Well now that ACT! 2012 has been released for a little while, I thought I’d highlight one of the new features that has had a real impact on me. I have to admit that initially I wasn’t much moved by the Universal Search feature. I mean I could see how it might benefit clients etc. but I really didn’t think it was cause any real fundamental shift in the way I use ACT!, after all I’ve been using ACT! for over 15 years now and am comfortable and set in my ways!
Well that was until I really started using Universal Search! Whenever we get support calls from any client, the techy dealing with the call afterwards will update the history and associate it with the Company etc. Sometimes we use the Sage ACC knowledgebase sometimes we have additional links etc., but we always ensure that within the History we have the Regarding filled out as well as key words within the body of the History such as “Synch error ‘Server not available’” so that if we are dealing with a client that is having the same issue repeatedly we can try and look further into what might be causing this or the next techy knows what steps have been taken so far to date…this is nothing new or amazing and I am sure every ACT! user in the world does this kind of thing in some shape or fashion.
Today I had a client that was having a problem with their ACT!, UI where half way through the day of heavy usage they got red diagonal lines across various parts of their UI. This is an indication that the machine has run out of Windows GDI objects. To rectify this we can go into the registry and make some small changes by increasing the GDI pool. The problem was I couldn’t remember the exact registry key and I couldn’t remember which client’s in the past we have done this for (as it turns out quite a few!). So I thought instead of the keyword search I would use Universal Search. Wow! I just plugged in the words ‘GDI’ and hit search. It came back with loads of histories and additional information like attached web pages, Word documents all sorts of stuff almost instantly (I think there was a slight 2 second wait) and all I had to do was click on one history. The great difference between this and Keyword search was that in keyword search it takes you to the Contact and then you have to drill down in the history tab. Now when I clicked it brought up the History itself with all the details I was after! Cool! Well anyway thought it would be an interesting thing to put up here in case anyone else is a Universal Search virgin!
The Universal Search facility within ACT! is actually a licenced 3rd party component called dtSearch. The component is actually quite an advanced and powerful tool that has it’s own search “syntax”. Here is a table from the ACT! knowledgebase showing some of the search syntax:
|Special Character/ Operator||Description||Example||Search Result|
|*||Match any number of characters||gre*||All items containing at least gre|
|?||Match any character||gre?||All items containing four-letter words withgre|
|=||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 plasticwithin 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|
Another cool feature with Universal Search is that you can search for values within a specific field, so say you wanted to find all Contacts with Kristi in their Contact name you can use the following syntax:
The first part Contact_ lets the Universal Search know which table or Entity you are searching within, so if you were searching for an Opportunity field you would write Opportunity_. The second part contact:: is the field and the final part is the actual value, so in our case we are searching for all Contacts that start with Kristi. Pretty cool?
Now I’ll be the first to admit that this may not seem that useful when you can easily go into Contact detail view and right click in the field you want to search, but consider you are unable to utilise right click then this technique is a quick and easy way. Ok, so the next question is when are you not going to be able to use right-click? Simple, within the ACT! for Web interface, or more importantly if you are using ACT! Premium for Mobile. The search within that interface is driven purely by the Universal Search control.