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.


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!

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An Abundance of Third-Party IT in the Microsoft Dynamics Marketplace

Coinciding with the release of Microsoft Dynamics CRM 2011, Microsoft has created the Dynamics Marketplace so partners, like xRM, and users can post custom CRM applications and solutions to benefit the Dynamics community. Microsoft Partners create an ample number of solutions for Microsoft Dynamics products, which are designed to help users fully leverage the software. The Dynamics Marketplace helps users find a solution best suited to their needs. Created primarily to compliment Microsoft Dynamics CRM 2011 (though it contains content for Dynamics ERP as well), the Dynamics Marketplace is mutually beneficial for partners and customers. Partners can post their written solutions and Microsoft Dynamics CRM 2011 customizations while customers can browse the catalog for industry-specific applications or compatible Microsoft partners.

The main purpose of the Dynamics Marketplace is to connect Dynamics CRM customers with a Microsoft Partner that can help them with a business solution; the marketplace does this through a traditional catalog environment. This catalog empowers customers, giving them the freedom to choose a specific application through a series of filters and suggestions. Code for these applications will be hosted in the marketplace and customers can download them as a trial or as a production system. If customers’ needs extend beyond a single application, the marketplace allows them to find partners that can be hired to host and manage their CRM solutions.

The Dynamics Marketplace fosters mutually beneficial relationships now that partners can attract customers who are seeking out a service provider based on select criteria. The marketplace allows partner “X” to attract business from customers seeking out services, who have not yet heard of partner “X”. The Dynamics Marketplace is the forum that brings the two together. At the time of this writing, partners can post links in the marketplace that lead customers directly to their sites, where they can handle transactions. Eventually, the Dynamics Marketplace will be able to handle transactions between the partner and customer on the site, streamlining the experience for both parties.

Dynamics Marketplace
Get to the Marketplace from CRM 2011 by clicking
Resource Center, Highlights, and Marketplace.

The Microsoft Dynamics Marketplace is an environment that helps customers maximize their business’ potential, and allows partners to highlight their specialties. Accessible from both inside and outside of Microsoft Dynamics CRM 2011, the Dynamics Marketplace is not only the discovery of third-party IT, but also the effective utilization of IT. The Dynamics Marketplace delivers partner value in a frictionless way. As a Microsoft Certified Partner, xRM will be contributing effective and helpful solutions to the Dynamics Marketplace.

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How Do I Display More Than 50 Records Per Page?

Go to Microsoft Dynamics CRM 4.0. List view:

1.      Dynamics CRM for Outlook: Click CRM from the top menu.  For the Web version: Click Tools from the top menu. 

2.      From the drop down menu click Options.  Select the number of records you would like to display. The maximum is 250. Click OK.

Please note that this is per user.



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Update Rollup 3 for Microsoft CRM

Microsoft has released Update Rollup 3. This is a tested, cumulative set of updates for Microsoft Dynamics CRM 4.0. It includes performance enhancements that are packaged together for easy deployment.

 Microsoft has released Update Rollup 3 for Microsoft Dynamics CRM 4.0 Server, Microsoft Dynamics CRM for Microsoft Office Outlook, and Microsoft Dynamics CRM 4.0 E-mail Router.

For more information about this release, see Microsoft Knowledge Base article 961768.


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Microsoft Dynamics CRM (Customer Relationship Management) Event

Need to know what Microsoft Dynamics CRM (customer relationship management) can do for your business? Streamline Solutions together with Microsoft is hosting a complimentary event on Friday March 27, 2009 from 10am PST to 1pm PST. Breakfast and Lunch will be served.

We will demonstrate the power of the Microsoft platform. Specifically, we will highlight Microsoft Dynamics CRM, Microsoft Office SharePoint Server, and Microsoft Unified communications. We will demonstrate a day in the life of a dynamic business thriving in dynamic times, and how they are leveraging several of the Microsoft server applications, and the interoperability amongst these applications, to be more efficient and effective with fewer resources. Click Here to learn more

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Second CRM Incubation Week

Microsoft CRM Incubation Week was so successful that another one is being offered!  This 2nd CRM Incubation Week will take place at the Microsoft Technology Center in Boston, MA, from April 20th to April 24th.  Participants will spend their time on training, prototype development and evaluation by a panel of industry specialists for various prizes. 


The event itself is free but you do have to plan for your own travel expenses.  Teams of three people can be nominated by e-mailing Sanjay Jain at Nomination criteria includes team strength, originality of the idea, and creativity in leveraging CRM as a platform. For more nomination details, click here  

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Convergence 2009 | March 10-13, 2009 | New Orleans, LA | Microsoft CRM

Convergence is the premier Microsoft Dynamics event, bringing customers, partners, team members and industry experts together in an environment created for you to discuss solutions, address business needs and establish a true community that can be leveraged throughout the year.

In 2009, Convergence will take place in New Orleans, Louisiana March 10 – 13. This is your opportunity to participate in an exceptional program including a variety of speakers, detailed product demonstrations and hands-on learning sessions. You will learn how to enhance your Microsoft investment now and in the future, and gain a stronger sense of community through interacting with industry leaders, Microsoft team members, partners and other customers.

More information about convergence here.

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XRM Strategic Analysis

We strongly suggest starting your CRM process with our Strategic Analysis. When we are done, we might recommend that CRM is not the right product for you. Rarely does our analysis take more than one week. We interview users at all levels and ensure that proper expectations are set accurately. Additionally, part of our deliverables is a success criteria document that can be used with any CRM implementation partner. The Strategic Analysis is all about education. We educate you on CRM and via in depth information gathering sessions, educate ourselves on your business.

Here is an outline of our approach and what it entails:

  1. High-level strategic analysis.
    • Three days on-site at your business.
    • Approximately two days are spent compiling documentation reg.
  2. Educating the customer.
    • Detailed CRM Overview to give you an idea of what CRM can really do.
    • We give you a customized CRM demo.
  3. Due diligence efforts.
    • Streamline questionnaires are given so we can further understand the scope of work.
    • Further shadowing and requirements gathering are given.
    • A comprehensive mock up is attained.
    • Providing a detailed statement of work with expected cost.

CRM is a strategic long term decision for your company. More often than not companies are simply not prepared to start the process. They have not performed enough due diligence and they are not 100% clear on what value they are going to get from the solution. Additionally, they have no specific and documented short and long term goals for the product. Our strategic analysis will answer all your questions up front, before you make any large investments. We feel this process is one of the best investments your company can make.

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Proof Of Concept & Development Environment

By leveraging our partner hosted Microsoft CRM solution, we can rapidly create a proof of concept (POC) environment for you. Why take unnecessary risks when you can mitigate most of them via our hosted model. Enjoy the easy of our month to month commitments. It only takes about two hours to implement and has the same features as on premise CRM. Make sure you like the product and that your users will use it BEFORE making the big investment.

Start month to month in a POC environment with a limited number of users. See if they like it. If they do, add more users and make sure they like it. Does it perform well, do your users like the interface, do you find it easy to customize. If things go well, you can continue in the hosted model or purchase licenses and go on-premise at any time. Apart from having the necessary hardware and software to deploy the on-premise solution, there is no cost to go from the hosted model to the on premise model. More importantly, selecting a CRM consultant is one of the most critical decisions you will make to attain a successful CRM implementation.

In the hosted POC model you can begin working with the consultant immediately. It empowers you to quickly find out just how good your consultant is. Last but not least, looking at the downside and being negative, if you for any reason you don’t like and the product did not meet your expectations, you simply shut it down.

A quick list of what can be accomplished in a POC:

  • Verify the product. Look & feel, performance
  • Validate your deployment strategy and uncover potential red flags
  • Get buy in from users
  • Work quickly with decision makers while the topic and incentive to adopt a new solution is strong

We strongly encourage you to think of all the advantages of a POC environment. To inquire more or get pricing please contact us.

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