Lookups

Use a Lookup to locate a record, or to locate a group of records that share certain characteristics. A Lookup searches across all records of a single type (all projects, all employees, all clients, and so on).

For example, use a Lookup to search for all of your contacts who live in New York, or all of your projects of the same type. You can also use a Lookup to find a single record, such as a particular employee's Employee Info Center record.

On a Lookup, you can enter search criteria that narrows your search, thereby eliminating the need to scan through large numbers of records.

The search criteria available depends on the Info Center. For example, the Opportunity Info Center uses searches such as "Opportunity Number" or "Opportunity Name" while the Employee Info Center uses searches such as "Employee Last Name" and "Employee Number."

Lookups are available wherever you see in the upper-right corner of a field. Click the icon to display a Lookup.

Search Types

There are four basic search types to choose from when you use a Lookup:

• Standard — Use the Standard Lookup for searches using basic criteria such as names, numbers, and types.
• Direct — A Direct Lookup functions much the same as the Standard lookup, but provides fewer search options.
• Advanced — Use the Advanced Lookup to enter additional criteria that limits the data retrieved by the search.
• SQL Where Clause — The SQL Where Clause Lookup lets you perform more complex searches, using your own SQL WHERE clauses.

Multicompany

If you use the Multicompany feature, Active Company is one of the Search By criteria you can use for Projects, Employees, and Organizations. Using this criterion returns only those records that belong to the currently active company. If you create a global saved search using the Active Company criterion, you can use it for all companies.

Configure Lookups

On the Lookups tab in General System Setup, you establish settings that control how lookups work, such as how many records can be retrieved by a lookup at one time and how search results display on your Dashboard.

Get Total Rows

Select the Get Total Rows option to display the row count in a completed search. This option is available when the Use Lookup Limit option is selected in General System Settings.

Displaying Records in Dashparts

The Lookups tab in General System Setup has several settings that control how search results display in dashparts in your dashboard. The Use Dashboard lookup limits setting controls how many records display in a dashpart at the same time.

• Click Next X Rows >> to view the next group of rows (X represents the lookup limit number).
• Click << Previous X Rows to view the previous group of rows (X represents the lookup limit number).

Clear Button

Before you start a search, click the Clear button so that information from the previous search is not included in the new search.