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Fast Tip Friday: Universal Search vs. Keyword Search #SageACT

by ‎11-04-2011 08:45 AM - edited ‎11-11-2011 08:35 AM (2,804 Views)

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Universal Search is a great tool for finding things in your Sage ACT! database without having to know the details of what you seek. You can type part of a word, a couple words, or even wildcards and see a list of results. Sounds similar to keyword search, doesn’t it? Well it is, but it’s different. Each has its advantages, as you will learn in this week’s tip!


Comparing Keyword Search to Universal Search


Although similar, the Universal Search and Search on Keywords functions have some notable differences in their behavior, and that is precisely why they are both included in the product! One is not necessarily a replacement for the other. The following are some key similarities and differences.




  • Both search options respect record security. The results of any search, lookup, or query contain only those records you can access.


  • Both are capable of performing a “global search” of all primary record types in your database, such as contacts, groups, companies, opportunities, and any extended-data (non-primary) records, such as notes, histories, activities, and more. This global search also includes database fields.


  • Both enable you to filter search results on Entity type, but differ in when those filters are applied. With Search on Keywords, filters are applied as part of the initial search criteria, while Universal Search enables you to apply filters after search results are displayed.




  • Universal Search enables you to use advanced search strings that include wildcards.

  • Universal Search includes additional filters to display Secondary Contacts or Products that match your search criteria, as well as the Last Update Date.

  • Universal Search enables you to search attachments, including actual text in the attachments!

  • When results are displayed, Universal Search enables you to click a hyperlink and directly open and view details of the actual activity, note, contact or other item.

  • Search on Keywords enables you to open the primary entity (Contact, Group, Company, or Opportunity) and highlights the item that meets your search criteria. You then need to double click the actual item to open and view the details.

  • Search on Keywords enables you to create a lookup of Contacts, Groups, Companies, or Opportunities associated with the results.

  • Universal Search relies on the Act.Server.Host.exe process which builds an index of data in your Sage ACT! database.