Importing records using advanced Specification Search

The information matrix in Microsoft Dynamics 365 Business Central lets you import lines in several ways. You can import directly from filters or fields in the basic table, from a single master data information record, or through specification search. Specification search is the most flexible method when you need to find and import specific items based on multiple criteria.

Specification search uses template codes to prefill your search criteria. You define need-to-have criteria that must be matched and nice-to-have criteria that are optional. The search returns matches ranked by how many criteria they fulfil, so you can see which items match everything and which match only part of your search.

You can run several searches and add the results on top of each other in the same matrix. You can base a search on a template code or on an existing item number, and you can select all results or just some of them through multiple selection.

Specification search works the same way across customers, vendors, chart of accounts, serial numbers, and anywhere else you have an information matrix.

Three ways to import lines into the information matrix

When you import lines into the information matrix, you have a few options. The two simple ways are importing directly on filters or fields from the basic table, or importing from a single master data information record.

The more advanced option is importing from specification search. This is a more complex way of importing, but it gives you far more control when you need to find specific items based on several conditions at once.

How template codes prefill search criteria

In the specification search, you can use a template code that prefills the search criteria. You set up different template codes for the kinds of products you sell, for instance clothes, mailbox bikes, fruits, or whatever fits your business.

On each template code, you define which criteria you want to search for. The criteria are split into two types:

• Need-to-have criteria: conditions that a record must fulfil to count as a full match.
• Nice-to-have criteria: conditions that are optional and improve the match score without being required.

For example, you might set a need-to-have criterion so the search only looks at bikes, and add a nice-to-have criterion such as motorbikes or a seven-gear bike.

Running the search and reading the matches

When you press search, the system returns all the records that match your criteria. In one example, the search returned 14 matches.

As you scroll through the results, you can see how each record scores. The records marked with a full match fulfil all the criteria, while a record showing one match fulfils only one criterion, for example the gear, because the other criterion is a need-to-have.

From the result list, you can select all of the records or just some of them using multiple selection. Once you press OK, the selected records are added into your information matrix.

Combining multiple searches in one matrix

You are not limited to a single search. You can import from other criteria and add the results on top of what you already have.

Instead of using a template code for the next search, you can import based on an existing item number. If you base the search on item number 1200, the system prefills the criteria from that item’s master data rather than from a template.

You still need at least one need-to-have criterion. You might set the product area to be a bike as the need-to-have criterion and leave the rest as nice-to-have. That search could return 31 records, and again you can select all of them or just a few before pressing OK to apply them to the template.

Where specification search is available

This way of searching lets you filter on multiple criteria such as colours and sizes and only import the items you are actually looking for. You can use specification search from customers, vendors, chart of accounts, serial numbers, and anywhere else you have an information matrix.

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