Global Search Configuration

Developer users can configure which fields on a dataform are included in the Global Search index for users to search and specify the data elements to display in the Global Search results on system table forms or PEO layer dataforms beginning with "gen_". (See ClientSpace Layers and Naming Conventions for more information on ClientSpace Layers and a list of common PEO Layer dataforms.)

This topic shows you how to set up the Global Search index and identify the data elements to display in the Global Search results to help users identify results on PEO dataforms.

Note: You do not have to configure Global Search Results for CORE layer forms such as Activities, Organization, Contact, Task, Calendar Event, Workspace and Users is pre-configured for you. A form type abbreviation is prepended to Global Search results for CORE (i.e., CRM) forms to help users identify results.

The following values are automatically prepended on CORE form Global Search Results:

CRM Form Type

Prepended Abbreviation
Organizations Org
Activities Act
Contact Cont
Workspace WS

Configuring Global Search Configuration on PEO Dataforms

Note: These steps are for Developer users only.

To access the administrative area of ClientSpace:

1. Click the down arrow next to your username in the top right corner of the ClientSpace window.
2. Click System Admin.

The System Administration dashboard opens. The Advanced system settings box is located in the bottom right corner.

To select index fields and configure Global Search display fields: 

  1. In the Advanced section of the System Administration dashboard, click Dataform Admin.

    The Dataform Admin dashboard opens.

  2. Click the dataform to select it and click Edit.

    The Dataform Properties window opens.

  3. In the Action Center, click Fields.


    Dataform fields are presented.

  4. Click the Index column checkbox next to the fields you want to include in the Global Search for this dataform.

    Note: 

    • If a field cannot be indexed, the Index checkbox appears dimmed (i.e., "grayed out").

    • The index changes take effect after the Populate Search Index scheduled process runs. Also see Scheduled Processes.

    • Important - Only Active records are indexed.

  5. Click the Configure Global Search Results button at the bottom right corner of the Dataform Properties window. The Configure Global Search Fields window displays.

    Here, you can specify the data elements to display in the Global Search results which will help users distinguish between findings. The configuration uses replace fields to pull the data values from the record and display them in the search results.

  6. Click the Get Replace Fields link on the form to copy a replace field to use. The Replace Fields window displays.

  7. On the Replace Fields window, click one or more fields to copy into the Title or Subtitle fields and then click the Copy button.

    A message briefly displays that the fields have been copied to your clipboard.

  8. Paste the replace fields into the Title or Subtitle fields.

    Note:

    • You can select replace fields totaling up to 250 characters per line (i., Title, line 1 and Subtitle, line 2). The system only displays up to 100 characters of the actual values from those records.

    • You can type free text, spaces and other symbols before or after a replace field. In the example below, the word "CASE" and separators such as hyphens and colons have been added to make the Replace Field data more legible when it appears in the search results.

    • If you use a lot of replace fields, we recommend adding the ones which are critical for helping a user distinguish between the results first. This, the least important identifiers are cut off if the Title and Subtitle details contain more than 100 characters. For example, in the Global Search Results configuration for the Client Service Case dataform, you might include the Case Number replace field first followed by the Subject so that if a long subject of over 100 characters is present, the main identifier of Case Number displays first.

  9. When you are finished configuring Global Search Results, click OK on the window to save the changes.

  10. Then click Save on the Dataform Properties toolbar to save any index changes you may have made.

Global Search Results Configuration Example

Let's set up the Global Search Results configuration for the Client Service Case dataform. On line 1 (Title) of the search result, we are displaying the Case Number using Replace Field [CaseNumber] and case Subject using Replace Field [Subject]. On line 2 (Subtitle) of the search result we are displaying the Project Name and Case Assigned To using Replace Fields [ProjectName] and [fkAssignedToUserID]:

Using the test configuration above, when we perform a Global Search, if a Client Service Case is among the results, the Case Number and Subject values display in the results.

Note: If no Case Number was entered, 0 displays.

The Project Name (i.e., workspace name) and the Assigned To User ID display on line two:

Note: 

  • If you configure both the Title and Subtitle, a single search result will consist of two lines - a line with a white background displaying the Title and a shaded light blue line displaying the Subtitle. If a user clicks anywhere on the result, the associated record displays.

  • You may optionally try incorporating some free text between the replace fields to make the search results more meaningful as shown in the example where "CASE:" was added before the case number.

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