Configuring Global Search
This page covers the administrative configuration of Global Search: creating the default configuration, adding role-specific configurations, choosing searchable entities and items, enabling suggestions, the 'All' tab, enabling and disabling the feature, and setting result columns.
Requirements
- Administrator System Role.
- A standard theme. On a custom theme, the configuration page returns "not found" — contact success@magentrix.com.
Opening Global Search Configuration
Open the Global Search configuration area from Setup (under Manage). The list view's header reads Global Search — Configurations.
Creating the Default Configuration
The first time you open Global Search with no configuration defined, the page explains that no configuration exists yet and shows a Create Default Configuration button.
- Click Create Default Configuration.
- Configure the fields described under Configuration Fields below.
- Click Save Changes.
The default configuration applies to users whose Role is not covered by a more specific configuration. It does not apply to guest (unauthenticated) roles.
The Configurations List
Once at least one configuration exists, the Global Search page shows the configurations list. From here you can:
- New Configuration — create an additional configuration (typically role-specific).
- Turn On / Turn Off — enable or disable Global Search across the portal. The button reads Turn On when the feature is currently disabled and Turn Off when it is enabled. A message on the page states whether Global Search is currently enabled or disabled.
- Per-row Actions — each configuration row has an Actions menu to edit or delete the configuration.
Configuration Fields
When creating or editing a configuration, you set the following:
| Field | What It Does |
|---|
| Name | A name for the configuration. The default configuration is named "Default Setting" when first created; you can rename it. |
| Active | Whether this configuration is active. Inactive configurations are ignored at runtime. |
| Show 'All' Tab | When enabled, users can view search results across all items on a single screen. The in-product hint notes that enabling this feature may have a performance impact. |
| Roles | The Security Roles this configuration applies to. Use the search filter to find roles, the "Select all" option to select every role, and the per-role checkboxes for individual selection. The panel shows how many roles remain and how many are selected. (The default configuration applies to roles not assigned to any specific configuration, so you typically leave its Roles unset.) |
| Entities and Items | The searchable entities and items. Use the search filter to find items, then check an item to include it. For each included item, a separate suggestions checkbox controls whether it appears in the header autocomplete dropdown. |
Selecting Entities and Items
- In the Entities and Items section, use the Search Filter box to find the entity or item you want.
- Check the item to include it in this configuration.
- To enable header suggestions for an item, check its suggestions checkbox. The panel shows the current Suggestions count.
- Repeat for each entity or item.
Limits:
- Up to 50 entities and items can be selected per configuration.
- Up to 5 of the selected items can have suggestions enabled. Once five are enabled, the suggestions checkbox is disabled on the remaining items until you uncheck one.
Creating Role-Specific Configurations
- On the configurations list, click New Configuration.
- Enter a Name.
- Mark the configuration Active.
- In Roles, select the Security Roles this configuration should apply to.
- In Entities and Items, select the searchable items and set suggestions.
- Optionally enable Show 'All' Tab.
- Click Save Changes.
Users in the assigned Roles get this configuration; everyone else falls back to the default configuration.
Configuring Result Columns
The columns shown for an entity's results are controlled by that entity's Search List Layout, configured on the entity itself (not in the Global Search page).
- Open the entity's configuration. For native and HubSpot entities this is under Setup > Create > Entities; for Salesforce objects under Setup > Extend > Salesforce; for Microsoft Dynamics CRM under Setup > Extend > Dynamics.
- Open the List Layouts tab.
- Open the existing Search layout, or create a new layout and set its type to Search.
- Move the desired fields into the selected column and order them.
- Save.
The fields and order in the Search layout become the result columns shown for that entity in Global Search.
Enabling Global Search
- On the configurations list, confirm the configurations you want are marked Active.
- Click Turn On.
- The page message updates to show Global Search is currently enabled. The header search box becomes active for users.
To disable the feature later, return to the configurations list and click Turn Off.
Editing and Deleting Configurations
- Edit: open the configuration from the list (or its Actions menu) and change any field, then click Save Changes.
- Delete: use the configuration's Actions menu to delete it. Deleting a role-specific configuration causes its Roles to fall back to the default configuration.
Troubleshooting Tips
- If the configuration page returns "not found," the portal is on a custom theme. Global Search configuration requires a standard theme.
- If a configuration doesn't seem to apply, confirm it is marked Active and that its Roles include the test user's Role.
- If the suggestions checkbox is disabled for an item, you have already enabled the maximum of five suggestion items in that configuration.
- For full symptom-by-symptom resolutions, see Global Search Troubleshooting.
<< Global Search Checklist | Global Search Troubleshooting >>