CRM Help

Search Records

The search option helps locating specific information or specific records without having to go through the entire list of records, thus saving time in finding records. The different search options available in Zoho CRM are:

  • Search by Alphabets
  • Search by Information
  • Search by Criteria

Search Records by Alphabets

This option enables you to search records within a module by clicking the alphabet links displayed on top. This would directly take you to the matching records that starts with the selected alphabet.

To search records by alphabets

  1. Click the [Module] tab.
    Module refers to the Leads, Contacts, Accounts etc. tabs.
  2. In the [Module] home page, click the Alphabet from the list.
    The page displays the list of matching records that start with the selected alphabet.

Note

  • The Alphabet search options searches records by First name.
    If you want to search records by Last Name, click Setup > Personal Settings > Name Format and change the format of name.
    See Also Change Name Format

Search Records by Information

This option enables you to search specific record(s) from all modules or from a particular module by entering the information in the search box. Note that this is a Global Search and for English, it will filter only those records that starts with the given search criteria. For other languages, it will filter all records that contain the given search criteria.

To search records by information

  1. Select a [Module] from the Search drop-down list.
    Module refers to the Leads, Contacts, Accounts, etc. tabs. Records only from the selected modules will be listed.
  2. Enter the search criteria in the text box and press Enter.
    The matching records will be listed.

  3. Select the Show my records only check box and click Search to view only your records.
  4. Click the Search Layout link to define the fields that should be available in the Search Results' page.

Note

  • By default, you will be able to view all the records, provided the access to view the records is given to you by the administrator.
  • It is mandatory to enter minimum two characters in the search text box.
  • You can add more fields in the Search Results' page with the Search Layout option. See Also Customize Search Layout

Search Records by Criteria

This option enables you to search records based on the a search criteria. You can search records by criteria in two ways.

  • By specifying your own search criteria
  • By selecting the defined search criteria

To search records by criteria

  1. Click the [Module] tab.
    Module refers to the Leads, Contacts, Accounts etc. tabs.
  2. In the [Module] home page, click the Search icon.
  3. In the Advance Search section, do the following:
    • Select the options from the drop down lists.
    • Enter the corresponding values in the text box below.
  4. Click Search.

Customize Search Layout

Every module in Zoho CRM has a Global Search option. When searching for records, the search results are listed and only the selected fields are available for each type of record. You can customize this search layout by adding upto 6 fields of your choice for each module by using the Search Layout option.

Availability

Profile Permission Required: Users with the Administrator profile can access this feature.

To customize search layout

  1. Log in to Zoho CRM with Administrator privileges.
  2. Click Setup > Customization > Search Layout.
  3. In the Search Layout page, select the module from the drop-down list and click Edit.
  4. In the Fields List section, select the check box(es) of the fields that you want to add in the Search Results' page.
  5. Click Save.

Following are the fields selected by default for the respective modules.

Module Search Criteria Module Search Criteria

Leads

  • Full Name
  • Company
  • Email
  • Lead Source
  • Phone

Products

  • Product Name
  • Product Code

Accounts

  • Account Name
  • Phone
  • Website

Activities
(Tasks and Events)

  • Subject

Contacts

  • Full Name
  • Email
  • Phone
  • Mobile

Solutions

  • Solution Title
  • Solution Number

Potentials

  • Potential Name
  • Amount
  • Stage

Price Books

  • Price Book Name

Campaigns

  • Campaign Name
  • Status
  • Type

Purchase Orders

  • Subject

Forecasts

  • Forecast Name

Quotes

  • Subject

Invoices

  • Subject

Vendors

  • Vendor Name
  • Phone
  • Email

Cases

  • Subject
  • Product Name
  • Case Reason
  • Email

Sales Orders

  • Subject

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