Using the Global Search Utility in Tour deForce

THE GLOBAL SEARCH UTILITY

This section helps with:

• Understand the Global Search utility
• Learn how to use the Global Search utility
• Understand the Recent Items window
• Learn how to use the Recent Items window

Overview

The Global Search utility is a powerful search engine designed to provide users access to all records and information quickly and efficiently.  One of the primary functions of the Global Search utility is to help users search for Account and Contact records that have been set up in Tour de Force.  

 

In addition, most Tour de Force functions that users execute on a regular basis, such as creating and reviewing Appointment and Task items related to prospects, customers, and other business relationships can be performed using the Global Search utility.

 

The Global Search window can be used to perform the following functions:

 

• Perform global searches based on the Name of the Account, Contact, Contract, and Opportunity records that have been created in Tour de Force.  

 

• Create new Account records.

 

• Access the Tour de Force Account form to view information associated with existing Account records.

 

• Create new Tour de Force items such as an Appointment, a Task, or an Activity item to associate with an existing Account or Contact record using the Quick Events menu.

 

• View Tour de Force items that are associated with an Account or Contact record using the Quick Events menu.

 

• Perform alternate global searches based on the Business Phone, Business City, or BSICustomerID associated with the Account and

Contact records that have been created in Tour de Force.  

 

 

 

Overview of the Global Search Utility Window

The Global Search utility provides one central window where searches can be made for the records and items entered in the Tour de Force database. Searches can be defined by using the various record and item types available in the system or by using fields located on Tour de Force record or item forms.

 

Records and items can be created from the Global Search utility using the Quick Events menu or the by using the various actions available on the Tour de Force toolbar.

 

The Global Search utility is dependent on permissions.  If multiple Account Packages exist in an organization, but a user only has permission rights to one Account Package, then the Global Search utility only searches for Account and Contact records in that Account Package.  

 

 

The Global Search utility is divided into three sections:

 

• Search criteria section

 

• Tour de Force toolbar

 

• Search grid

 

 

 

 

 

 

 

Search Criteria Section

 

The first section of the Global Search utility window is the search criteria section. The search criteria section contains three fields that are used to specify information related to a record or item in Tour de Force.  

 

 

The three fields located in the search criteria section are:

 

• For – This field is used to enter in the name of record or item the user needs to locate.

 

• Item Type – This field is used to select the item type of the record or item that needs to be located.

 

• In – This field is used to select a UDF to perform an alternative search for a record or item. The UDF’s available in the In field is determined by the item type selected in the Item Type field.

 

The Binocular button is used to perform the search.

 

 

 

 

 

 

 

 

 

 

Tour de Force Toolbar

 

The Tour de Force toolbar, in the Global Search utility contains many functions that can be used in relation to the item type selected and the records or items displayed in the search grid. The buttons that display on the Tour de Force toolbar are permission based and may not display for all users of Tour de Force.

 

 

There are fifteen buttons located on the Tour de Force tool bar in the Global Search utility window:

 

• Refresh – This button is used to refresh the search grid.

 

• Group Panel – This button is used to hide or display the group by column section.

 

• New Item – This button is used to create a new item. The item type selected in the Item Type field determines what item is created.

 

• Link – This button is used to link another record or item to the selected record or item in the search grid.

 

• Unlink – This button is used to unlink the selected record or item.

 

• Forward – This button is used to forward the link or data of the record or item to another user or Microsoft Outlook Contact.

 

• Delete – This button is used to delete the selected record or item in the search grid.

 

• Print Grid – This button is used to print the grid that is currently selected.

 

• Export Grid – This button is used to export the grid that is currently open to an Excel file.

 

• Action – This button is used to perform an Action on the selected record or item in the search grid.

 

• Templates – This button is used to display the templates related to the record or item selected in the search grid.

 

• Delete or Rename Views – This button is used to open the Summary View Manager window, where Personal and Global views can deleted, renamed, or changed to the default view.

 

• Save Grid View – This button allows the user to create a new view using the search grid currently displayed.

 

• Toggle Views – This button is used to toggle between Personal and Global views. The world symbol stands for Global views, and the Home symbol stands for Personal views.

 

• Views – This button is used to select a different Global or Personal view. The default view can be changed in the Summary View Manager window.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Search Grid

 

The search grid displays the results of the performed search for the options entered in the fields in the search criteria section. From the search grid a record or item can be opened, created, linked, renamed, and the items linked to the record or item can be viewed. There are also several buttons that are used in relation to the search grid.

 

 

There are several buttons and functions related to the search grid:

 

• Open Folder – This button is used to open the record or item form.

 

• Drilldown – This button is used to open the next record or item linked to the record or item that is selected.

 

• Quick Events – This function is used to view or create records or items using the selected record or item in the search grid. Right click the mouse on the appropriate record or item to display the Quick Events menu.

 

• Grid Preferences – This button is used to view a menu with several options available related to what displays in the grid section of the Global Search utility.

 

• Showing All Items – This button is used change what records and items display in the search grid.

 

• Online/Offline – This field indicates whether the search is being conducted while the user is online or offline.

 

Procedures to Search for an Account Record

Use the following procedures to search for an existing Account record in Tour de Force.

 

1. Click the Global Search (binocular) button on the Tour de Force toolbar.

 

 

2. Once the Global Search window displays, type the name or partial name of the Account record in the For field.

 

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3. Select Account in the Item Type field.

 

 

4. Select [All] in the In field.

 

 

Note:  When Account is selected in the Item Type field, [All] defaults in the In field.

 

 

 

 

 

 

 

5. Click the Binocular button.

 

 

Note:  All Account records that have Equipment in the Account Name or Customer Type field display in the Global Search window.

 

 

 

 

 

 

Procedures to Search for a Contact Record

Use the following procedures to search for an existing Contact record in Tour de Force:

 

1. Click the Global Search button on the Tour de Force toolbar.

 

 

 

2. Once the Global Search window displays, type the name or partial name of the Contact record in the For field.

 

 

 

 

3. Select Contact in the Item Type field.

 

 

4. Select or verify [All] is selected in the In field.

 

 

Note:  When Contact is selected in the Item Type field, [All] defaults in the In field.

 

 

 

 

 

 

 

 

5. Click the Binocular button.

 

 

Note:  All Contact records that have John in the Full Name field display in the Global Search window.

 

 

Note:  All Contact records that have John in any of the fields display in the Global Search window since the In field is set to [All].  For example, A & A TRUCK PARTS INC. displays.

 

Performing an Alternative Search for an Account Record

Use the following procedures to search for an existing Account record in Tour de Force using an alternative search method:

 

1. Click the Global Search button on the Tour de Force toolbar.

 

 

 

2. Once the Global Search window displays, type value associated with the Account record in the For field.

 

 

 

3. Select or verify that Account is selected in the Item Type field.

 

4. Select BSICustomerID in the In field.

 

 

 

 

 

 

 

 

 

 

 

5. Click the Binocular button.

 

 

Note:  Only the Account record that has 30161 in the BSICustomerID field displays in the Global Search window.

 

 

 

 

 

Performing an Alternate Search for a Contact Record

Use the following procedures to search for an existing Contact record in Tour de Force using an alternative search method:

 

1. Click the Global Search button on the Tour de Force toolbar.

 

 

2. Once the Global Search window displays, type the value associated with the Contact record in the For field.

 

 

 

 

 

 

3. Select or verify that Contact is selected in the Item Type field.

 

 

4. Select Business Phone in the In field.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

5. Click the Binocular button.

 

 

Note:  All Contact records that have 713 in the Business Phone field display in the Global Search window.

 

 

 

 

 

 

 

 

 

 

 

Functionality Associated with the Global Search Utility

Opening an Account Record

 

Use the following procedures to open an Account record in Tour de Force:

 

1. Use the Global Search function to search for the appropriate Account record.

 

2. Click the Open Folder (Yellow) button to access the Tour de Force Account window associated with the Account record.

 

 

 

 Clicking the Open Folder button opens the Account record.

 

Finding Contact Records Linked to an Account Record

 

Use the following procedures to locate Contact records linked to an Account record:

 

1. Locate the Account record in the grid section of the Global Search window, and then click the Drilldown button.

 

 

2. Notice that the Global Search window still displays, but the Contact records associated with the Account record display in the grid.

 

 

 

 

 

3. Click the Back Arrow icon to return to the original Account record search.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Sorting Records

 

After searching for the Account records, click the column heading of the field to sort the records in Ascending Order based on that field.

 

For example, to sort the Account records by Account Name in Ascending Order, click the column heading until the arrow icon points upwards.

 

 

 

To sort the Account records in Descending Order, click the column heading until the arrow icon is pointing downwards.

 

 

 

 

Grouping Records

 

Use the following procedures to group by a column heading:

 

1. After searching for the Account records click and drag the column heading of the field to be grouped in the Drag a column header here to group by that column textbox.

 

 

 

For example, to group Account records by Business State, click and drag the column heading Business State to the Drag a column header here to group by that column textbox.

 

 

 

2. Click the plus sign to the left of the group to display the Account records associated with the group.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Recent Items Window

The Recent Items window is a useful tool that allows users to quickly access the last thirty records and items recently created or accessed.

 

To access the Recent Items window, click the Recent Items button on the Tour de Force toolbar.

 

 

 

Clicking the Recent Items button opens the Recent Items / Favorites window.

 

Working with the Recent Items Window

The Recent Items window has a Favorites tab.  This tab is useful when users know that record or item in Tour de Force needs to be accessed often.  

 

Use the following procedures to add a record or item to the Favorites list:

 

1. Click the Recent Items button.

 

 

2. Locate the record or item in the grid section of the Recent Items window, and then click the Push Pin icon to the right of the record or item.

 

Note: Once the Push Pin icon is clicked, the Favorites tab displays and the record or item is added to the Favorites list.  

 

3. Click the Push Pin icon again to remove the record or item from the Favorites list.