You would like instructions for using the Universal Search function introduced in Sage ACT! 2012.
Product Family: Sage ACT!
Product: Sage ACT! Pro, Sage ACT! Premium
The Universal Search option in Act! versions 2012 and later helps locate important information, because the search is faster and more expansive than ever. Universal Search will search contacts, groups, companies, opportunities, notes, history, and attachments. You can also filter by All Dates, Last 24 Hours, Last Week, or Last Month. Once your search results are displayed, double-click on the item of interest and you will be taken to that particular field or attachment for more detail.
Universal Search lets you enter a word, or multiple words along with special characters and operators, to help locate information in Sage ACT!. It will also search within supported attachment types (PDF, TXT, DOC, DOCX, etc.).
Note: When Sage ACT! is initially installed and the database opened for the first time, an index file will be created. It can take several minutes for the index file to be populated. If the search results are not as expected, the data may not yet be fully indexed.
How to Open Universal Search
Universal Search can be accessed in multiple ways:
- In the Search text box area in the upper right corner, type your search term and click Go.
- On the Navigation bar, click Search.
- On the Lookup menu, click Search.
- On the View menu, click Search.
Using Special Characters and Operators
You can use special characters and operators with your search term. Special characters are a symbol used to replace parts of a search term. Operators are expressions used to manipulate a TRUE/FALSE result of the search.
|*||Match any number of characters||gre*||All items containing at least gre|
|?||Match any character||gre?||All items containing four-letter words with gre|
|=||Match any single digit||15=||All items containing at least the numbers 1 and 5|
|~~||Numeric range||10~~150||All items containing data of the numeric range from 10 to 150|
|and||Must match both terms||green and plastic||All items containing green and plastic|
|or||Must match either terms||green or plastic||All items containing green or plastic|
|w/[x]||Second term must appear within X words of first term||green w/10 plastic||All items containing the term plastic within 10 words of the term green|
|not w/[x]||Second term must not appear within X words of first term||green not w/2 plastic||All items not containing the term plastic within 2 words of the term green|
|and not||Only first term must be present||green and not plastic||All items containing the term green but not the term plastic|
|w/[x]xfirst word||Term must occur within the first [x] number of words||green w/5xfirstword||All items contain the term green within the first five words|
|w/[x]xlast word||Term must occur within the last [x] number of words||green w/5xlastword||All items contain the term green within the last five words|
Searching by Specific Fields
Using specific fields within your search criteria can help to further refine your search results. This is accomplished by entering the table and field name into the Universal Search field. The following examples illustrate how to enter the field level search criteria:
|Searching for a specific value in one field:||(Contact_City::Portland)|
|Searching for multiple values within one field:||(Contact_City contains (Portland or Seattle))|
|Searching multiple fields:||(Contact_City::Portland) or (Contact_State::Wa) and (Contact_contact::chris)|
|Searching multiple fields across multiple tables:||(Contact_City::Portland) or (Opportunity_opportunity_name::New)|
- The Or operator can be replaced with And depending on desired results.
- The commands can be used for other tables, such as Company, Group, and Opportunity.
- To obtain the correct field names, right click on the fields in the Detail view; the field name will be displayed on the Lookup xxxx option.
Filtering Search Results
The filters in the Search view let you change the number of results that you see by selecting categories or specific time frames. You can select filters before or after you search. To limit a search, under the Show only filters, you can select fewer categories to search, such as only Contacts or Histories. To limit results based on the last date an item was edited, use the Last Edited filters. If you are filtering after an initial search, results are automatically refreshed according to the search filters you select or clear.
How Weighting Affects Search Results
By default the Universal Search will look in primary records, such as contacts, groups, companies, and opportunities, including items such as notes, histories, activities, products, secondary contacts, and attachments. Your search results are displayed in a Search view from which you can select the item to open.
Most database search engines retrieve results based on the number of times the search term appears in an item. In Sage ACT! Search, results are based on a weighted method where certain categories of items are more relevant and given a higher weighting. For example, most Sage ACT! databases contain more contacts, notes, and histories than groups and companies, so the items that have a higher quantity (more relevant) are searched first and appear first in the results.
- 1st level weighting: Contacts, Notes, and Histories
- 2nd level weighting: Groups and Companies
Changing Number of Search Results Displayed
By default, Universal Search will display a maximum of 50 search results. However, this number can be changed by editing a particular configuration file. Please note that increasing the maximum search results displayed can also increase the processing time for the search. To edit the number of search results displayed in Universal Search, please follow the steps below:
- Close Sage ACT!.
- Open Windows® Explorer (My Computer or Computer) from your Desktop or Start Menu.
- Browse to the following location: C:\Program Files\ACT\Act for Windows.
- In this directory, locate the file Act.Service.Host.exe.config.
- Open this file, choosing Notepad (or any other text editor) as the application to open it with.
- In this file, locate the following line of code: maxDocuments="(number)", where (number) is the current number of search results displayed.
- Un-comment the ConfigSections by removing the <!-- code.
- Change the number to the desired number of search results to display. (i.e., maxDocuments="100").
Note: The maximum value is 1000.
- Save the file and close it.
- Click your Windows Start button, and on the Start menu either click Run or go to the Search box at the bottom of the Start menu. Type in services.msc.
- In the Services window, locate the service ACT! Service Host.
- Right-click on this service and select Restart.
- Close the Services window, reopen Sage ACT!, and run Universal Search.
Search is not case-sensitive. Entering XYZ COMPANY or xyz company will return the same results.
Differences between Universal Search and Keyword Search
These are the differences between Universal Search and Keyword Search.
|Feature||Keyword Search||Universal Search|
|Search on Keywords||Yes||Yes|
|Open dialogs from the Search results||No||Yes|
|Filter search results on Entity type||Yes||Yes|
|Filter search results for secondary contacts and products||No||Yes|
|Filter search results by last update date||No||Yes|