How-To Guides

This how-to guide will focus on how to use the Advanced Find query function within Advvy to produce a list and extract the list into an excel spreadsheet.  

In this guide: 

• Advanced Find Search Basics 
• Scenario 1: Find a list of all Master clients and their Clients in Advvy 
• Extract results to Excel 
• Saving a Search View 
• Frequently Asked Questions and Tips 

Advanced Find Basics 

Advanced find allows users to create ad-hoc queries and save, export and share the results. They are also known as Views. 

• Can be used to search any record type (entity) 
• Users can create complex filters and queries based on any fields within or related to the record being searched 
• Can be saved and turned into personal views 
• Results can be exported to Excel 
• Advanced Finds can feed charts 
• Bulk operations can be carried out on Advanced Find results 
• Some actions you can perform on Advanced Find results:
  1. Create a dynamic marketing list
  2. Run a report
  3. Export to Excel

• Go to Advanced Find. 
• Specify what to search for. 
  1. In the Look for list, select a record type.
  2. Select Select to define search criteria: field (for example, Account Name or City), the query relational operator (Part of an expression (for example “is equal to” or “contains”) that defines how a specified attribute should be compared with a value.), and the values to locate (for example, “Seattle” or “Email”). 

You can select fields from the current record type, or from related records. For example, an account might have many related contact records. 

At the bottom of the Select list, the Related section shows related record types. For example, most record types have a related Notes record type. To select fields from a related record type, select field, and a new Select link appears. 

If you’re using Dynamics 365 Customer Engagement (on-premises), can use advanced find to build a “Does not contain data” query. For example, you can query for all cases that do not contain a task. To do this launch advanced find and in the query, choose look for Cases and Tasks (Regarding) and chooses Does not contain data. 

• Specify the columns to include in the search results. : 
  1. Select Edit Columns, and then select Add Columns. 
  2. Select the record type that includes the columns you want to add.
  3. Select the columns you want to add, and then select OK. 
• Specify the sort order.
  1. Select Edit Columns.
  2. Select Configure Sorting. 
  3. Specify the column to sort on, specify the sort order, and then select OK. 
  4. Select OK.
• Select Results. 

Scenario 1: Master Clients List 

Scenario description purpose goes here 

1. Select Advanced Find on the Command Bar. 
2. Select New. 
3. In the Look For drop down, select the entity you want to query: Clients. 
4. Select search criteria (see end results below). In the select area, choose the field on which you want to search. Then select your query operator  (equals, does not equal, contains, etc). Enter the data you want to filter by. Repeat a-c for all the fields you want to filter by (see the next section to learn how to group).
5. Select Results in the ribbon to view the results. 
   • Adding Search Criteria to an Advanced Find 

1. In the select area, choose the field on which you want to search (Address 1: State/Province). 
2. Select your query operator (equals). 
3. Enter the data you want to filter by (MN) 
4. Group the field rows. On the dropdown menu next to the address 1 of WA, choose Select Row.
5. Repeat the process for the MN row so both rows are selected.
6. Select Group OR in the Ribbon.
7. The results will now include accounts from both Washington and Minnesota.
   • Adding or Removing Columns 

From the query screen, choose Edit Columns in the ribbon. (Select the Advanced Find tab if you’re in the results screen). 

Move the columns from left to right by selecting the column. Then use the green arrows to move the column left or right.

1. To configure the sorting, choose ascending or descending. 
2. Add columns by selecting the columns you want to add. 
3. Change Properties allows you to make columns wider or narrower. 
4. Select a column to remove it. 

Extract Results to Excel File 

The flighting details can be found in Advvy within the campaign under the Media Details tab.

Exporting Records to Excel 

You can export data to Microsoft Excel from any view.

• Open in Excel Online (online only) You can do quick ad-hoc analysis of your data without ever leaving CRM. Make changes and edits to your data and simply save it without having to import. 
• Static creates a copy of the data in Excel form. Static exports are limited to the current columns of data that are visible to the user at export time. 
• Dynamic exports a query with a link back to the CRM server. This enables the data in the Excel spreadsheet to be updated whenever the sheet is opened.  When exporting data you can add new columns. This option also requires you to have the Outlook client installed. 
• Dynamic Pivot Table exports similar to the dynamic export, but allows you to export to a pivot table. This option also requires you to have the Outlook client installed. 

Saving a Search View 

1. From the query screen, select Save As in the ribbon. 
2. Enter a Name/Description then select OK. 
3. Saving Advanced Finds (Creating a Personal View) 

Your new saved personal view will be available on the entity you created. In our example, we created the personal view under the account entity. 

Hint: System views are views that are available to everyone in the organization. Personal views are ones that you create and are private unless shared. 

Frequently Asked Questions & Tips 

Can I Edit my Advanced Find Search?  

Yes, it’s a good idea to update the Version on your Media Plan sheet as well and re-run the flightings before selecting Sync.

Can I share my Search so others in my team can use it too? 

Yes. 

Sharing Personal Views 

1. Select Advanced Find on the Command Bar. 
2. Choose Saved Views. 
3. Select the view you want to share. 
4. Select Share in the ribbon. 

In the sharing dialog box, under Common Tasks, Select Add User/Team. 

1. Next, in the Look Up Records dialog box, in the Look for list, select the type of record you want to find. 
2. Locate the search box. Type the first few letters of the name of the record to narrow your search, and then select the Find button. 
3. In the list of available records, click a user or team to select it, and then choose the Add Selected Records button to add the user or team to the selected records list. 
4. Go to the sharing dialog box, and select the type of share access that you want. 
5. Select OK.