Often Overlooked Features in Advanced Find for Dynamics 365

While Advanced Find for Dynamics 365 is a powerful ad hoc query tool, there are many features in the tool which you may be overlooking when using the tool. While what I have included below is not an exhaustive list of all features available, it will provide enough information to explore some of the features offered.

New Record:

Clicking on the New button will open a blank form for the entity you are running the Advanced Find for, in this scenario Account. This will allow you to create a new record directly from Advanced Find.

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Delete:

This feature will allow you to delete one, or many, records. To use this feature, select the record(s) you would like to delete. With the record(s) selected, the Delete button will become available. After the Delete button is selected, the system will prompt you with a final warning regarding the deletion. Proceed as needed.

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Edit:

There may be times when you need to update multiple records. While the system provides an option around importing a file for this update, sometimes it is just easier to do this manually. To use this feature, select the record(s) you would like to edit. With the record(s) selected, the Edit button will become available. After the Edit button is selected, the system will open a window for the record where the edits can be made.

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Merge:

Depending on how your Duplicate Detection rules are established, there are inevitably times when duplicate records are created. Instead of deleting a specific record, Dynamics 365 allows users to merge these records. When merging records, make sure you are aware of which record is your master record, and which record will become deactivated.

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Share:

If/when a business process requires you to share records with other users or a Team, this can be done from within Advanced Find. This is extremely helpful when you need to share multiple records at once. To use this feature, select the record(s) you would like to share. With the record(s) selected, the Share button will become available. After the Share button is selected, the system will open the standard window for record sharing.

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Assign:

In the event records need to be reassigned, this function can be performed from within Advanced Find. To use this feature, select the record(s) you would like to re-assign. With the record(s) selected, the Assign button will become available. After the Assign button is selected, the system will open the standard window for record assignment.

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Excel Export:

Other than the immediate ad hoc inquiry purposes of Advanced Find, the Excel Export is my favorite feature in Advanced Find. This feature allows you to take the dataset returned by an Advanced Find query and export it to Excel. Once the data is in Excel, you can use the tools available in Excel for further analysis. The most common scenario I use in this is for calculations not captured in Dynamics 365, as well as any ad hoc charts which I may not want to capture in a user or system level Chart or Dashboard. If you plan on using this functionality, consider using the Dynamic options, as you can refresh the Excel file with updated data from Dynamics 365.

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