not be available for Reports filtered using the AND search.
  • Filtered Reports containing more than one search value, will not have the Export as PDF option.
  • For accounts created after the second quarter of 2016, searching a report using a multi-select field (a multi select / checkbox field, or a multi-select lookup field, or a SubForm field) that is present in a related form (related via a multi-select lookup or a SubForm field), is not applicable.

Related topics

Functionality based URLs to set criteria for a report