How to Use Global Search in Kylas CRM

Global Search in Kylas CRM allows users to search across multiple modules—like Leads, Contacts, Companies, and Deals—using a single keyword. It supports searches via phone numbers, emails, names, or Details (using quotes for precision) and displays up to 4 module results at once, making record access fast and unified.

Prerequisites 

• You are logged into your Kylas CRM account.
  
• You have access to the records/modules you wish to search. 
  

Table of Contents

1. What is Global Search?
2. Key Features & Behavior
   
3. Supported Search Criteria
   
4. Step-by-Step: Using Global Search
5. Use Cases
6. Limitations
7. Best Practices 
   

What is Global Search? 

Global Search in Kylas CRM is a powerful tool that allows users to search across multiple modules using a single keyword. It helps you instantly locate records such as Leads, Contacts, Companies, and Deals as well as it works for Task, from anywhere within the system—streamlining access to important information. 

Key Features & Behavior 

Feature	Description
Unified Search	Query across multiple modules from a single search bar
Intelligent Matching	Returns results based on names, emails, phone numbers, and IDs
Linked Record Discovery	Reveals related records even if the keyword is found in associated entities
Real-Time Suggestions	Autocompletes based on existing data to speed up searches
Entity Limit	Displays results from a maximum of 4 modules per search session

Supported Search Criteria 

You can use Global Search with: 

Phone numbers → Matches Leads and Contacts with that number 

Email addresses → Retrieves Leads, Contacts, Tasks, Companies 

Company names → Returns related Leads, Deals, and Contacts 

Exact Details or Names → Use quotes ("...") to get precise record matches 

Example: 
Searching for "Harsh Gupta" will directly fetch the record with that record. 

Step-by-Step: Using Global Search 

Step 1: Locate the Search Bar 
At the top of your Kylas CRM interface, click on the Global Search input field. 

Step 2: Enter a Keyword 
Type a phone number, email, company name, or exact keyword (in quotes if specific). 

Step 3: View Results by Entity 
You will see matched records grouped by module (e.g., Leads, Contacts, Deals, Companies). 

Step 4: Navigate to Record 
Click on the result to directly open the record detail page. 

Use Cases

Role	Use Case	Outcome
Sales Representatives	Enter a client’s phone number to find related leads and contacts	Immediate access to client data for follow-ups
Support Agent	Use an email to check open tasks or related leads	Faster resolution by checking history
Manager	Search company name to audit all linked entities	Quick overview of engagement for reporting

Best Practices 

Best Practice	Reason
Use quotes for exact matches	Reduces noise and narrows results
Train users to log accurate emails/numbers	Ensures better matching during searches
Combine with filters for deeper queries	Enables faster navigation through bulk data

Outcome 

Global Search in Kylas empowers users to quickly locate critical data across multiple entities with minimal effort. Whether you're prepping for a call or managing leads at scale, this tool improves workflow efficiency by reducing clicks and context switching.

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