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Using Global Search

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Summary
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Previous: Understanding How to Navigate Apto Record Pages

Global search queries standard objects and also searches other objects like documents, Chatter feeds, files, topics, and people. Global search also searches more field types, including custom fields and long text fields such as descriptions, notes, and task and event comments. Global search keeps track of which objects you use and how often you use them, and arranges the search results accordingly. Search results for the objects you use most frequently appear at the top of the list. If global search doesn’t have enough information about which objects you use, you see results for all objects until it has more information.

How your global search works depends on your search terms, and the use of wildcards and operators.

Search Terms

Search terms are treated as separate words and may be found in different searchable fields within a record. For example, searching for bob jones returns items with Bob Jones, as well as a contact named Bob Smith whose email address isbsmith@jones.com.

Search terms are separated by letter, number, and punctuation boundaries. For example, searching for acct!4 returns items with Acct, !, and 4, even if those terms are in separate places in the item.

Wildcards

Wildcard

Description

Asterisks match zero or more characters at the middle or end (not the beginning) of your search term. For example, a search for john* finds items that start with john, such as, john, johnson, or johnny. A search for mi* meyers finds items with mike meyers or michael meyers. If you're using sidebar search, an * is automatically appended to the end of the search string. You can use an * at the beginning of a search term in a standard lookup search.

Question marks match only one character in the middle or end (not the beginning) of your search term. For example, a search for jo?n finds items with the term john or joan but not jon or johan. If you're using global search, the ? is removed from the end of your search term and isn't treated as a wildcard. You can't use a ? in a lookup search.

Wildcard Behavior and Limitations

Wildcards take on the type of the preceding character. For example, “aa*a” matches “aaaa” and “aabcda”, but not “aa2a” or “aa.!//a”, and “p?n” matches “pin” and “pan”, but not “p1n” or “p!n”. Likewise, “1?3” matches “123” and “143”, but not “1a3” or “1b3”.

You can't search for a ? or * in a search phrase that is enclosed in quotation marks or when Exact phrase is selected in the search scope because they function as wildcards. For example, "my wo?d" matches my wood and my word.

If you're entering search terms in global search, the search box drop-down list gives you the option to search for your term with an * added to the end. For example, type “jo” in the search box, then select Search for jo* (starts with) to find joan, john, johnson, and other matches that start with jo.

Let’s take a look at the Global Search Bar and understanding Search Results.
  1. The Global Search Bar will always be located at the top of the page.
  2. The objects that return records and the records they return will display in the center of the page
    1. You can show more records if there are many results.
  3. More objects can be searched on the left side of the page.
  4. If you’d like to search Chatter Feeds you can select the Search Feeds option.


 
Next: Searching for Records using Views

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