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.
- 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
- Show Results (x-xx) displays above the results grid on the right side of the lookup dialog box. It helps you know your place in the list of records since you cannot see or scroll through them all at one time. Use the right or left arrow beside this text to scroll through and view the next or previous set of retrieved records in the lookup grid.
- Get Total Rows text displays in the lower right corner of the lookup dialog box. Click the text to display the total record count for the search results. The Get Total Rows text is replaced with Total Rows text when you click it.
Displaying Records in Dashparts
When you create system dashparts for the Dashboard, you use a lookup to select the records to display in the dashpart. The Use Dashboard lookup limits check box and the Maximum number of Dashboard records field on the Lookups tab in control the number of records that display at one time in the dashpart grid. When you select this check box and enter a maximum number of Dashboard records to display, << Previous X Records and Next X Records >> hyperlinks display in the bottom left and right corners of the dashpart dialog box. (X is the maximum number of records you can view at a time.) Click these hyperlinks to scroll through and view all retrieved records in the grid.
Search Results Paging
On the Lookups tab of , if the Use Lookup Limits check box is selected and the number of records per page is identified on the Maximum number of records field, then the search results are displayed in pages in the search results grid. For search results to be displayed in pages, the number of records must exceed the number identified in the Maximum number of records field.
With search results paging enabled, left and right navigation buttons are available at the top of the search results grid. You can use these buttons to switch from page to page. If the
Allow Lookup Limit Override check box is selected on the General tab of
for your role, then the
button is available beside the navigation buttons. The
button disables the paged search results and instead displays the search results in a list.
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.