A Complete Guide to Salesforce Search

Salesforce is a powerful CRM platform that helps businesses manage customer relationships, sales, marketing, and support efficiently. One of the most critical features of Salesforce is its search functionality, which allows users to quickly find records, reports, dashboards, and other data.

In this comprehensive guide, we’ll explore everything you need to know about Salesforce Search.

1. Types of Salesforce Search

Salesforce offers multiple search options to help users locate records efficiently:

A. Global Search

• Searches across multiple standard and custom objects.
• Displays results in a unified list.
• Can be accessed from the top search bar in Lightning Experience or Classic.

B. List View Search

• Allows users to search within a specific object’s list view.
• Useful for filtering large datasets (e.g., accounts, contacts, opportunities).

C. Lookup Search

• Used when searching for a record to link in a lookup or master-detail field.
• Example: Searching for an account while creating a contact.

D. Sidebar Search (Salesforce Classic)

• A quick search option is available in the sidebar.
• Limited to a few objects by default but customizable.

E. Einstein Search (AI-Powered Search)

• Uses artificial intelligence to deliver smarter, personalized search results.
• Learns from user behavior to prioritize relevant records.

2. Global Search vs. List View Search

Global Search

✅ Pros:

• Searches across multiple objects at once.
• Quick access from any page.
• Configurable to include/exclude objects.

❌ Cons:

• May return too many results if not filtered properly.
• Limited to standard and custom objects enabled in search settings.

List View Search

✅ Pros:

• Narrower scope (searches only within a selected object).
• Supports advanced filters and sorting.

❌ Cons:

• Only searches within the current list view.
• Requires navigation to the object tab first.

3. Search Filters and Operators

Salesforce search supports various operators to refine results:

• % – Matches any number of characters.
• _ – Matches a single character.

Example:

Name LIKE ‘Sm_th%’ → Matches “Smith,” “Smyth,” etc.

4. Advanced Search Techniques

A. SOSL (Salesforce Object Search Language)

• Used for full-text searches across multiple objects.
• Syntax: apexCopyDownloadFIND {search_query} IN ALL FIELDS RETURNING Account(Name), Contact(FirstName, LastName)

B. SOQL (Salesforce Object Query Language)

• Used for structured database queries (not full-text search).
• Example: apexCopyDownloadSELECT Id, Name FROM Account WHERE Name LIKE ‘%Inc%’

C. Using Search in Reports

• Apply filters using the Report Builder.
• Use cross-filters for complex conditions.

D. Keyboard Shortcuts for Faster Searching

• Ctrl + / (Windows) or Cmd + / (Mac) – Focus on the search bar.
• Enter – Execute search.

5. Einstein Search (AI-Powered Search)

Einstein Search enhances Salesforce search with AI-driven features:

✅ Personalized Results – Prioritizes records based on user behavior.
✅ Natural Language Processing (NLP) – Understands queries like “my open opportunities.”
✅ Auto-Suggestions – Predicts search terms as you type.

Enabling Einstein Search

1. Go to Setup → Search Settings.
2. Enable Einstein Search.
3. Assign search layouts to profiles.

6. Customizing Search Layouts

Admins can control which fields and objects appear in search results.

A. Edit Search Layouts

1. Navigate to Setup → Object Manager.
2. Select an object (e.g., Account).
3. Click Search Layouts.
4. Modify Lookup Dialogs and Search Results.

B. Limit Searchable Objects

• Go to Setup → Search Settings.
• Select which objects appear in Global Search.

7. Troubleshooting Common Search Issues

8. Best Practices for Optimizing Search in Salesforce

✔ Use Specific Keywords – Avoid broad terms like “customer.”
✔ Leverage Filters – Narrow results with Industry, Status, etc.
✔ Train Users – Educate teams on search operators and shortcuts.
✔ Monitor Performance – Use Salesforce Optimizer to identify search bottlenecks.
✔ Enable Einstein Search – For smarter, AI-driven results.

Concusion:

Salesforce Search is a powerful tool that, when used effectively, can save time, improve productivity, and enhance data accessibility. By mastering Global Search, List Views, SOSL/SOQL, and Einstein Search, users can quickly find the information they need. For admins, customizing search layouts and optimizing settings ensures a seamless experience for all users.