Search for records - quick search in Dynamics CRM 4.0 - Can it be restricted

Posted on 2009-02-13
Last Modified: 2012-05-06
Hi, we're looking to implement Dynamics CRM and are just assessing it against our requriements.

One of these requirements is the ability to have a default view when a user accesses the system. This has been done by creating a default view of "My Active Users" which is linked to their Business Unit and is very easy.

The one problem I am having is that when the user completes a "Quick Search" in the search for records box the system does not take into account the users current default view and simply returns all matches to that record whether or not they are within the current users business unit.

I have found 2 ways to do this but both have issues, the first is to increase security and restrict the user from seeing other business unit contact records, this goes against our requirements so is not possible, the other is to search through the Advanced Find option, I very much doubt my users will regard this as a simple method.

Is there a way of restricting the "Quick Search" to only search the current view being displayed to the user?

Thanks for any help
Question by:CastleL
    LVL 2

    Expert Comment

    This is a common confusion among MSCRM end-users. The user interface may give the impression that quicksearch searches only in the current view - when in fact it searches all the user has access to. I don't know of a supported way to change this.

    I guess the rationale behind this is that MSCRM is a software that wants users to collaborate across departments rather than restricting them to their own departments data.

    One acceptable workaround could be to edit the columns of the search view so that business unit is visible in the search results. That way users can clearly see that the results from other business units is not "their" data, and choose to disregard them.
    LVL 10

    Accepted Solution

    Another workaround that we use is to create a view that is a "Search Template"  - the template includes many of the common search fields (which could include Business Unit, state, etc).  To narrow this search, the user can switch to this view and then click Advanced Find.  Since advanced find uses the current view as the starting point, the user could now simply edit the specific columns that they wish to change.

    A much more advanced workaround would include integrating CRM with SharePoint.  SharePoint has a search function that can be integrated with CRM data.  It also has a CRM WebPart, so you can present CRM data inside of SharePoint.  Though I've not done something that meets your specific requirements, it is probably possible to do this inside of SharePoint.  Another "bonus" to using SharePoint is that you can give your users a single search bar that can search everything in CRM (a lot of our customers like this because they don't have to search Leads, Accounts and Contacts separately - they can use a single search bar in SharePoint to do this).

    A final workaround: Develop a custom ASPX web page for this type of search.

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