Searching for Records

This article outlines how to use the Global Search within the CRM.

Isobel Honour avatar
Written by Isobel Honour
Updated over a week ago

Lots of information can be stored in Prospect CRM, so it's important to know how to search and locate what you're looking for quickly and easily.

The Global Search allows you to search through all levels of the hierarchy, from Companies through to Products, and even phone numbers - all in just one search window. 

The Global Search uses a fast searching algorithm that returns highly targeted results. It achieves this search accuracy by initially searching the most commonly matched fields (reducing the breadth of the search). For example, when searching for a Contact, it initially only matches the Contact ID, name and email address.

In this example, we've searched for ‘Browns’ using the Global Search. Using this search term, the CRM has returned relevant results for all levels of the hierarchy that have been used in the last 30 days. Note that the Global Search will automatically disable searches for hierarchy levels that you've not searched for in the last 30 days.

Any of those records containing the word ‘Browns’ will be displayed. This includes any Problems or Opportunities which have been created under a record with the word ‘Browns’ in.

If the initial search doesn’t find what you’re looking for, and you want to broaden the search, there's a 'View more results' button and a "Search more fields" link - both of which will broaden the search to include all fields available in relevant the search index (i.e. it'll then include other fields such as the Company Name, Phone Number and the address when searching for Contact records).

The search results also include some brief information about each of the records. For example, results of Contacts will also show their email address and Company Name.


To help narrow down your search, you can select which records you want displaying in the search results. This is done by selecting from the icons located at the top of the search.

Within the search results, you can also expand the different record types by clicking 'Show More'.

Alternatively, use the additional search options at the end of the results to find Settings, Reports and Help articles related to your search results.

A simple, straightforward search is great - but what about when you need more precise searching for those ultra-specific queries? Want to hone in your searches to find exactly what you're looking for more quickly? Whether it's prefix and partial word searching, searching for an exact phrase, or how to use "or" rather than "and" in your search term, check out this article here!

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