the last several weeks, we have looked at a variety of predefined lookups that
may be used to locate recently modified or synced data. This week you’ll learn
how to build a custom query (or lookup) and save it. Saving custom queries is a
really powerful feature because you can re-use them in so many ways. Saved
queries can be used as the basis of:
Group or Company
Smart Task filter
Expediting common lookups
week’s tip will focus on creating and saving an advanced query, and then over
the next week or two you’ll see just how useful a saved query can be!
To Create an Advanced Query:
1. From the Lookup menu, point to Advanced, and then click AdvancedQuery.
2. In the Search for box,
select Contacts, Groups, Companies, or Opportunities.
3. To specify the criteria, do the
a. From the Type list, select a record type. (This option may not be
available depending on your starting point).
the Field Name list, select a field to search.
c. From the Operator list, select an item, such as Equal To. Operators are logical
conditions, such as Starts with, Greater than, or Does Not Contain Data, used to limit or focus the data in the
search. The Operator list values change depending on the Field you selected.
d. In the Value field, type or select from the list the specific
data you want to locate
e. Click Add to list.
4. To add another criteria statement to the query, repeat steps 3b – e. If you are
building a query with multiple criteria, then complete the following steps. Otherwise,
skip to step 5.
a. To change the And/Or setting
for criteria statements: In the middle pane of the dialog box, click in the And/Or
column for the first criteria statement. Select "And" between two criteria statements to indicate the records
you are looking for must match both criteria. Select "Or" to indicate the records must match one of the criteria
b. To group criterion together, enclose criteria statements in parentheses:
Click in the left parenthesis column [ ( ] and select an item from
the list. Click in the right parenthesis column [ )] and
select an item from the list. Statements enclosed in parentheses are processed
first in the query search.
5. To see the list of records that meet your selected criteria, click Preview.
Previewing the results lets you see the number of
records before you run the query
and exit the query
dialog box. If the results do not seem correct, change the criteria.
6. To run the query, click OK.
7. If you would like to save the query for future use, click Yes when prompted “Do you want to save
the query?” or No to run the query.
8. If prompted, select a lookup option (Replace, Add To or Narrow) for the query. Click OK. A message prompt appears
if you have previously run a lookup and that set of records is the active set.
Replace lookup is the default setting. This means
replace the records in the existing lookup.
Add to lookup appends records to the existing
Narrow the lookup applies the new search criteria
to the existing lookup.
appropriate list view displays the records.
To Save Your Query:
1. Click the Save tool.
2. In the Save As dialog box, type a file name.
3. Make sure that the file type is correct:
QRY - contact query
CRY - company query
GRY - qroup query
ORY - opportunity query
4. Click Save.
are saved to the Queries folder in the database supplemental files. For more
information about database supplemental files
To Open a Previously Saved Query:
1. In the Search for field, select the query's record type
(Contacts, Groups, Companies, or Opportunities).
2. In the criteria dialog box, click File, Open.
or Click the Open tool.
3. In the dialog box that appears, select the query. Click Open.
4. Do one of the following:
to see the list of records that meet the criteria.