Searching with SmartSearch

A SmartSearch is executed in the following locations:

• In the search field on the toolbar of the program window,
• for the Link with button in views and data record windows,
• for the Customer field in opportunities to enter a customer,
• for the Add address and Add participant fields in distribution lists and
• other fields for linking, for example, in modules if your administrator has configured SmartSearch for these fields.

SmartSearch always works in the same way, it can be more precise if you enter special search terms.

• How does SmartSearch work?

You can only search for addresses in the customer search field in opportunities and for addresses in distribution lists. More data records are searched when searching the other search fields, or you enter which data record type you wish to search for.

There are also some anomalies you should be aware of when searching for e-mails and archive files.

How to

• Click in the search field and enter some characters. Once you have entered two characters, a list displays the first results and will be updated with new hits with any additional character which is entered.

• You can mark the search hits using your mouse or the arrow keys on the keyboard. To scroll through the list, use the arrow keys or your mouse wheel.
• Clicking a hit, opens the data record in the program window search field. When using the buttons to link and in distribution lists, clicking the link enters or adopts the address into the distribution list.
• Clicking the small arrow on the right-hand side for each hit, displays a list of functions which suit the context.

After searching in the program window, the functions will differ depending on the data record type. For example, for an address you can call a specific address phone number directly, for an appointment you can view the participants or a data record you can open the dossier.

When entering links after a SmartSearch, the possible link types are displayed.

• If you have not found what you are looking for then click in the search field and then press enter. The Search window will open.

This always works for an empty search field and independently of the search settings.

• If the search field is not empty and you press the enter key, then depending on the settings, either the Search window will open, or the first hit.

• Search settings
• Search window

Searching for specific data record types

You can restrict your searches to specific data record types if you can open a drop-down list for the button.

In the drop-down list, all the data record types are displayed which you can search with SmartSearch.

• To search for a specific data record type, select the data record type in the drop-down list.
• Alternatively, you can enter the parameters for the data record type in the search field, place them in front of the search term.

• Individual search

You will see the data record type you set, displayed automatically in the drop-down list via the icon.

The data record type settings are retained until the program or the data record window is closed.

• All data record types are searched again if you click Reset selection in the drop-down list.

Alternatively click the empty search field and then press the backspace button on your keyboard.

Important to know

E-mails

Archived e-mails will be searched as when using SmartSearch only CAS genesisWorld data records can be searched.

• E-mail: online, offline or archived

When searching multiple data record types, search terms in the e-mail Subject field are searched.

If you are only searching through e-mails as a data record type, then search terms in the Subject and Message text fields are searched.

E-mail attachments are not included in the search.

Archive files

In archive fields, search terms are also searched for if you only permit SmartSearch to search for the document data record type.

To do this, you have to save the archive documents to the Document archive.

In the first row of a hit, the subject of the document data record is displayed. In the second row, a short excerpt from the archive file shows where the search term appears.