Welcome to the Akvelon Global Search User Manual. With this guide, you can learn how to install, configure, and use Akvelon Global Search for Microsoft Dynamics CRM.
Global Search for Microsoft Dynamics CRM is a custom module, which allows you to search across all CRM entities at the same time, providing results in a single-view convenient layout.
Global Search provides the ability to:
Whether you are using Microsoft Dynamics CRM in your production, development or test environment, you always need licenses.
Each organization requires its own license for Global Search. In a typical setup you have one single organization and only need one license. The license contains the organization name and you only can install the license on the organization with the specified name.
If you use multiple organizations, each organization requires a separate Global Search license. However, you only need licenses for the organizations using Global Search. If you have a single CRM server with 4 organizations and you want to use Global Search in two of them, then you need two licenses.
Each organization license (except the trial one) contains a restricted number of client user licenses (CAL). Each user of an organization that uses Global Search must have a valid license. If an organization has 100 users and 50 users have permissions to perform search using Global Search (see Global Search Users’ Permissions section), you need at least 50 Global Search licenses, otherwise you will receive a license validation error.
When adding new users to CRM, be sure to check that Global Search also has corresponding licenses for new users.
To set up Akvelon Global Search on Microsoft Dynamics CRM On-premise, follow these steps:
The Attachment Search is a feature which allows users to search the contents of an attachment in Microsoft CRM for the following file formats: .doc, .docx, .xls, .xlsx, .pdf, .ppt, .rtf, .txt, .xml, .pdf, and .zip.
To install this feature, please follow these steps:
Activate Global Search separately for each organization. Enable compatibility view for your CRM website in case you use Internet Explorer.
First of all, make sure that pop-ups are not blocked by your internet browser for your CRM site. To activate Global Search for an organization, open the following page in your browser (activation page for server default organization will open when installation is complete): http(s)://CrmOrganizationAddress/ISV/Akvelon/GlobalSearch/Pages/Activator.aspx (e.g.: https://crm.akvelon.com/ISV/Akvelon/GlobalSearch/Pages/Activator.aspx).
On the activation page you will see the End User License Agreement, please read and accept it using the checkbox, then click the Activate button. Input your Global Search license into the open license window (see Figure 4) and click OK.
The Akvelon Global Search configuration window will open (see Figure 5). Here you can select the tabs to add the Global Search links.
NOTE: You should select at least one tab, otherwise you will not be able to use Global Search.
After you click OK, a message that Global Search is activated will show. Now you can use the Global Search functionality.
If you need to update license data (e.g. to input commercial license instead of trial or update number of users) go to Settings → Global Search Settings, and click the About button at the upper right-hand corner. Then click the Update license button, put new license data into the license textbox (see Figure 6) and click the Update license button.
This chapter describes how to configure Global Search roles, entities, attributes to search by, and attributes to display, within results.
To allow users to use Global Search, you must assign them special permissions. To give Global Search permissions to user groups, go to Settings → Administration → Users. Select user(s) you want to provide with Global Search permissions and go to Manage Roles on upper CRM menu. Add Akvelon Global Search Users role to selected user(s) (see Figure 7). Click OK button.
To allow users to change Global Search Settings (add and remove entities and attributes to search and display), you must assign them Akvelon Global Search Experienced Users (see Figure 8).
NOTE: This role provides selected users with rights to Manage THEIR OWN Search Settings. It enables advanced functionality for your CRM users and number of requests to your support team can be increased. Please enable this functionality only for experienced users and at your own risk.
Users who have “Akvelon Global Search Administrators” can change Global Search Settings for all users (see “Save as Default” Settings for Global Search Users section).
For example: you purchased 10 Global Search licenses, and you have 2 users with Akvelon Global Search Administrators role, 3 users with Akvelon Global Search Experienced Users role and 4 users with Akvelon Global Search Users role – only 7 licenses are used in this case. 3 licenses are available for additional Global Search users.
If you have User-1 with Akvelon Global Search Users/Experienced Users role and User-2 without this role, but User-2 is assigned to CRM Team which has Global Search Users/Experienced Users role – in this case, 2 licenses will be used. Please be aware.
By default, Akvelon Global Search has set of configured Entities/Attributes to search through Dynamics CRM records and display search results. You can reconfigure search entities, attributes, and display fields according to your business needs.
Follow these steps to add/remove the entities Global Search uses:
NOTE: Number of searched entities can affect search performance (too many entities selected can slow down the search).
After you click OK the entity will add to main Global Search Settings window with default settings. In this window you can change the default attributes to search and display. To disable an entity for search, click Manage Entities and unselect this entity in the list. Click OK button.
Users who have Akvelon Global Search Experienced Users role can configure Global Search Settings directly from Global Search main page (see the Configuring Entity Properties for Advanced Users section).
For each entity enabled for Global Search you can customize the properties that are searched and displayed in result columns. In the entities list, double-click the.
On the Attributes to display tab (see Figure 11), use the Add/Remove buttons to select the attributes you want to show in the results table. To change the order of the displayed columns, use the Move Up/Move Down buttons.
On the Attributes to Search by tab (see Figure 12), select the entity attributes that will be used in search queries.
NOTE: Too many entity attributes selected can affect search performance.
In the States to search by tab, you can choose the states to filter records (e.g. search only active records). If all states are selected, search results will not be filtered by state. To apply new settings, you should click the OK button.
On the Relationships to display tab you can set relationships for entities which can be displayed in search result (see Figure 13).
Users who have Akvelon Global Search Experienced Users role can change their own search settings directly from Global Search window. Click on Entity’s icon which you want edit. Entity Properties window will open (please see Configuring Entity Properties for more details). Click Manage entities to add or remove entities for search (see Figure 14).
You can set a maximum number of found records for an entity group (there are 100 records by default) – go to the Global Search Settings page and click on Settings. You can change this value to any number from 100 to 500 records (see Figure 15). To apply new settings, click OK button. Please note that large values can affect searching performance.
Highlighting keywords provides ability to quickly find used keyword in search results (see Figure 16).
To Enable/Disable highlighting keywords, go to the Global Search Settings page, click on Settings, tick the Highlighting option and click the OK button (see Figure 17).
This new feature provides ability to automatically open group of entities in the search if only one record was found in this group (see Figure 18).
This feature is disabled by default. To enable this feature, go to the Global Search Settings page and click on Settings. Select the Auto-expand group if 1 record is found and click OK button (see Figure 19).
This feature provides ability to display entity's details, which is related to found attachment or note. For example, Global Search found CRM attachment related to the Contact. If user expands Notes, then Contact, combination of Attachment’s and Contact’s attributes will display in the search results (see Figure 20).
Attributes to display for Attachments and Notes automatically inherit from a parent entity (Attributes to display columns, see Configuring Entity Properties section).
You can enable or disable this option in CRM On-premise through Global Search Settings → Settings → Grouping By Attachment Parents Enabled checkbox (see Figure 21).
Changed Global Search settings can be applied for all users by one user with Akvelon Global Search Administrators role.
To apply changed search settings, go to CRM Settings → Global Search Settings → click Save as Default (see Figure 22).
Select Users with the following roles: … and click OK to apply settings for all users: Akvelon Global Search Online Users, Akvelon Global Search Online Experienced Users and Akvelon Global Search Online Administrators (see Global Search Users’ Permissions section for more details).
Select Only users with "Akvelon Global Search User" role and click OK to apply settings only for users who have Akvelon Global Search User role (except Experienced Users) (see Figure 23).
We strongly recommend start attachments indexing process when CRM users do not work with CRM (non-working time). To enable the Search Attachment feature, please follow these steps: Go to CRM Settings → Global Search Settings. Make sure Notes is added to Global Search Setting then click the Attachment Search Configuration button (please see Figure 24).
Attachment Search Configuration will open in CRM On-premise (see Figure 25).
Check the Attachment search enabled check box. Check the formats required and click OK. After 15 minutes Global Search Attachment will begin indexing the CRM Database (only attachment/document records). You can see the current indexing status at the top of the Attachment Search Configuration window.
We strongly recommend start email indexing process when CRM users do not work with CRM (non-working time). Email & Notes Indexing provides ability to improve searching performance in CRM emails’ description and notes’ description. Searching performance becomes much better.
To enable the Email & Notes Indexing feature, please follow these steps: Go to CRM Settings → Global Search Settings → click the Indexing Configuration button (see Figure 27).
E-mail & Notes Indexing configuration window will be opened (see Figure 28). Click Enable E-mail Index… and/or Enable Notes Index… button to start indexing process (please read notes above before starting indexing).
Click OK button to start indexing process or click Cancel to prevent this action (see Figure 29).
You can see the current indexing status in the Indexing configuration window (see Figure 30). There you can see that Indexing is enabled or disabled, Indexing Status (N/A, In Progress or Completed), Date and Time when last indexing was completed. Please reopen window to refresh status (Status will not update automatically).
If Indexing process was successfully completed, Indexing status will change to Completed. In addition, you can see Date and Time when indexing process was completed.
Now you can add "Description" in the "Attributes to search by" tab for the "E-mail Messages" and “Notes” entity (please see Adding/Removing Entities to Search section).
Disabling and Removing Index
To disable and remove index, go to CRM Settings → Global Search Settings and click the Indexing Configuration button at the top menu. In the opened window, click the Disable E-mail Index… and/or Disable Notes Index… button (see Figure 31).
Click OK to confirm removing of index.
1. Deactivate Global Search for ALL CRM organizations that have it enabled.
To deactivate Global Search, go to Settings → Global Search Settings and click the About button at the upper right-hand corner. A window with license information will open (see Figure 32). Click the Deactivate button.
1. Disable the Attachment Search for ALL CRM organizations that have it enabled.
To disable Global Search Attachments, go to Settings → Global Search Settings and click the Attachment Search Configuration button at the top menu. The Attachment Search Configuration window will open (see Figure 33). Uncheck the Attachment Search Enabled checkbox.
Akvelon Global Search can search various data items (such as customers, accounts, activities and etc.) in a single query. Global Search 5.0 and higher includes cross-browser support. It means that you can use your favorite browser (IE, Chrome, Firefox or Safari) to search in Dynamics CRM.
To use the search, go to one of the tabs where the Global Search link was added in the Microsoft Dynamics CRM application (these tabs are Sales, Service, Marketing), and select Global Search link (see Figure 34).
Type a word(s) into the search field and click the Search button or press Enter (see Figure 35).
NOTE: If you use customized sitemap and Global Search link is not appeared there, please contact Global Search support for assistance: email@example.com.
After the search is complete you will see all entity groups found. If you expand any of them you will see the list of found records. To open a specified record, double click on it. Also, Global Search provides ability to highlight search keywords in search results (see Enable/Disable Highlighting Keywords section for more details).
Global Search supports two types of search views (choose view at the top-right corner):
NOTE: Entities and attributes that are searched and displayed can be configured in the Global Search Settings (for detailed information see Configuration section).
Global Search performs searches of strings in all entities and attributes configured in the Global Search Settings.
Global Search performs case-insensitivity searches by the word-beginning search principle.
For example, if you search for “Book”, you can find entities that contain “book”, “Books”, “BOOKSHELF” and also “eBook”.
You can use an asterisk (“*”) as a character to represent one or more other characters. For example: If you search for “sa * t”, found values will start with "s" and end with "t", for example “Salt”, “Saint”, “sacrament” etc.
If you search for “ * sam * ”, records with "sam" anywhere in the string will be found, for example “sample”, “Samson”, “Grossam”.
If several words are input, Global Search will find all records containing all of the words in their attributes (not obligatory in the same attribute).
For example, if you search for “Jack London”, it will find a contact with name Jack London, and it will find all Jacks that have London in the “city” attribute (or in any other searchable attribute).
If you search for “Seattle Art Museum” it will find Accounts with the organization name “Seattle Art Museum” or contacts with city “Seattle” and “Art Museum” in description.
You can also use the asterisk symbol with Multiple Word Searches (see Wildcard Search section).
To make a search through attachment contents, type a word(s) into the search field, check Search in Attachment and click the Search button or press Enter (please ensure the Attachment Search is enabled, see the Configuring Attachment Search in CRM section for more details). Search logic for attachments are the same as for Global Search except Wildcard search (please see the Searching with Akvelon Global Search section). Wildcard doesn’t work for beginning and middle of search word. It works only for end of the word, for example, if you search for “Tom”, it will find the following: "Tom", "Tomato", "Tomorrow", etc.
Akvelon Global Search supports Custom Entity Searches (Search by Lookup fields). Every entity form has a lookup field regarding another entity. For example, the Account entity can be related to the Contact entity by the Primary Contact lookup field (please see Figure 36).
To add required attributes, go to Settings → Global Search Settings, select the entity, click Edit Entity or double click on selected entity. In Attributes to Display and Attributes to search by areas you can see customized attributes marked as (lookup) (please see Figure 37).
Add required attributes and click OK. The lookup fields are clickable. Related records will open by clicking the appropriate link (please see Figure 38).
When more than five records are found in group, the additional column filters are shown. At the top of each column, there is a text box used to filter that specific column (see Figure 39).
By typing in the text box, you can narrow the number of rows in the table down to those that match your filter text.
You can sort search results for each column by click on column name. You can select sort order (such as smallest to largest or largest to smallest) for each column you want to sort on.
This feature requires ‘Export to Excel’ privilege that can be set on security roles (go to Security settings → click on Security Role and open role → go to the Business Management tab and look under “Privacy Related Privileges”). By default, an exported worksheet includes found records and fields that are displayed in the search results, using the same field order and sorting.
Export all found records option – provides ability to export all found records to Excel. For example, Maximum Number of Found Records = 100 but Global Search has found 172 accounts, this option provides ability to export all 172 records to Excel.
Make this data available for re-importing by including required column headings option – if you are exporting the data so that you can make changes and import it back into Microsoft Dynamics CRM, select this check box (file will be saved in XML format).
If you have any questions, experience problems, or have feedback – please feel free to contact us: firstname.lastname@example.org.