Introducing the Search Window with criterias and matches

The search window in Microsoft Dynamics 365 Business Central lets you search master data for customers, vendors, and items using flexible criteria. You define which criteria are mandatory and which are optional, and the window returns the matches based on those rules.

You build a filtered list by marking items from the search results. Each search you run adds to or removes from your list of marked items, so you can combine several searches into one filtered selection.

To apply your marks, use the actions in the header of the search window. Do not press OK, because that only closes the window without applying your selection.

What the master data search window does

The search window is available when you search by master data, which covers customers, vendors, and items. You also find the search window in the auto matrix and the information matrix.

When you search by master data, the window lets you search based on templates or numbers. In the middle of the window you set the criteria you want to search on.

Need-to-have and nice-to-have criteria

Each criterion is either a need-to-have demand or a nice-to-have demand. You must have at least one need-to-have criterion for the search to work.

The setting changes your results significantly. If you set a seven-gear bike as a need-to-have criterion and search, you get nine matches. If instead you set male as the need-to-have criterion and gear as only a nice-to-have, you get 14 matches, meaning 14 male bikes.

All matches show in the match window at the bottom of the screen.

Selecting and marking items from the results

You select items in the match window in a few ways:

• Click items one at a time while holding down Ctrl to pick individual records
• Hold down Shift to select a range of items
• Select all items at once

When you select items and choose Add mark, the window closes and filters your list on the marked items. You can then go back into the search window and search for more items.

Building a list across several searches

Because each search adds to your existing list of marked items, you can combine multiple searches into one selection. Run a search, mark the items you want, then run another search and add more.

You can also remove items. If you search for items with a specific tire size, for example 28-inch as a need-to-have criterion, and decide you do not want those, you select them and remove the mark. Those items are then taken out of your selection.

This way you build a list of marked items step by step, adding the records that fulfill one set of criteria and removing the ones you do not want.

Use the header actions, not OK

The one thing to be aware of is how you apply your marks. When you enter the search window, select your items, and want to mark them, do not press OK. If you select all the items and press OK, nothing happens except that the window closes.

Instead, use the actions in the header. From there you can add marks, remove marks, or choose Clear all marks, which clears every mark and removes the filter on your item list so you see all items again.

Q&A