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How to use the Search features in Pipeliner
How to use the Search features in Pipeliner

How to use the global and advanced search and see how results are found and displayed

Updated over a week ago


Searching in Pipeliner is quick and easy using the Global Search or by searching within a menu such as Accounts. Search options are available in different views such as the List View or Compact View. Clicking into the Global Search box also displays a list of recently opened records making it easy to get back to something you were just working on. ⤵

Using the Global Search

Above the Toolbar is the Global Search box ⤵

A single click into the "Global Search" box, will provide a clickable list of all "Recently opened" records.  Select one to open it.

When you're searching for a different record, type your search text into the Global Search box, for example, part of an Account name. The Global Search will find every occurrence of the words or numbers that you type in. You can type in:

  1. A partial Word-like "sal" or "pipe".

  2. Numbers or partial sequence of Numbers (i.e. a phone number).

  3. An Email Address or a partial Email Address.

NOTE: You'll get the best search results by typing only about 4 or 5 letters when searching.  This sounds counter-intuitive but it's usually enough to find a record without being so specific that you inadvertently exclude the record you're looking for — e.g. by leaving out a "." that's actually part of the company name. If you have too many records in your display, add another letter and narrow down the search that way.

What fields does the Global Search look in?

The Global Search will look for each occurrence of the letters or numbers in Pipeliner and displays the records it finds based on the following system fields:

  • Opportunities (searches in Opportunity name)

  • Leads (searches in Lead name)

  • Accounts (searches in Account name, Account Primary email address, Account Primary phone number)

  • Contacts (searches in Contact name, Contact Primary email address, Contact Primary phone number)

  • Activities (searches in Activity Subject line)

  • Documents (searches in filename)

  • Notes (searches in Notes text)

  • Archive (searches in Opportunity name)

NOTE: The Global Search will also search within any custom (user-defined) text or long text field that your Administrator has enabled in the Admin module.

NOTE: if your Pipeliner Admin has enabled the setting against the field in the Admin Module, it is possible to search for records using the system Pipeliner record ID field. The Pipeliner record ID fields include: Lead ID, Opportunity ID, Account ID, Contact ID, Activity ID, Appointment ID, Quote ID, Project ID

As soon as you can see the record you're looking for in the list, you can use the clickable link to take you to the detail screen for that record,

Note that if it’s an Account or Contact, you can email or call directly from the "Search Results" ⤵

You can click on the "Records" dropdown arrow on the right of the results box to narrow down the records for the search to look in. You can select from the "Search Options" to search within a specific type of record — e.g. only Opportunities

You can also click on the "Sorting" dropdown to change the sort order of the displayed records ⤵

The options are:

  • Data Grouping - data is grouped by Entities and is sorted by Best Match

  • Last Seen - a single list of records sorted by “Recently Viewed” with the most recent records at the top

  • Best Match - a single list of records with every record is ranked based on how many words/tokens form the search string were matched in all searchable fields and the highest ranking records listed first

  • Alphabetically - a single list of records sorted by name in ascending order

  • Created Date - a single list of records sorted by their creation date in ascending order

  • Modified Date - a single list of records sorted by their modified date in ascending order

Related vs Exact Results

Global Search now requires enclosing search terms in quotation marks for exact matches. To find specific strings and get more targeted results, use quotation marks around your keywords or phrases.

Here you can see the results for the search query "BCD Corp" without quotations, displaying both BCD Corp and BCD Sale in the results ⤵

Using quotations around the search "BCD Corp" will net exact matching results for related records to "BDC Corp" ⤵

Advanced Search

Click on the "Show Advanced Search" link to open up the "Advanced Search" page ⤵

This allows you to see your search results in a full page layout with Entities listed in the left hand pane and results displayed in List View grouped by entity and gives you direct access to the additional search options ⤵

NOTE: clicking "Search in Deleted and Archived Records" will include those results in the grid below if an deleted or archived record matches your search criteria.

Clicking on "All" in the left hand pane will display results for each entity (a maximum of 5 per entity). If an entity has no results, it will not display. Results display in a List View which is customisable. Clicking on a record will open it. Data can also be updated directly using inline editing ⤵

Clicking on a single Entity will display all search results for that entity. Selecting one or more of the records will enable the menu options for those records ⤵

Click on the "Filter" button in the top right of the grid further filter the results by one of "Created Date", "Modified Date", "Owner" or "Sales Unit" ⤵

NOTE: your selected filter options will apply to the "All" view and within each Entity if selected.

How to search within the Compact view of a Lead, Opportunity, Account or Contact

In Leads, Opportunities, Accounts or Contacts menus, switch the view to the Compact View. Click on the view drop-down, select "Compact View" ⤵

In the left-hand records panel, type your search text directly into the Search box.

NOTE: You must be in the menu of the type of entity you are searching for i.e. Opportunities, Leads, Accounts or Contacts ⤵

Type in the name (or partial name) of the record you are looking for ⤵

How to search within the List view of a Lead, Opportunity, Account or Contact

In Leads, Opportunities, Accounts or Contacts menus, switch the view to the "List View". Click on the View drop-down, select "Compact View" ⤵

​Type your search text directly into the “Search in List View” box ⤵

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