Well for a start, I know that the title of this blog post is somewhat of a mouthful. It’s definitely longer than my usual titles! However I felt it important to do so, given the functionality that I’m actually going to talk about…
So here goes!
As part of the Wave 1 2022 release, both for Power Platform as well as Dynamics 365, we have the new ‘Modern Advanced Find’ capability. This replaces the (legacy) Advanced Find interface, which has been around since almost the beginning of Microsoft CRM…that’s quite a few years!
So within a model-app (as this covers both Power Apps as well as Dynamics 365), the classic Advanced Find was a good friend. Though using the legacy interface (& sometimes being VERY slow to load initially), we could create powerful queries through it. Being able to specify conditions, span multiple tables (with needing to understand the data model), we were able to show & filter data as we needed to.
When loading the Advanced Find interface, we could select from any of the tables within the system, with a LONG list presented to us for this purpose:
Now, just because we could see all tables (system & custom) within the list didn’t mean we could view all data within the tables. Oh no – the security roles applied to users limited what we could do.
In fact, users having security roles with NO permissions on certain tables would NOT see those tables appearing in the Advanced Find interface. Even when users had permissions on tables, but these permissions were limited (such as only being able to view our own records), the data results would be filtered based on our security role access to the records within the table.
OK – all good so far. Well, in general – there have been various complaints over the years about the Advanced Find functionality. So finally, Microsoft updated it to the ‘Modern Advanced Find’.
This needs to be enabled by a system administrator in the environment settings:
So in order to access the Modern Advanced Find, we need to do the following:
- Click in the search box at the top of the screen
- At the bottom, click the ‘Search for rows in a table using advanced filters’ (that’s a mouthful as well, isn’t it!)
After clicking this, we then get presented with the following interface:
Once we select a table (we can only select one table, as this will be the primary table used), we then switch screens to set the filters that we want to use:
Now here’s where things got a little strange. On the filter screen, we can select related tables to the primary table (ie connected through a relationship), and we get EVERY table that’s available for this. So if we’re starting with the Accounts table, we can then select from the following:
So in this list, I can see tables such as Emails, Invoices, and various others as well. In fact, it’s actually a very extensive list (limited, of course, to all tables that have a relationship in place with the Accounts table, and which the user has access to through their security role).
But if I look back at the initial list of tables, I’m MUCH more limited in my choice:
This, to me, was quite confusing. After all, what if I wanted to start the search from a different table – one that isn’t shown in this initial list?
So I started doing some digging. Initially, I thought that these tables are the ones defined in the sitemap (ie the app navigation). This could mean that I’d need to somehow create a section that shows all tables within it, just to be able to have them searchable.
Thankfully, it turns out that this isn’t actually the case. What’s happening is that with the new Modern Advanced Find, tables need to be directly associated to the APP, to be able to show up and use for search purposes.
Actually, there’s some more granularity around this. The list of tables available to search on (as the primary table) need to meet ALL of the following criteria:
- Table is part of the model-driven app
- Table is enabled for unified interface
- Table is valid for advanced find (set on the table settings)
- User has read access to the table (handled through security roles)
So essentially, the ability to search tables within an app is now limited to the tables that have been associated to the app itself! This could be very helpful in various scenarios, when users can be quite confused with seeing the entire list of tables.
To do this, we’d edit the app, and add it to the list of tables available through the app designer (note – we don’t have to include them in the sitemap, if we don’t want to display them in the app navigation):
So this now makes sense, and I think it’s a good step forward.
Also thanks to my colleague Bill (who’s an AMAZING Customer Success Manager!) for his collaboration on this.
What are your thoughts on the Modern Advanced Find? Are you finding it better for functionality? Is there something that you feel is missing, or that you’d like to see in it? Drop a comment below – I’d love to hear!
