Hi everyone, I hope you are doing well. I have a question regarding External IDs - How can we search (Global Search) using External IDs? Any insights would be highly appreciated. Thanks! :)

Not out of the box. Unless you store the external ID in a custom field as well that is marked as globally searchable. Or just use a saved search with External ID (text) as available filter.

I am unable to store value for external IDs in a custom field, thereby I can't make it globally searchable.

Create a saved search that has an on-demand filter for External ID. Put it on your (or whoever's) dashboard. Not ideal to have to go back to your home dashboard to use, but that's probably the most efficient way.

But this won't apply to Global Searches, right ?

Using a saved search is already a good idea. But yes it won't appear in the Global Search bar. As I said, you can create a custom field that is globally searchable that you populate with the external ID either manually, via CSV or scripting. I don't recommend this. I don't think this is worth it. The saved search option is still easier and won't require maintaining another duplicate External ID field.

My clients are very keen on using the Global Search bar only. I can propose the idea of Saved Searches though. However, if I explore the custom field route, I am unable to store value for external IDs in a custom field, thereby I can't make it globally searchable. If I want to source the External IDs on a custom field, it shouldn't store value. The records are already in the system.

That's why you'll populate the custom field manually, via CSV, via worklfow or via script, so you can store the value. Don't use the formula box in the custom field or use it but use a WF to store the value in another field

Got it!

use the validation and defaulting option for the custom field - use the formula {externalid} make sure store value checkbox is unchecked