Enabling Field Search for Entities
By default, only the Name field of an Entity is processed when a user searches an Entity. Administrators can configure other fields to also be searchable, improving the ability to find specific records through global search.
Before You Begin
Requirements
To enable field search for Entities, users must have a security role with the following permissions:
- Administrator System Role
Understanding Field Search
Field search determines which fields are included when users perform searches within Magentrix. Making strategic fields searchable improves the user experience by allowing users to find records using various criteria beyond just the record name.
Default Search Behavior
By default, when an entity is created:
- Only the Name field is searchable
- Users can only find records by typing part of the record name
- Other fields are not included in search results
Enhanced Search with Additional Fields
When additional fields are made searchable:
- Users can find records by typing values from any searchable field
- Search results include records where the search term matches any searchable field
- Users have more flexibility in how they search for information
Common Fields to Make Searchable
Consider making these field types searchable:
- Email fields: Find contacts or leads by email address
- Phone fields: Find records by phone number
- Text fields: Important identifiers, codes, or descriptions
- Number fields: Account numbers, case numbers, reference numbers
- Picklist fields: Status, category, or type fields (if users search by these values)
Fields That Should Not Be Searchable
Avoid making these fields searchable:
- Long text areas: Can slow search performance and return too many results
- Formula fields: Generally not useful for search
- System fields: Created Date, Modified Date, etc.
- Fields with many unique values: Can create search noise
Enabling Field Search
To enable field search:
In the Setup Home page:
- If you want to enable field search for a Magentrix Entity, click Create > Entities.
- If you want to enable field search for a Salesforce Entity/Object, click Extend > Salesforce.
Click the Entity you want to configure.
Select the Fields tab and then click the field you want to make searchable.
Click Edit.
In the Options pane, check Searchable.
Click Save.
The field is now included in search operations. Users can find records by typing values that match this field.
Search Layout Configuration
To ensure searchable fields are visible in search results, configure the Search list layout:
Navigate to the Entity you configured.
Click the List Layouts tab.
Find or create the Search layout.
Click Edit on the Search layout.
Add the searchable fields to the Columns list so they appear in search results.
Click Save.
Users will now see the searchable fields in search results, making it clear which field matched their search term.
How Search Works
Search Behavior
When a user enters a search term:
- Magentrix searches all searchable fields across all entities the user has access to
- Results include records where any searchable field contains the search term
- Partial matches are supported (searching "John" finds "Johnson")
- Search is typically case-insensitive
- Results are filtered by entity permissions and field-level security
Search Result Display
Search results show:
- Records from all searchable entities
- Grouped by entity type
- Columns defined in the Search list layout
- Only records the user has permission to view
Performance Considerations
- More searchable fields increase search scope but may slightly impact performance
- Very long text fields (TextArea) can significantly slow searches
- Balance searchability with performance needs
- Test search performance after adding searchable fields
Practical Examples
Example 1: Contact Search Enhancement
Scenario: Users need to find contacts by email or phone, not just name.
Configuration:
- Entity: Contact
- Make Searchable: Email, Phone, Mobile Phone
- Search Layout Columns: Name, Email, Phone, Account
Result: Users can search for "john@example.com" or "555-1234" to find contacts.
Example 2: Case Search Improvement
Scenario: Support agents need to find cases by case number or description keywords.
Configuration:
- Entity: Case
- Make Searchable: Case Number, Subject, Description (if short)
- Search Layout Columns: Case Number, Subject, Status, Priority
Result: Agents can search by case number or keywords from the subject/description.
Example 3: Product Search
Scenario: Sales team needs to find products by product code or name.
Configuration:
- Entity: Product
- Make Searchable: Product Code, Product Family
- Search Layout Columns: Name, Product Code, Product Family, List Price
Result: Sales team can search using product codes or family names.
Example 4: Account Search
Scenario: Users need to find accounts by website or account number.
Configuration:
- Entity: Account
- Make Searchable: Account Number, Website, Billing City
- Search Layout Columns: Name, Account Number, Type, Owner
Result: Users can search by account number, website domain, or city.
Best Practices and Recommendations
- Be selective: Don't make every field searchable. Focus on fields users actually search by.
- Test search experience: Search using various terms to ensure results are relevant and performant.
- Include in Search layout: Add searchable fields to the Search list layout so users see why a record matched.
- Consider user workflow: Think about how users naturally search for information.
- Balance quantity and quality: More searchable fields provide flexibility but can return more results.
- Prioritize unique identifiers: Email, phone, account numbers, and codes are excellent search candidates.
- Avoid long text fields: TextArea fields with paragraphs of text can create search noise.
- Update field security: Remember users can only search fields they have read permission for.
- Document searchable fields: Maintain a list of which fields are searchable for reference.
- Review periodically: As business processes evolve, review which fields should be searchable.
- Consider entity permissions: Users only see search results from entities they can access.
- Coordinate with reports: Fields users search for are often good candidates for report filters too.
Troubleshooting Tips
Issue: Search not finding records by a specific field.
Solution: Verify that the field's Searchable checkbox is checked. Also ensure the field has data in the records you're searching for.
Issue: Search results not showing the searchable field value.
Solution: Add the searchable field to the columns in the Search list layout so users can see which field matched their search.
Issue: Search returning too many irrelevant results.
Solution: Review which fields are searchable. Consider removing searchability from fields with common values or long text fields.
Issue: Users not seeing expected search results.
Solution: Check entity permissions and field-level security. Users can only find records and fields they have permission to view.
Issue: Search performance is slow.
Solution: Review how many fields are searchable, especially TextArea fields. Reduce the number of searchable fields or avoid making very long text fields searchable.
Issue: Cannot enable searchable on a field.
Solution: Some field types like Formula fields or certain system fields may not support being made searchable. Choose a different field or use an alternative approach.
Issue: Search finding records but users cannot access them.
Solution: This shouldn't happen as search respects permissions. If it does, verify entity-level read permissions and field-level security are properly configured.
Issue: Searchable checkbox is grayed out.
Solution: For Salesforce or Dynamics fields, searchability may be controlled in the source system. Check the field configuration in Salesforce or Dynamics.
Issue: Search working inconsistently.
Solution: Clear browser cache or test in an incognito window. Also verify that the search index is up to date (contact administrator if necessary).
Issue: Partial matches not working.
Solution: Search typically supports partial matches, but very short search terms (1-2 characters) may not return results. Try searching with at least 3 characters.
Field Search vs Other Search Features
Global Search
Making fields searchable enables them for global search:
- Searches across all entities
- Shows results grouped by entity type
- Uses the Search list layout for display
List View Filters
Separate from field search:
- Users create filtered views within a specific entity
- All fields can be used in filters regardless of searchability
- Does not depend on the Searchable checkbox
Advanced Find
Some organizations have advanced find features:
- May use different search mechanisms
- Typically searches all fields regardless of Searchable setting
- Check with your administrator about available search tools
See Also
Jump to Magentrix Entity Checklist
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