How to Set Up Global Search in Microsoft Dynamics 365

Global Search is a feature of Microsoft Dynamics 365 that should not be overlooked. It allows you to query multiple entities simultaneously with the magnifying glass icon in the upper right corner of the screen.

While out-of-the-box, Global Search is set up with default settings, customizing the entities and fields it searches to meet your business needs is simple. Let’s detail both parts: selecting entities and selecting fields.

Selecting the Entities for Global Search

Within Dynamics 365, click the down arrow to the right of the current app name, choose the Settings tile, then click Administration within the System column.

On the Administration page, click System Settings. In the window that appears, within the General tab, scroll down to the Set up Search section. Click Select to select the entities for categorized search.

The Selected Entities column shows the entities that Global Search currently pulls results from. As you can see, currently it’s only querying 8 different entities. This is how it will be set up out-of-the-box, but you can actually include up to 10 entities. Be careful, as you can select more than 10 entities in this window, but when you save, you’ll receive an error if there are more than 10 selected. You can do a couple different things in this window.

Here’s a quick rundown:

  • Select an entity by clicking it in the Available Entities section, then clicking Add.
  • Remove a selected entity by clicking it in the Selected Entities section, then clicking Remove.
  • Change the order results are displayed in by clicking a selected entity, then clicking Move Up or Move Down.

Click OK when all desired entities are selected.

Click OK again to close the System Settings window.

Selecting the Fields for Global Search

 

After setting up the entities to search, you need to update the Quick Find view for the entities you included in Global Search so that the desired fields are being searched within each of the entities.

Click the down arrow to the right of the current app name again, choose the Settings tile, then click Customizations within the Customization column.

Click Customize the System. In the window that appears, click to expand the Entities section, then click the name of one of the entities you selected for Global Search to expand. Within the desired entity, click Views. In the list that appears, find the Quick Find view, click the check mark to the left of the view name, then choose Edit from the More Actions dropdown menu.

In the window that appears, you’ll see a table that shows the columns of information that will display in the Quick Find view for that entity. To the right of the table, you’ll see Add View Columns and Add Find Columns.

Click Add Find columns and check the boxes to select the fields to search on for Global Search. For example, if I add Address 1: City, and Address 1: State, then I can type a city or state into Global Search and return a list of the accounts located there. Click OK when finished.

You’ll notice that the columns shown in the table will not change. This is you’re simply adding fields to search on, not fields to show in the view. If you want to change the Quick Find view, use Add View Columns, then use the arrows to rearrange them.

When you’re finished, click Save & Close.

globalsearch8

Now, in order to activate these changes, you must click Publish All Customizations.

That’s it! You’ve selected custom entities and fields to use for Global Search.

For more videos, blog posts, and information on Microsoft Dynamics 365, visit xrm.com!

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Microsoft Dynamics 365: The What, When and Why

Beginning November 1, 2016, Microsoft Dynamics 365 will not only be available for purchase, but will replace Microsoft Dynamics CRM Online as we now know it. As announced on October 11 at the CRMUG Summit, the initial Dynamics 365 apps will be available on this date in 135 markets and 40 languages. Additional apps will be released at a later date. The Microsoft Dynamics CRM Online SKU will be removed from the catalog.

This announcement follows Microsoft’s early July 2016 announcement of plans for Dynamics 365. At that time, Microsoft let it be known that Dynamics 365 would be an evolution of the current CRM and ERP cloud solutions. It would be “one- cloud” service with apps to manage specific business functions. The idea would be to natively imbed Power BI and Cortana Intelligence, and deeply integrate Dynamics 365 and Office 365. The common data model was also introduced at this time, to simplify data management and integration across apps and processes. In short, it sounded like Dynamics CRM, Dynamics AX, and Project Madeira would be repackaged and restructured into Dynamics 365.

Now we have a bit more information. This past Tuesday, Microsoft announced that Dynamics 365 will be a single, cloud-based service that enables companies to address CRM and ERP needs with a variety of powerful apps and ancillary tools to manage nearly every aspect of business. Whether your requirements include sales automation, operations, customer service, or just about anything else, there will be apps for you. The solution will be available in two editions (Business and Enterprise) to suit companies of different sizes (under and over 250 employees).

Two Versions, Two Plans

Business (10-250 employees) Enterprise (250+ employees)
  • Financials (Formerly Madeira)
  • Sales
  • Marketing
  • PowerApps
  • Operations (Plan 2 Only – Formerly AX7)
  • Sales
  • Marketing
  • Customer Service
  • Field Service
  • Project Service Automation
  • PowerApps

 

It is our understanding that the Business Edition will be partially available on November 1, 2016, in the form of the Financials app (formerly known as “Madeira”), plus the optional PowerApps platform. The sales and marketing apps are due out in the spring of 2017.  We believe that these will be similar to the existing modules of the same name in Microsoft Dynamics CRM. The Dynamics Enterprise 365 version will be entirely available on November 1, 2016.

Devilish Details

The Enterprise edition will be broken into two “Plans” – Plan 1, which consists of all apps shown above EXCEPT “Operations”, and Plan 2, which consists of Plan 1 plus Operations. Plan 1 (this is the closest thing to Microsoft Dynamics CRM Online
as we know it today) will be available with NO minimum user count, which is a departure from the five seat minimum that exists today.  Plan 2, with Operations, will have a 20-seat user minimum.  This makes sense, since a company interested in the Operations app, which was known as AX7, is generally an Enterprise level company. Plan 2 will be considerably higher priced, as well.  From a pricing perspective, Dynamics 365 offers large companies a compelling value proposition, since there is very generously structured pricing model around user license volume and tiers.  Please look for another post soon that details pricing for these products.

A Flexible, Enterprise Platform

The value proposition of Dynamics 365 is that it can grow as you grow, running on an app-based subscription, where you pay for the desired app(s), with each user having a license primarily around job function. This differs from other, more traditional app-based subscriptions that require additional, separate licenses per user per app. This is especially true of the new “Team Access” license, which is priced so low as to attract just about every user in the organization.  Not only does this make it easier for users, but also cheaper. For as little as $5 per month, with tiered pricing based on volume, light-usage customers will have at least read-only access to the entire Dynamics 365 platform.

As announced originally in July, Dynamics 365 will natively imbed Power BI and Cortana Intelligence, and will combine the powers of Office 365, Azure and Dynamics into a powerful tool for delivering solutions. It’s designed to use targeted intelligence, advanced analytics, and machine learning to enrich the user experience and improve the sales process. Running on a new common data model, it will be possible to extend Dynamics 365 capabilities to additional industry- and function-specific tasks using AppSource apps.

The idea is that it will fill the gaps left by others, like Salesforce, and provide a stronger and more comprehensive all-in-one solution, and at an extremely competitive price in the Enterprise space. One of the major ways that it will do this is through PowerApps. Not only does PowerApps make it easy to create new entities and fields, and import and export data into programs you regularly use, like Excel, but it also makes it easy to create your own apps, based on your business need, without needing development knowledge. PowerApps is built for what has recently been dubbed as a legion of “Citizen Developers” that need to whip out departmental-level, clever little applets that draw on the common data model and use as source the various components of the Dynamics 365 and Office 365 stacks.

Considerations for Existing Microsoft Dynamics CRM Customers

For Dynamics CRM Online, specifically, this means that the product SKU and the ability to purchase it as we know it now will be replaced on November 1st with various choices listed above. Our present understanding is that current Microsoft Dynamics CRM customers will be able to choose to either continue using Dynamics CRM Online for the duration of their subscription commitment , or immediately transition to Dynamics 365. The current functionality will still exist in some form within these new Dynamics 365 apps – specifically in the Enterprise choice, which will contain the entire CRM product as it is now configured, but with the additional modules of Field Service and Project Service Automation.

Microsoft has not yet announced whether or not marketing features within Dynamics CRM Online will be replaced by the Adobe Marketing Cloud, but earlier this month, officials announced that Adobe Marketing Cloud would be the preferred solution for Dynamics 365 – at least for the Enterprise edition. In any case, the Marketing app listed above refers to the “lightweight” marketing module in CRM Online now, not Microsoft Dynamics Marketing – our understanding that this product will not move forward.

There is a lot to be said for this bold direction that Microsoft has taken, and there is no question as to the level of commitment shown by this innovative company.  We at xRM applaud the passion that the highest levels of Microsoft has shown in the Dynamics stack. We also understand that this will shake up the space a bit, and in the beginning there may be some complexity to sort out and resistance to change. We encourage the stakeholders on all sides to embrace this platform and make the most out of it.

 

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