To use document search effectively in Microsoft Dynamics CRM 2011, you must understand that CRM 2011 does not store documents natively. Instead, it relies on a native integration with SharePoint (SharePoint 2010 or Online) for document management.
Because documents live in SharePoint but are viewed inside CRM, effectively searching for them requires a mix of proper structure, native search operators, and Advanced Find tricks. Utilize the SharePoint Grid Filter
When you navigate to the Documents section under any CRM record (such as an Account, Contact, or Opportunity), you are looking at an embedded SharePoint grid.
Grid Search Box: Use the search box directly above the embedded file list to instantly query file names within that specific record’s folder.
Column Filtering: Click the drop-down arrows next to column headers (like Name, Modified By, or Modified On) to sort or filter by specific authors or dates, mirroring Excel functionality. Master Wildcard Search Operators
The CRM 2011 Quick Find box features hidden behaviors that can make or break your search if you do not know the exact file name.
Automatic Suffix Wildcard: CRM automatically adds an asterisk () to the end of your search text. Searching for Proposal automatically queries Proposal.
The Prefix Wildcard: If you only know a word in the middle or end of a document name, you must manually type an asterisk first. Searching *Proposal will find files named Q4_Vendor_Proposal.pdf.
Exact Matches: Wrap your search term in double quotation marks (e.g., “Project Alpha”) to ignore common filler words and search for that precise sequence. Leverage Advanced Find for Document Locations
You cannot use standard CRM global search to look inside file contents, but you can use Advanced Find to search across CRM metadata for where documents are located. Click Advanced Find in the top ribbon. Set the Look for drop-down menu to Document Locations.
Add filters like Relative URL Contains [keyword] to pinpoint specific folders or library strings across your entire database.
To find records that actually have documents attached, look for the parent entity (e.g., Accounts) and add a related filter for Document Locations (Regarding) that “Contains Data”. Enable Full-Text Search
If your system administrators have configured SharePoint’s indexer alongside CRM, make sure they enable full-text indexing within the SQL database. Quick Tip: Get Wild with Your Searches
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