Search Records

Search Records

This document lists the different ways in which you can quickly find and access the record you need in Zoho CRM.
Finding the right record can take up a lot of time, whether it's for quick actions like sending follow-up emails or for deeper understanding of an account, a deal, a contact, a meeting, etc.

Whether you need to act fast, prepare for a meeting, or review a past deal, finding the right record in CRM is simpler and quicker with the following tools:
  1. Search by alphabet (within a module)
  2. Search by criteria using Advanced Filters (within a module)
  3. Search using keywords via Global Search (anywhere in the CRM)

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 All dropdown and choose the alphabet from the list.
    The page displays the list of matching records that start with the selected alphabet.



Notes
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.

Search Records by Criteria using Advanced Filters

To filter records using advanced filters

  1. Go to the desired module.
  2. Select the required module list view.
  3. Under Filter [Records] By, select the desired combinations.
    You can select any number of search combinations as required.

  4. Click Apply Filter.
    The records that meet the criteria are displayed.
  5. You can select records and assign suitable follow-up activities or run macros on them. Learn more about advanced filters.

This option enables you to find specific record(s) from all modules or from a particular module by entering a relevant keyword in the search box.


  1. If the keyword is included in a record, it will show up in the primary search results as you type. You can view helpful details under each result to find and access the record quickly. You can also take actions like emailing or calling from here.
    Notes
    Note: Please ensure that the keyword is properly spaced to get the results you need. Typing 'Donette Foller' will get you that contact's record. Using 'Donettefoller' will not.

  2. If you are unable to find the record, you can always perform an advanced search by simply pressing Enter or by clicking the View advanced search at the bottom of the results.

    This lets you filter and sort the results as well as show more information to make it easier to find the record you need.


  3. If you want a more extensive search, you can search across all Zoho products that you use by clicking the Search across Zoho option.

    This will give you results across Zoho apps and help pages.


Supported modules and fields

Global search is supported in the following modules and field types:
Supported modules
  1. Leads
  2. Accounts
  3. Contacts
  4. Deals
  5. Tasks
  6. Events
  7. Calls
  8. Campaigns
  9. Cases
  10. Solutions
  11. Products
  12. Price Books
  13. Quotes
  14. Sales Orders
  15. Purchase Orders
  16. Invoices
  17. Vendors
  18. Notes (only in advanced search)
  19. All Finance modules
  20. Services & Appointments
  21. All Custom modules
  22. Upto 100 linking modules

Supported field types
  1. Single line
  2. Multi line
  3. Phone
  4. Email
  5. Multi-select picklist
  6. Number
  7. Long number
  8. Decimal
  9. Currency
  10. Percentage
  11. Auto number
  12. Formula
  13. URL
  14. Lookup
  15. Multi module lookup

  1. Click the search icon in the top bar or press / if you've enabled keyboard shortcuts.

  2. If you want to restrict the search to a module, select it from the dropdown.
    Note: 'Notes' will not be available here. You can use advanced search to search across notes in the CRM.
  3. If you want to search by record name or tag, press #, select Record Name or Tags, and enter the keyword.

    Otherwise, just enter the keyword. In the former, the entered keyword will be matched with the values entered in the record name field or tags. In the latter, they will be matched with all values in supported fields.
    Note: It is mandatory to enter a minimum of three characters in the global search box.
  4. Click on a result to access the record. Hover over a result and click the email or phone icon if you want to send an email quickly or make a call. If multiple phone numbers are present, you can pick one.

  5. Press Enter or click View advanced search to use options like filter, sort, and additional field values to find the records you need.

The advanced search results help you filter, sort, and customize the field values that you want to view in search results.
For example, when you search leads, you may want to view only details like email, phone, lead type, and lead source. You can select just these fields in the search layout. A maximum of 10 fields can be selected.
  1. Enter your keyword in the global search text box and press Enter or click View advanced search.

  2. Select the modules, use the filters, or sort the search results to find the record you need. The record name link can be clicked to access the record.

  3. If you want to customize the field values that are displayed, click the columns icon ()and select them.

  4. If you want to search across Zoho products, click Search across Zoho at the bottom of your screen.


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.
  • Non-admin users can only search for notes created by them. Even if they have access to notes created by others, the search results will not return those notes.
  • It is mandatory to enter a minimum of three characters in the global search box.
  • You can even search for reports, dashboards, and more in global search using AskZia. To access AskZia within global search, type / in the global search box.

    For more details about AskZia, see: AskZia | AI Sales Assistant. This is available when the language in your personal settings is English. It is only available for organizations using the Enterprise edition (with 20+ user licenses) or the Ultimate edition (any number of user licenses).