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Four Tips for Sugar Search

by Katie Liesmann on November 30, 2017

3 minute read

Your CRM is practically useless if you can't pull the information you need from it. This is why we often discuss data cleansing, reporting, and filtering on this blog. In this post, we discuss another element of finding data--search. Below you will find four reports for using Sugar search to quickly find the data you need.

1. Wildcard Search

A regular Sugar search will provide you with results that exactly match your search terms. This isn't always the sure-fire way to find things quickly. A wildcard search is completed by entering the percent symbol (%) in the Sugar search bar in front of your search terms. The wildcard search allows you to modify your search results to include any records whose name contains the search term.

Wildcard Search

2. Sweet Spot Search

There is a search bar in Sugar that can only be accessed with a keyboard shortcut. Known as “The Sweet Spot”, it’s an undocumented feature which allows you to quickly search all modules within your Sugar instance and acts as a shortcut to creating or viewing records. To access the search bar on a Mac, press command, shift and the space bar at the same time. On a Windows machine, press control, shift and the space bar at the same time.

Sweet Spot Search

3. Modify Filters in List View

Most people are familiar with the ability to filter the records in list view. Many organizations use this to mimic running reports on the fly. But what many organizations don't know is that you can modify the fields that are available to filter on from list view (even to include custom fields).

Modify Filters in List View

You can do this by logging into an admin account, going to Studio under "developer tools" and clicking on the module who's list view you want to modify. Next, click "Layouts", then "Search", and "Search" one more time. Now you can drag the fields between the columns labeled "Default" and "Hidden" to exclude or include them from your filter options.

Search by tab

4. Global Search For Certain Record Types

When using the global search bar, you can modify (or essentially filter) which modules you are searching through. This can be handy if you only use certain modules in your role or you have a large number of records in your system. For example, when I am going to look for an account record for one of our customers, I almost always limit my search to Accounts, because otherwise the global search would pull up all the call, email, and other related records and make finding the account record a little less efficient. You can modify the modules you are searching within by clicking the "All" button on the left side of the search bar, and then selecting the modules you want to include.

Global Search For Certain Record Types

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