Global Search v.5.0 for Microsoft Dynamics CRM 2011
Contents
1. The Akvelon team encourages and appreciates leaving feedback about Akvelon Global Search at the CRM Dynamics Marketplace site AKV LO Creativity Quality Consistency Akvelon Inc 2015 All rights reserved 412. Figure 5 Attachment Search Configuration 2 Uninstall the Attachment Search using the Add Remove Programs utility in the Microsoft Windows Control Panel name in programs list Akvelon Global Search v x x Attachments Search or using the Attachment Search installer Globalsearch_backend_x64 exe Akvelon Inc 2015 All rights reserved 15 AKV LON Akvelon Global Search User Manual Searching with Akvelon Global Search 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 the tab where the Global Search link was added in the Microsoft Dynamics CRM application and select Global Search link see Figure 6 Type a word s into the search field and click the Search button or press Enter 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 e All items all items from all users that user has acc
3. Resource Center Marketing Outlook client W Marketing W Add link to CRM Outlook add in Figure 2 Select the tabs where you want to add the Global Search link After you click Ok a message that Global Search is activated will show Now you can use the Global Search functionality Updating License Data If you need to update license data e g to input commercial license instead of trial or update number of users go to Settings gt 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 3 and click the Update license button Akvelon Inc 2015 All rights reserved 11 AKV LON Akvelon Global Search User Manual be 4kyelon Global Search for Microsoft Dynamics CRM Webpage Dialog Akvelon Global Search v 3 3 0 for Microsoft Dynamics CRM Copyright fc 2008 2011 Akyvelon All rights reserved Please visit www akyvelon com for more information License information Description License unique id 1o0000 Organization Oke yelon License type Legal Document types doc docx xls xlsx txt atf ppt ppt esw SharePoint search enabled No Users 14 50 New license lt Orqanization gt dkve lon lt Organization gt lt CRMOrgqani zation gt rakvye lon lt CRMNOrganization gt lt Type gt Legqal lt Type gt lt Expire gt Never lt Expire gt lt Users gt 50 lt Users gt lt TDocument Types 0
4. Users Pemmiseions 22 Adding Removing Entities to Search ccceccccccecsseeeeeeeceeeeeceeecaeaeeceeeseaeeseeeessaaeeeeeessaaeeeeeesaaess 24 Configuring Entity Properties ccccccccsssseecccceeeeeeeeeseeeeeeeseeeeeseeeeeeeeeseeaeeeeeeeeesesseeaaeeeeeeeeesaaas 26 Configuring Entity Properties for Advanced Ueers 29 Configuring Maximum Number of Found RecordS saesssseneenneeesrnnrsnsetrrrrrrrnrrrrnrnrrrrerrnrrrenene 30 Enable Disable Highlighting KeywordS n0annnnnnennnnnnnennnnnsennenessnnnnensrnrernsnnnerensnnrerrsennrresennenee 31 Auto expand Entities in Search Results ccccccsesceeceeeeeeeeeeeeeeseeeeeeeeeeeeseaeeeseeeeeessaneesenaeees 31 Save as Default Settings for Global Search Userg 32 Configuring Attachment SC QI s c ccssiecccisestecinwasaecsvasdinsans eiaa eeii a aaa ek E Ei 34 Akvelon Inc 2015 All rights reserved 2 AKV LON Akvelon Global Search User Manual Configuring Email indexing ccccccccececeseeeeeeeeeeeeccaeesseeeeeeeeseeeaeeeeeeeeessaeeaaeeeeeeeessuaaaeeeeeeeeeeaaas 36 FOODIE EE 41 Akvelon Inc 2015 All rights reserved 9 AKV LON Akvelon Global Search User Manual Overview 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 2011 Global Search for Microsoft CRM 2011 is a custom module which allows you to search across all CRM entitie
5. entity which you want to export to Excel Please note that CRM doesn t provide ability to export multiple entities at a time 3 Click Export button gt Open or Save Excel file mike D Searchin CRM Le Attachments View All items e Export to ee z l Le Get e 2i A H s Akvelon Global Search for Microsoft Dynami o k ESCH b I Accounts 5 cue Ge Export to excel 8 appointments 24 g Se Select entity to export fram the dropdown b B Cases 1 b R Competitors 3 Appointments b D Contacts 3 ia Export all found records bk A E mail Messages 16 ao a Make this data available for re importing by gt 6 ac 311 F ee including required column headings P Sy Leads 29 e FF Opportunities 34 b 9 Phone Calls 43 Export wf Trusted sites Protected Mode Off Figure 11 Export found results to Excel 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 Notes e When you open Excel file you will see a message that says the file that you are trying to open
6. many set value can slow down the search OK Cance Figure 8 Search Lookup Settings Add required attributes and click OK The lookup fields are clickable Related records will open by clicking the appropriate link please see Figure 9 Akvelon Inc 2015 All rights reserved 19 AKV LON Akvelon Global Search User Manual crmlisqlts a a _ La i New New Activity Record P Import Advanced Data Find New Tools Workplace O GB liquid str Searchin V CRM View Al Items x 4 My Work gt Accounts 1 cc EH Dashboards unt N Gau Main Phone Address 1 Web Site Description 4 Activities a Calendar F et Parent Customer a Duplicate Detection l i T E E Miranda V ultrices sit Seatle 1 12 185 3 B Liquid Street L Articles b fod E mail Messages 48 E Reports F aj Leads 6 EI Announcements gt ey Opportunities 9 Global Search p g Phone Calls 2 S ge b Fj Tasks 1 E Accounts SI Contacts 2 Workplace Figure 9 Search by Lookup Field Inside Column Filters and Sorting in columns 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 10 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 c
7. see the list of entities that are currently enabled for search HAAL ya Tt Se ES em W New Settings fa el Template EJ Product Catalog D Global Search 4 System ES Administration g Data Management Ed System Jobs E g A New Ne Import Adwanced Activity Record Data Find crmiisqlgs a E Manage Entities Si Settings Save as default a Tou configuration ES Attachment Search configuration ES SharePoint Search configuration D Email Indexing About Accounts Appointments Competitors Contacts E mail Messages Faxes Leads 4 Workplace 1 Letters B Salas Notes 24 Phone Calls K Marketing Tasks g Service ES Settings Sy Resource Center Figure 14 Global Search Settings 2 To add a new entity click Manage Entities on the toolbar Select the entities you want to enable in Global Search from the list see Figure 15 Akvelon Inc 2015 All rights reserved 24 AKV LON Akvelon Global Search User Manual Manage Akvelon Global Search Entities Please select entities which you want to search M Entity Name W accounts activities Lladdresees GAppointments article Comments 4 articles lslllattachments To 8 7 Figure 15 Manage Global Search Entities Please 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 Sear
8. to the SQL instance s you entered in the XML file 4 Move the Akvelon Global Search folder from C Program Files x86 to the folder you entered in the XML file e g C Crawler Akvelon Global Search Backend Bin Enable Attachment search please see 5 Configuring Attachment Search section 6 Wait for the first execution of crawler exe it executes each 15 minutes 7 Make sure that indexing is working for specified instances try to search something in the content of attached documents Akvelon Inc 2015 All rights reserved 9 AKV LON Akvelon Global Search User Manual Activation Activate Global Search separately for each organization 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 eg httos crmdemo201 1 akvelon net 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 1 and click OK Akvelon Global Search v 3 3 0 0 for Microsoft Dynamics CRM Copyright cl 2008 2011 Akvelon All rights reserved
9. AKV LON Akvelon Global Search User Manual AKV LON Global Search v 5 0 for Microsoft Dynamics CRM 2011 Update Rollup 12 and newer User Manual Akvelon Inc 2015 All rights reserved AKV LON Akvelon Global Search User Manual Contents OS ee 4 What s New in Global Search Vereions 5 EEO e E qoes hada usuanestunciudatanerancqea pian 6 Ia ME 7 Upgrading from previous Global Search versions for Microsoft CRM 2011 On premise 7 Upgrading CRM 4 0 On premise to CRM 2011 ODn premtse 7 Moving CRM 2011 Online database to CRM 2011 On premise and vice versa 7 Global Search IMStAlla OM E 8 Attachment Search Installation ccccccccssssececcceeseeeeeceeeeeeeeessaeeeceeeeseuseeeeessaueeeeessaaseeesesaanseeess 8 PACU AOI E 10 Updating License DANG ME 11 Global Search Settings Backup Restore cccccccccseeeecceeeeceeeeeeeecceeeeeseseaeeeeeeeeessaaaeeeeeeeessaaaaesss 13 Uninstall GlODal SCArCH E 14 Uninstall Attachment Search EE 15 Searching with Akvelon Global Search cccceccceccceseeeeeeeaeeeeeeeeeaeeseeeeesaeeeeeeessaeeeeeeeesaaaeeeeesaeaees 16 RS el 17 Allee e KE e E 17 Multiple Words CCM E 17 Search the Contents of an Attachment 17 Custom Entiy SCANCM essiri ei E EE E EEEE EEE E AEE ee 17 Inside Column Filters and Sorting in colummne cccccseeeecceeeeeeeeeeeeeeaeeeceeeeseeeeeeeeesaaseeeeeesaaseeees 20 Export found data to an Excel static workaheel 21 CONU EE 22 Global Search
10. Global Search Online WITT Please note existing user settings will be overwritten by current search settings http E Internet Protected Mode Off 4 Figure 26 Select user roles to apply settings Configuring Attachment Search 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 gt Global Search Settings Make sure Notes is added to Global Search Setting then click the Attachment Search Configuration button please see Figure 27 Settings fat Lge Le Manage Entities Ea Edit entity E Settings sto Email indexing 4 Customization a Accounts Eg Customizations Es Appointments R Competitors 5 Global Search Settings ER Contacts 4 Process Center F e fd E mail Messages Processes WI e GA Faxes Workplace ap Leads Sales a Service Opportunities Marketing Phone Calls Settings sl Tasks Figure 27 Attachment Search Configuration link Akvelon Inc 2015 All rights reserved 34 AKV LON Akvelon Global Search User Manual Attachment Search Configuration will open please see Figure 28 ke 4kyelon Attachment Search configuration Webpage Dialog Attachment Search Configuration Crawler status eee Last Run Time 6 3 2011 5 00 00 4M LastRun Result suceeded _ S O Current Status Idle Next Runtime j6f3 2011 5 15 00 AM Select docum
11. License type Legal Pdf sml zip adoc MOOR xls xlsx txt ung Document types ppt pptx csv SharePoint search enabled No Users 14 50 http jcrm140 5555 Akvelon 1S jAk P re ted sites Protected Mode Off F Figure 4 License information window 2 Uninstall Global Search using the Add Remove Programs utility in the Microsoft Windows Control Panel name in programs list Akvelon Global Search or using the Global Search installer Akvelon Inc 2015 All rights reserved 14 AKV LON Akvelon Global Search User Manual Uninstall Attachment Search 1 Disable the Attachment Search for ALL CRM organizations that have it enabled To disable Global Search Attachments go to Settings gt Global Search Settings and click the Attachment Search Configuration button at the top menu The Attachment Search Configuration window will open see Figure 5 Uncheck the Attachment Search Enabled checkbox DR akvelon Attachment Search configuration Webpage Dialog Attachment Search Configuration Crawler status Last Run Time 4 3 2011 2 30 00 AM Last Run Result Current Status Next Run time j6f3fe011 2 45 00 AM Settings E attachment Search Enabled Attachment Search Enabled Select document types to search in Available Available Available Available Avallable Available Available Available Available Available Available Iw Iw Iw Iw Iw Iw Iw Iw Iw Iw Iw Iw Available
12. Middle Name Mobile Phone SCH Sub Contacts Last Name age Fax DR B Relationships Ke Connections fob Tale E mail rices haretr com d Audit History Parent Customer E gt Liquid Street ei d Sales Address a Opportunities Address Type X City Seattle bd L Quotes A Orders Re Status Active gp internet Protected Mode Off Fg W Figure 7 Relationship between Contact and Account To add required attributes go to Settings gt Global Search settings select the entity click Edit Entity In Attributes to Display and Attributes to search by areas you can see customized attributes marked as lookup please see Figure 8 Akvelon Inc 2015 All rights reserved 18 AKV LON Akvelon Global Search User Manual Contacts Select fields to display and search by Select columns from the list on the left that you would like Akvelon Global Search to display and use in search queries Available attributes to search by Selected attributes to search by Last Name a Manager Phone Manager Marta Status Middle Name Mobile Phone Parent Customer Lookup tific gt 4 Nickname f Pager l Payment Terms Preferred Da Wat Lead Looi ate atin fviFouinment Lookuc Preferred Method of Contact Preferred Time Role Salutation Spouse Partner Name Suffix Telephone 3 Web Site Yomi First Name e Number of entity s attributes can affect the search speed too
13. Please visit www akvelon com for more information Akvyelon Global Search 15 not currently activated End User License Agreement DISCLAIMER OF WARRANTY be 4kyvelon Global Search for Microsoft Dynamics CRM Webpage Dialog Please enter license data lt License gt lt Td gt 100000 lt Id gt lt Orqanization gt kyvelon lt Organization gt lt CRMOrgqanization gt akve lon lt CRNOrganization gt lt Type gt Legal lt Type gt lt Expire gt Never lt Expire gt lt Users gt 999 lt Users gt lt Document Types i11 lt DocumentTypes gt lt Sligqnature gt DFIqTHDJO2 2 lt VeubyCLOLblnkEb hyslyghWwstoevakEExTEasD B1FPS4Fes so0dTPagzDoGponsxTe4Crct pes g lt Signature gt lt License gt M I accept license terms and conditions Figure 1 License window Akvelon Inc 2015 All rights reserved 10 AKV LON Akvelon Global Search User Manual The Akvelon Global Search configuration window will open see Figure 2 Here you can select the tabs to add the Global Search links Please note you should select at least one tab or you will not have the opportunity to use Global Search ke 4kyvelon Global Search configuration Webpage Dialog Select tabs that Global Search link will be added Workplace Service M My Work Service l Customers Settings Sales Business l Marketing l System Service Customization l Scheduling Process Center Sales Resource Center M Sales
14. atically B vwebPageDislog es E mail Indexing E mail Index status E mail Indexing Enabled Indexing Last time indexed E mail Index actions Disable E mail Index http flocalhost 5555 Mct LL Trusted sites Figure 33 Email Indexing status If E mail Indexing process was successfully completed Indexing status will change to Completed Also you can see Date and Time when indexing process was completed Please reopen window to refresh status Status will not update automatically Akvelon Inc 2015 All rights reserved 38 AKV LON Akvelon Global Search User Manual E Web Page Dialog E mail Indexing E mail Index status E mail Indexing Enabled Indexing Completed Last time indexed gapizi 5 04 19 AM E mail Index actions http flocalhost 5555 Mct eG Trusted sites Figure 34 Email Indexing completed Now you can add Description in the Attributes to search by tab for the E mail Messages entity please see Adding Removing Entities to Search section Disabling and Removing E mail Index To disable and remove E mail Indexing go to CRM Settings gt Global Search Settings and click the E mail Indexing button at the top menu The E mail Index window will open Click Disable E mail Index button See Figure 35 A webPageislog ne E mail Indexing E mail Index status E mail Indexing Enabled Indexing Completed Last time inde
15. ch 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 To configure entity properties click on entity s icon you want to change Click Manage Entities button to add remove the entities Global Search uses see Figure 16 Akvelon Inc 2015 All rights reserved 25 AKV LON Akvelon Global Search User Manual gs Sign Out E CS Ta EA Click to manage entities attributes to search by New New Import Advanced i peas SY Barr begin display etc New Tools Workplace G me pe d A p Search in documents yiew oi iess zl D articles 2 GE 8 Hag i Oe Luge s ge entities Reports Accounts 14 Appointments 46 Competitors 7 Contacts 2 Akvelon Global Search Experienced Users role Click to add or remove entities for search E mail Messages 27 Faxes 41 Leads 78 GOK Lege Phone Calls 100 The search returned too many results only first 100 records are shown Tasks 7 T F FF FF F F FF YF F Kr Figure 16 Quick settings for Experienced users Configuring Entity Properties For each entity enabled for Global Search you can customize the properties that are search
16. cts d System E mail Messages Eg amp aa lt Administration ga E g Data Management ay Fa System Jobs Ca Document Management E x Auditing hl EP sl Leads Letters Motes Phone Calls Tasks 4 Customization Eg Customizations K solutions E Dynamics Marketplace Global Search F D dek e 4 Process Center Processes Figure 25 Save as Default button 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 26 Akvelon Inc 2015 All rights reserved 33 AKV LON Akvelon Global Search User Manual d Save as default search settings Webpage Dialog EI https gs2 cm dynamics com WebResources gs_ SaveDefaultSettings Save as default search settings Would you like to save search settings as default for the following users Please select one of the options bellow C Only users with Akvelon Global Search Online Users role Eora Users with the following roles Akvelon Global Search Online Users Akvelon fe Global Search Online Experienced Users and Akvelon
17. d ability to configure destination for Global Search Backend log files Implemented ability to Enable Disable Global Search Backend logging Fixed minor issues Version 5 0 4 Global Search Backend fixed Repair function Added ability to search through Quote products and Order Products Added auto expanding for entity s group if only one record is returned see Auto expand Entities in Search Results for more details Added ability to insert search queries to the URL search keyword Fixed showing dialogs and pop ups in Chrome v 37 Fixed sorting for emails and notes to display newest records at the top of the search result Fixed Export to Excel feature Akvelon Inc 2015 All rights reserved 5 AKV LON Akvelon Global Search User Manual Licensing Whether you are using Microsoft Dynamics CRM 2011 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 l
18. ed and displayed in result columns In the entities list double click the entity or click Edit on the toolbar On the Attributes to display tab see Figure 17 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 Akvelon Inc 2015 All rights reserved 26 AKV LON Akvelon Global Search User Manual Accounts Select fields to display and search by Select columns from the list on the left that you would like Akvelon Global Search to display and use in search queries Available columns to display Selected columns to display import Sequence Number indust L SI Vere Ncwgeg spp eres Market Capgaiization Base Market Cap aization Modified By Delegate Lookup Modified By Lookup Modified On No of Employees igna eag Other Phone Owner Lookup L Parent Account Lookup Payment Terms Preferred Day rre r rr ec raciy loaumment LoOonup Preferred Method of Contact Preferred Service Lookup L Ma Primary Contact Lookup Record Created On Relationship SK Code Send Marketing Materials ren Number of entity s attributes can affect the search speed too many set value can slow down the search ance Figure 17 Attributes to display window On the Attributes to Search by tab see Figure 18 select the entity attributes that will be used in sea
19. ent types to search in W Select All Available Available Avallable Available Available Available Avallable Available Available Avallable Available r m m r m m m m m m m m Available Figure 28 Attachment Search Configuration window 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 Please note 1 We strongly recommend start attachments indexing process when CRM users do not work with CRM non working time 2 Entity Notes should be added to Global Search Settings Akvelon Inc 2015 All rights reserved 35 AKV LON Akvelon Global Search User Manual SQL Server Agent must be running 4 Full indexing can take from several minutes to several hours depending on the amount of documents in the system 5 You will be able to search newly added attachments after the Attachment Search indexing occurs within the CRM Database Crawler will perform indexing every 15 minutes Configuring Email indexing We strongly recommend start email indexing process when CRM users do not work with CRM non working time Email Indexing provides ability to improve searching performance in CRM emails description Searching performance becomes much better Please n
20. ess to will be searched e My items only your items will be searched Note Entities and attributes that are searched and displayed can be configured in the Global Search Settings for detailed information see Configuration section v i Workplace Global Search e gt Glo i Microsoft Dynamics CRM Global Search Admin Akvelon a A Mews Import Advanced Activity Record Data Find Per Tools Workplace CH 3 speci bike D Searchin W CRM Attachments iew All tems Lal Export to excel ee Manage entities E Reports VT nea Appointments 5 Subject Description 4 customers E Donity Lucas Cameron Pembroke Pines Special Bikes stor E Accounts a Fasecon T66 Auctor An Mountain bottle cage Murphy ge E E Jg vc Finlatit Mander Lottes Zertanlec Robinson Canfinzone Da Lots of Bikes Storehouse Zathcantex Rogers Wade Zertex Plutonium Skilled Workplace Physsilis Jay Claire Road 150 Red 52 Road 250 Black 48 Rh Sales E mail Messages 2 Marketing Faxes DI Leads 2 Opportunities 10 Phone Calls 8 Service settings Resource Center bebe Tasks 1 Figure 6 Global Search link and search field Akvelon Inc 2015 All rights reserved 16 AKV LON Akvelon Global Search User Manual Search Logic Global Search performs searches of strings in all entities and attributes configured in the Global search Settings Global Search per
21. forms 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 but not eBook Wildcard Search You can use an asterisk as a character to represent one or more other characters For example If you search for eat found values will start with sa and end with t for example Salt Saint sacrament etc lf you search for sam records with sam anywhere in the string will be found for example sample Samson Grossam Multiple Words Search lf 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 Search the Contents of an Attachment To make a search through attachment contents type a word s into the search field check Search in Attachment and click the Search butto
22. ftfice lt Document Types gt lt Siqnature gt Ja0PlsTNEmISiioxurse2 Imot IERSov Sker w4OY AM3 Re Sin FUISEGHESS 35 044 y5he2 Pilg itgsSBetUlsSeHE9s4 3 lt Signature gt lt License gt Figure 3 Update license window Akvelon Inc 2015 All rights reserved 12 AKV LON Akvelon Global Search User Manual Global Search Settings Backup Restore All configuration settings of Global Search are stored inside the CRM database and do not require additional backup If you restore CRM from a backup to a new server you should install Global Search please see Installation section All activation license and configuration data will be preserved In case you are going to Upgrade CRM 4 0 to 2011 or move your Database from CRM Online to CRM 2011 On premise please carefully read Installation section Akvelon Inc 2015 All rights reserved 13 AKV LON Akvelon Global Search User Manual Uninstall Global Search 1 Deactivate Global Search for ALL CRM organizations that have it enabled To deactivate Global Search go to Settings gt Global Search Settings and click the About button at the upper right hand corner A window with license information will open see Figure 4 Click the Deactivate button be 4kyelon Global Search for Microsoft Dynamics CRM Webpage Dialog for more information Akvelon Global Search is currently activated Description License unique id Looo00 Organization Obey elon
23. icenses 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 request Global Search licenses please contact gs support akvelon com Akvelon Inc 2015 All rights reserved 6 AKV LON Akvelon Global Search User Manual Installation Upgrading from previous Global Search versions for Microsoft CRM 2011 On premise To upgrade from Global Search 3 3 x you need to run Global Search 5 0 installer Globalsearch_x64 exe and click Update button during installation wizard To upgrade Global Search Backend you need to run Global Search Backend 5 0 _ installer Globalsearch_backend_x64 exe and click Update button during installation wizard Please note 1 Due to significant changes in this version of Global Search license data won t migrate from previous versions Please contact us to get new license key 2 We strongly recommend emptying the cash in the IE browser before working with the updated version of Global Search Upgrading CRM 4 0 On
24. ick on the setup file and select Run as Administrator 3 Follow the installation wizard Enable attachment search feature see 4 Configuring Attachment Search section Please note Global Search Backend should be installed on the computer with SQL Server where working copy of MSCRM_Config database is located Manual installation only for SQL Administrators Akvelon Inc 2015 All rights reserved 8 AKV LON Akvelon Global Search User Manual Usually this type of installation is required in case you are using Clustered SQL Server Please read Automatic installation before installation 1 Copy the GsBackend_Installer_Config xml to the root of the System disk e g CH and open the file in any text editor you can download XML file here 2 Edit the GsBackend_Installer_Config xml with the following parameters e List of SQL instance s the same name which you are using to enter to the SQL instance through the SQL Management Studio for example CRM19144 CRM19144 CRM1914A SCSQASQL05 SCSQASQL05 e Folder where Crawler exe will be located you also can enter network folder please note that SQL instance should have permissions for that folder Please enter full path to Crawler exe file for example C Crawler Akvelon Global Search Backend Bin or box Crawler Akvelon Global Search Backend Bin 3 Install Global Search Backend please see the instruction above Automatic installation It will be installed
25. is in a different format than specified by the file extension Click Yes e In Microsoft Dynamics CRM money values are exported to Microsoft Office Excel as numbers After you have completed the export to format the data as currency see the Excel Help topic titled Display numbers as currency e Maximum number of records which you can Export to Excel at a time depends on Microsoft Dynamics CRM configuration Akvelon Inc 2015 All rights reserved 241 AKV LON Akvelon Global Search User Manual Configuration This chapter describes how to configure Global Search roles entities attributes to search by and attributes to display within results Global Search Users Permissions To allow users to use Global Search you must assign them special permissions To give Global Search permissions to user groups go to Settings gt Administration gt 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 12 Click OK button lt Manage User Roles What roles would you like to apply to the 1 User you have selected Role Name Business Unit Akvelon Global Search Administrators gsdemo T Akvelon Global Search Experienced Users gsdemo Jk Akvelon Global Search Users gsdemo IT CEO Business Manager gsdemo Cep Manager gsdemo Customer Service Representative gsdemo E Delegate g
26. k Ok button see Figure 24 Akvelon Inc 2015 All rights reserved 3 AKV LON Akvelon Global Search User Manual HAAL El New New Import Advanced Activity Record Data Find New Tools Sales GH GR taurus _ D Searchin V CRM _ Attachments View All Items B orders Bi 8 uug aR ag En P Quick Campaigns WEE MLL coas G mE Groups of entities where only 1 record was Goal Metrics found are automatically expanded No need to click the expand icon to see record details s JI J Se Full Namea E mail Descript gt CF Opportunities 3 Figure 23 Auto expand Entities in Search Results Global Search Settings Max Records 100 A Highlighting cane Figure 24 Auto expand option in the Settings screen Save as Default Settings for Global Search Users 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 gt Global Search settings gt click Save as Default see Figure 25 Akvelon Inc 2015 All rights reserved 30 AKV LON Akvelon Global Search User Manual E Manage Entities Settings Save as default Settings fat Lge 2 Accounts 4 Business _ Sopoimntments s Business Management Templates Competitors Ea Product Catalog Conta
27. lon Global Search Administrators doesn t influence number of Global Search licenses e Akvelon Global Search Experienced Users influences number of Global Search licenses e Akvelon Global Search Users influences number of Global Search licenses e Akvelon Global Search role assigned to Teams influences number of Global Search licenses 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 Akvelon Inc 2015 All rights reserved 23 AKV LON Akvelon Global Search User Manual 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 Adding Removing Entities to Search 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 1 Go to the Settings area and click Global Search Settings see Figure 14 You will
28. n Out EEEEE Z J New New Import Advanced Activity Record Data Find Click to add or remove entities T E di Click to edit entity properties to search New Tools Workplace fa G w ew D Search in documents Vie AN Items Lay LA AO Uz E ES Si R ag baj TE F E Fj A Activities G b 2 accounts 3 E Reports Global Search be amp Competitors 2 4 Customers z Mamea City Web Site Workplace amp Many Mike s Mobile R Mc Donald Thomasville Sales S b L E mail Messages 100 The search returned too many results only first 100 records are shown Service b Leads 50 Marketing b F Opportunities 38 h Figure 20 Quick search settings panel Configuring Maximum Number of Found Records 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 10 to 500 records see Figure 21 To apply new settings click Ok button Please note that large values can affect searching performance SI Settings Webpage Dialog nema Global Search Settings Max Records 100 Highlighting Le K Internet Protected Mode Off EX Figure 21 Configuring maximum number of found records and highlighting keywords Akvelon Inc 2015 All rights reserved 30 AKV LON Akvelon Global Search User Manual Enable Disable Highlighti
29. n or press Enter please ensure the Attachment Search is enabled see the Configuring Attachment Search 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 Custom Entity Search Global Search supports Custom Entity Searches Search by Lookup fields Every entity form has a lookup field regarding another entity Akvelon Inc 2015 All rights reserved 17 AKV LON Akvelon Global Search User Manual For example the Contact entity can be related to the Account entity by the Primary Customer lookup field please see Figure 7 testerm2011 Contact Add Cust Ki Save amp New E 5 kel Sharing 53 E adel Deactivate 33 a Copy a Link Save amp Addto GFiog Connect Assign Close XK Delete af E mail a Link Workflow piston aks Save Collaborate Process Data Information lau Contact tact vlt AR e 4 F Generat Miranda Valdez f Details ma Preferred Method of Contact Owner oe ee ultrices sit utpharetrased com Any 8 First name Last name Preferences a Rotated General 4 Common H Sahtation mrs Business Phone i 12 185 3379 0756 Ja More Addresses First Name Miranda Home Phone RH 3 Activities LO Closed Activities
30. nd search by Select columns from the list on the left that you would like Akvelon Global Search to display and use in search queries __Attributes to display Attributes to search by States to search by Relationships to display Available relationships System N N relationships Custom N N relationsnips Selected relationships Accounts Parent Account Addresses Parent Cases Customer Contacts Parent Customer Contracts 6a To Customer Contracts Customer E mail Messages Regarding Appointments Regarding invoices Customer Orders Customer Phone Calis Regarding Quotes Potential Customer Service Activities Regarding Opportunities Potential Customer Tasks Regarding Number of entity s attributes can affect the search speed too many set value can slow down the search Figure 19 Relationships to Display Configuring Entity Properties for Advanced Users Users who have Akvelon Global Search Experienced Users role can change their own search settings directly from Global Search window Click on Entity icon which you want edit Entity Properties window will open please see Error Reference source not found for more details Click Manage entities to add or remove entities for search See Figure 20 Akvelon Inc 2015 All rights reserved 29 AKV LON Akvelon Global Search User Manual Aii Microsoft Dynamics CRM Global Search Admin ei gsdemo FILE HOME Sig
31. ng Keywords Highlighting keywords provides ability to quickly find used keyword in search results see Figure 22 To Enable Disable highlighting keywords go to the Global Search Settings page and click on Settings convenient bike D 14 Searchin documents View All Items G i a a a g a la Laas Manage entities gt 8 Accounts 1 b bai E mail Messages 100 The search returned too many results only first 100 records are shown b En Leads 4 hi F Opportunities 5 Topics Description Fi Alphaguote LL Touring Frame Yellow A4 Big quote Convenient Bike Shop Hurkett Discarded Frostbite Delilah Cof F Aplax Vallejo Convenient Bike Shop Insane Monkey Road 450 Red 44 Kanalphabase Mufutau geo line Burk La Fi Faxron Convenient Bike Shop Izak Dahlia P O Box 515 3450 Fede Street Supersonic Eagle LL Touring Frame F Geocom Carter Ap 806 4617 Congue Street Trisjoyfix lt athcantex Northampton LL Mm Frame Silver 40 1884 CT Sanlab Convenient Bike Shop 237 Natoque Rd Official Crossbow 117 8784 Pede Av Holman 484 2781 Suscipit Figure 22 Highlighting Keywords Auto expand Entities in Search Results 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 23 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 clic
32. nto your Microsoft Dynamics CRM server using an account that has administrative privileges 2 Allow pop up windows in your web browser for CRM website e Internet Explorer http windows microsoft com en us internet explorer ie security privacy settings e Google Chrome hitps support google com chrome answer 95472 hl en e Mozilla Firefox https support mozilla org en US kb pop blocker settings exceptions troubleshooting 3 Run GlobalSearch_5 0 x exe as Administrator right click on the setup file and select Run as Administrator Follow the installation wizard After installation Global Search should be activated An activation window for the CRM server default organization will open after installation If you need to activate Global Search for a non default organization you should open the activation page manually see Activation section for more details 6 Give search rights to users see Global Search Users Permissions section Attachment Search Installation Automatic installation The Attachment Search is a feature which allows users to search the contents of an attachment in Microsoft CRM 2011 for the following file formats doc docx xls xlsx ot opt rtf txt xml pdf and zip To install this feature please follow these steps 1 Global Search should be installed and activated please see Global Search Installation above 2 Run Globalsearch_backend_x64 exe for 64bit OS as Administrator right cl
33. ocuments search Email indexing ia Save as default Accounts Appointments Competitors Contacts E mail Messages Faxes Leads Letters Notes Opportunities Phone Calls amp a4 G at D Al Tasks Figure 30 Email Indexing button E mail Indexing configuration window will be opened see Figure 31 Click Enable E mail Index button to start full e mail indexing process please read notes above before starting email indexing El Web Page Dialog E mail Indexing E mail Index status E mail Indexing Indexing MiA Last time indexed MIA E mail Index actions http localhost 5555 Mct Le Trusted sites Figure 31 Email Indexing configuration Click OK button to start email indexing process or click Cancel to prevent this action Akvelon Inc 2015 All rights reserved 37 AKV LON Akvelon Global Search User Manual Microsoft Internet Explorer xX This action will initiate immediate Full index population It can take up to several hours xr depending on emails amount in the system To continue click OK Cancel Figure 32 Enabling Email Indexing confirmation You can see the current indexing status at the top of the E mail Indexing window There you can see that E mail Indexing enabled or disabled Indexing N A In Progress or Completed Date and Time when last indexing process was completed Please reopen window to refresh status Status will not update autom
34. olumn name You can select sort order such as smallest to largest or largest to smallest for each column you want to sort on crmlisqis File Home LEE OD Sc CS ZA 3 New New Activity Record g A Import Advanced Data Find New Tools Workplace D ee 4 My Work K E Accounts 24 DN Dashboards Account Na E mail Address 1 C Main Phone Address 1 Web Site Description D Activities Pest II BL H8 Calendar 3 Cheap nB 284 128 6088 d Imports 3 Cheap nB 284 878 6088 4 Duplicate Detecti EEN 3 cCheapnB Joutse tur Sierra Vista 284 3038 65083 d n Queues i L Articles Appointments 7 E Reports Competitors 31 E Announcements Global Search 4 Customers E Accounts GE Contacts Akvelon Inc 2015 Phone Calls 65 Tasks 46 Figure 10 Inside column filters All rights reserved 20 AKV LON Akvelon Global Search User Manual Export found data to an Excel static worksheet This feature requires Export to Excel privilege that can be set on security roles open a security role go to the Business Management tab and look under Miscellaneous 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 1 Inthe main Global Search window click Export to Excel see Figure 11 2 In the Export Data to Excel dialog box select
35. ote 1 Email indexing process can take up to several hours depending on amount and size of the emails in the CRM Database 2 Email indexing process consumes SQL server recourses so CRM users can experience some lags and inconveniences 3 We strongly recommend start email indexing process when CRM users do not work with CRM non working time 4 Email Index requires additional disk space to create indexes Please make sure you have free disk space on your SQL Server it should not be less than size of the ActivityPointerBase CRM DB table 5 For Microsoft SQL Server 2008 Make sure SQL Full text Filter Daemon Launcher MSSQLSERVER service is started and startup type is Automatic see Figure 29 Gh SOL Active Directory Helper Service Enables int Disabled Network 5 Si SOL Full text Filter Daemon Launcher CRM Service bo L Started Manual Local Service OESOL Server CRM Provides st arted Btomatic Network 5 ESOL Server CRM On Demand Shutdown Manages t Started Automatic Local System SL SOL Server MS5QLSERVER Provides st Started Automatic Network 5 Figure 29 SQL FullText search service in SQL Server2008 To enable the Email Indexing feature please follow these steps Go to CRM Settings gt Global Search Settings gt click the E mail Indexing button see Figure 30 Akvelon Inc 2015 All rights reserved 36 AKV LON Akvelon Global Search User Manual Le Manage Entities Fg Edit entity Settings D
36. premise to CRM 2011 On premise Microsofts Sure Step document recommends deactivating removing all 3rd party solutions before upgrading from CRM 4 0 to 2011 Please completely remove Global Search before upgrading from CRM 4 0 to 2011 After upgrading install appropriate version of Global Search to your CRM server the latest version of Global Search can be downloaded from hittp akvelon com Products menu Please note 1 New license key for CRM 2011 is required the license key for 4 0 doesn t support CRM 2011 please contact gs support akvelon com for more details 2 Global Search settings from CRM 4 0 will be lost Moving CRM 2011 Online database to CRM 2011 On premise and vice versa Please completely remove Global Search before moving your CRM Online database to CRM 2011 On premise server After moving database install appropriate version of Global Search to your CRM server the latest version of Global Search can be downloaded from http akvelon com Products menu Please note 1 1 New license key for CRM 2011 On premise is required the license key for CRM Online doesn t support CRM 2011 On premise please contact gs support akvelon com for more details 2 Global Search settings from CRM Online will be lost Akvelon Inc 2015 All rights reserved 7 AKV LON Akvelon Global Search User Manual Global Search Installation To set up Akvelon Global Search on Microsoft Dynamics CRM follow these steps 1 Log o
37. rch queries Akvelon Inc 2015 All rights reserved 27 AKV LON Akvelon Global Search User Manual Accounts Select fields to display and search by lect columns from the list on the left that you would like Akvelon Global Search to display and use in Search queries Available attributes to search by Modified By Delegate Lookup Modified By Lookup Originating Lead Lookup Other Phone Owner Lookup Ownership Parent Account Lookup Preferred Day Preferred Facilty Equipment Lookup Preferred Method of Contact Preferred Service Lookup Preferred Time Preferred User Lookup Price List Lookup Primary Contact Lookup Yom Account Name Number of entity s attributes can affect the search speed too many set o ance value can slow down the search Eed Cancel Figure 18 Attributes to search Please note Too many entity attributes selected can affect search performance Akvelon Inc 2015 All rights reserved 28 AKV LON Akvelon Global Search User Manual 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 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 19 Accounts Select fields to display a
38. s at the same time providing results in a single view convenient layout Global Search provides the ability to Search all records in all CRM entities including custom entities at once from inside the CRM workspace Search all records using the CRM plug in within Microsoft Outlook View search results grouped by entities at a single glance Filter results in the column headers of each entity Configure entities to search attributes to search by and information to display search the contents of an attachment Search custom entities Search by Lookup fields Export search results to Excel Akvelon Inc 2015 All rights reserved 4 AKV LON Akvelon Global Search User Manual What s New in Global Search Versions Version 5 0 0 Added support for Microsoft Dynamics CRM 2011 Update Rollup 12 Added Cross browser support Added ability to Export search results to Excel file Added highlighting keywords found in search results Added ability to search through Contract lines Fixed problem with Deactivated users which used Global Search license Fixed sorting for search results Fixed some issues with Attachment search Fixed minor issues relate to UX Version 5 0 2 Fixed sorting by Date and Time attributes in search results The newest items are displayed in search result when limit of found records is reached Version 5 0 3 Fixed issue with caching of Global Search roles Improved Export to Excel feature Implemente
39. sdemo C Marketing Manager gsdema C Marketing Professional gsdemo Sales Manager gsdemo C Salesmersan nsdemn ia Figure 12 Global Search users permissions 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 13 Akvelon Inc 2015 All rights reserved 22 AKV LON Akvelon Global Search User Manual Manage User Roles What roles would you like to apply to the 1 User you have selected Role Name Business Unit IT Akvelon Global Search Administrators gsdemo WM Akvelon Global Search Experienced Users gsdemo IT Akvelon Global Search Users gsdemo IT CEO Business Manager gsdemo csr Manager gsdemo IT Customer Service Representative gsdemoa E Delegate gsdemo E Marketing Manager gsdemo E Marketing Professional gsdemo Sales Manager gsdemo C Salecmercan oe demo i Figure 13 Manage User Roles Please _ 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 Please note e Akve
40. xed S20 2011 5 04 19 AM E mail Index actions Disable E mail Index http localhost Spo LL Trusted sites Figure 35 Disable Email Indexing button Click OK to start disabling process see Figure 36 Akvelon Inc 2015 All rights reserved 39 AKV LON Akvelon Global Search User Manual Microsoft Internet Explorer x ZA This action will delete the Email Index All indexed data will be removed From your system lt r completely Are you sure that vou want to delete Email Index To continue click OF Cancel Figure 36 Disabling Email Indexing confirmation Please note 1 All indexed data will be removed from your system completely 2 Enabling process next time after disabling can take up to several hours depending on amount and size of emails in your CRM deployment 3 We strongly recommend remove Description in the Attributes to search by tab for the E mail Messages entity please see Global Search configuration You can see the current disabling status at the top of the E mail Indexing window When disabling process will complete E mail Indexing status will change to N A Please reopen window to refresh status Status will not update automatically Akvelon Inc 2015 All rights reserved 40 AKV LON Akvelon Global Search User Manual Feedback If you have any questions experience problems or have feedback please feel free to contact us gs Support akvelon com
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