Global Search v.2.8 for Microsoft Dynamics CRM 4.0
Contents
1. Akvelon Inc 2012 All rights reserved 28 AKV LON Akvelon Global Search User Manual F Entity properties Web Page Dialog Accounts Select fields to index and search by Select columns from the list on the left that you would like Akvelon Global Search to index and use in search queries Attributes to displa Attributes to search by States to search bi Available attributes to search by Available attributes to search by Address 2 Name Account Name Address 2 Post Office Box Address 1 City Address 2 Primary Contact Name Address 2 State Province Address 2 Street 1 Address 2 Street 2 Address 2 Street 3 Address 2 Telephone 1 Address 2 Telephone 2 Address 2 Telephone 3 Address 2 UPS Zone Address 2 ZIP Postal Code Address Phone Description E mail Address 2 E mail Address 3 FTP Site Other Phone SIC Code Stock Exchange Telephone 3 Ticker Symbol Yomi Account Name Number of entity s attributes can affect the search speed too many set eared value can slow down the search http fawel crmdemo akvelon net 5555 15 Akvelon GlobalSearch Pages Config Enti D Internet Figure 18 Attributes to search Please note Too many entity attributes selected can affect search performance Akvelon Inc 2012 All rights reserved 29 AKV LON Akvelon Global Search User Manual In the States to search by tab see Figure 19 you can choose the states to2. Akvelon Inc 2012 All rights reserved 10 AKV LON Akvelon Global Search User Manual Akvelon Global Search configuration Web Page Dialog Select tabs that Global Search link will he added Workplace Iw My Work I Customers V Sales Marketing Service l Scheduling Sales M Sales Marketing M Marketing Service Service Settings l Settings Resource Center Resource Center Outlook client MV Add link to CRM Outlook add in http fitds crmdemo akvelon net SS55 ISv Akve a Internet 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 To allow specified users to use Global Search you should assign them special permissions edit standard CRM role or create new custom security role please see Global Search Users Permissions section 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 2012 All rights reserved AKV LON Akvelon Global Search User Manual A Akvelon Global Search for Microsoft Dynamics CRM Web Page
3. http tds crmdemo akvelon net 5555 loader aspx Links v Gab Demo Demo TDS Address Microsoft Dynamics CRM Sign Out New Activity NewRecord gt GoTo Tools Toy Lite web Only JyBoth Global Search CA Advanced Find e Help Marketing Global Search z peaa bike P View Al tems v 84 Contacts k L Accounts 65 a Marketing Kate gt EB Appointments 3 E Campaigns e Products k amp Competitors 7 IO Sales Literature Name Address 1 Telephone 1 City Web Site E Quick Campaigns amp Advanced Bike Components 555 0198 IRVING www advancedbikecompone amp Coalition Bike Company 555 0128 EL SEGUNDO www coalitionbikecompany amp Engineered Bike Systems 555 0106 OXNARD www engineeredbikesystem amp Initial Bike Company 555 0170 WESTMINSTER www initialbikecompany mic amp Metro Bike Works 555 0123 DETROIT www metrobikeworks micros amp On line Bike Sellers 555 0112 MIDLAND wwiw on linebikesellers micr Z Workplace amp Only Bikes and Accessories 555 0165 NEW YORK www onlybikesandaccessori gt J E mail Messages 21 gt En Phone Calls 35 Tasks 30 S Internet Figure 8 Global Search link and search field Akvelon Inc 2012 All rights reserved 18 AKV LON Akvelon Global Search User Manual Search Logic Gl
4. SOL Server CRM On Demand Shutdown ree aea Automatic Local System KOA SQL Server MSSQLSERVER Provides st Started Automatic Network 5 Figure 24 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 25 Global Search Setti 3 Add entity D Edit entity gt lt Remove entity g Publish changes lt Settings 2 Areas Zl Attachment Search IS E mail Indexing Abou 2 Appointments Competitors Contacts E mail Messages Faxes Leads Letters Notes Phone Calls Tasks CUMS CKE OR Figure 25 Email Indexing button E mail Indexing configuration window will open see Figure 26 Click Enable E mail Index button to start full e mail indexing process please read notes above before starting email indexing Akvelon Inc 2012 All rights reserved 34 AKV LON Akvelon Global Search User Manual Sg Web Page Dialog E mail Indexing E mail Index status E mail Indexing Indexing Nid Last time indexed E mail Index actions ges ihttp localhost 5555 Mct O Trusted sites Figure 26 Email Indexing configuration Click OK button to start email indexing process or click Cancel to prevent this action Microsoft Internet Explorer ES A This action will initiate immediate Full index population It can take up to sev
5. t migrate from version 1 0 Please note We strongly recommend emptying the cash in the IE browser before working with the updated version of Global Search Upgrading from Version 2 0 to 2 5 x and later To upgrade from Global Search version 2 0 to version 2 5 you need to completely uninstall the previous version of Global Search from your CRM server see Uninstall section and then install new version of Global Search see Global Search Installation section Please note Due to significant architecture changes in version 2 5 and later of Global Search configuration and license data won t migrate from version 2 0 Please note We strongly recommend emptying the cash in the IE browser before working with the updated version of Global Search Upgrading from Version 2 5 x to 2 8 x To upgrade from Global Search version 2 5 x and later to version 2 8 x you need to run Global Search installer and click Update button during installation wizard Upgrading CRM 4 0 On premise to CRM 2011 On premise Microsoft s Sure Step document recommends deactivating removing all 3rd party solutions before upgrading from 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 lice
6. Figure 11 Search by Lookup Field Inside Column Filters 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 12 By typing in the text box you can narrow the number of rows in the table down to those that match your filter text Akvelon Inc 2012 All rights reserved 22 AKV LON Akvelon Global Search User Manual A Microsoft Dynamics CRM Microsoft Internet Explorer File Edit Wem Favorites Tools Help Gan O AAO Pwo deren GZ LI MRS Address http itds crmdemo akvelon net 5555 loader aspx Microsoft Dynamics CRM Global Search bike O View All tems v 2 Activities Calendar gt 3 Accounts 65 vi Imports F D Appointments 3 a eeng Detection D amp Competitors 7 B Articles D al E mail Messages 21 2 Reports gt En Phone Calls 35 g Announcements v Tasks 30 Subject Description Customers A bag nT GB Accounts Fl 32 mountain bikes Entered our bike give away marketing con 32 mountain bikes Entered our bike give away marketing con 83 Contacts Follow up with information regarding Mountain bikes Follow up with information regarding Mountain bikes Personalize Workplace Interested in 14 mountain bikes Interested in 14 mountain bikes Interested in 45 Mou
7. ftde crmdemg akvelon net 5555 1S Akvelc Ka Internet Figure 20 Configuring maximum number of found records window To apply new settings click Ok and then the Publish changes button Note Large values can affect performance Configuring Attachment Search To enable the Search Attachment feature please follow these steps Go to CRM Settings gt GS Settings Make sure Notes is added to Global Search Setting then click the Attachment Search Configuration button please see Figure 21 Akvelon Inc 2012 All rights reserved 31 AKV LON Akvelon Global Search User Manual Addresses Appointments Competitors Contacts E mail Messages Faxes Leads Letters Notes Phone Calls Tasks E Ea D Z A 2i 7 gt A Figure 21 Attachment Search Configuration link Attachment Search Configuration will open please see Figure 22 Akvelon Attachment Search configuration Web Page Dialog Attachment Search Configuration Crawler status Last Run Time N A Current Status Next Runtime 6 17 2010 5 30 00 AM Settings JM Attachment Search Enabled pes to search in Avaliable Select document Avaliable Avaliable Avaliable Avaliable Avaliable Avaliable Avaliable Avaliable Avaliable oe cancel http crmtest 5555 akvelon Isv Akve Trusted sites Figure 22 Attachment Search Configuration window CUBE DUDU DEI Check the Attachment search enabled check bo
8. Dialog x Akvelon Global Search for Microsoft Dynamics CRM v2 0 2 0 Copyright c 2008 2010 Akvelon All rights reserved Please visit www akyvelon com for more information License information Description License unique id 100000 Organization tds License type Lega Users 2 10 New license lt License gt lt Id gt 100018 lt Id gt lt Organization gt ORGname lt Organization gt lt Type gt Legal lt Type gt lt Expire gt 12 31 9999 23 59 59 lt Expire gt lt Users gt 50 lt Users gt lt Signature gt kGeSUY hbbOwe0SgpeL jU0 y6CmDJke BhEODaSr jqqdicpk O0Ox5aW2 ZHEOIF51LE7YI4K13 Lkvn7 3 ORSsat 5S lt Signature gt lt License gt http tds crmdemo akvelon net 5555 15 Akvelon GlobalSe Internet Figure 3 Update license window Akvelon Inc 2012 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 please carefully read Upgrading CRM 4 0 On premise to CRM 2011 On premise section Akvelon Inc 2012 All rights reserved 13 AKV LON Akvelon Global Search User Manual
9. Internet Explorer 3 x 2 D search She raver A E oi P x Back P aA Le Search Favorites a Ce Ga im ga E a 4 3 Address http ORGname 5555 15 Akvelon GlobalSearch Pages Activator aspx v B Go Links gt Akvelon Global Search for Microsoft Dynamics CRM Copyright ch 2008 2010 Akvelon All rights reserved Please visit www akvelon com for more information TDS Global Search currently not activated e Z Akvelon Global Search for Microsoft Dynamics CRM Web Page Dialog Please enter license data T lt License gt lt Id gt 100000 lt Id gt lt Organizat ion gt ORGname lt Organization gt lt Type gt Legal lt Type gt lt Expire gt 12 31 9999 23 59 59 lt Expire gt eg lt Users gt 10 lt Users gt r lt Signature gt kGe5UY hbbQwue05gpeLfjWO y6CmDJke BhEODaSriqqdicp e kOOOx5AW2 ZHfOIj5S1E7yj4K13 Lkvn7f3Q0R8sa 5 lt 5ignature gt i lt License gt T http tds crmdemo akvelon net 5555 15v Akvelon GlobalSe 4 Internet J7 1 accept license terms and conditions Done Internet Figure 1 License window The Akvelon Global Search configuration window will open see Figure 2 here you can select the tabs to add the Global Search links If you would like to integrate Global Search into Outlook select the Add link to CRM Outlook add in checkbox Please note you should select at least one tab or you will not have the opportunity to use Global Search
10. Multiple Words Search iiaiocvessaces SES a ee GR Ree 19 Search the Contents of an Attachment 19 Custom Entity TEE 20 Inside Colum me E E A TE E 22 eine le le HE 24 Global Search Users Permissions ccecccceseeeeeeeseeeeeeeeeceaeeeeeeesaeeeeeeseaeseeaeeseaeeeeaeeseaeeenaeeseaeeeneeeteaeeenaten 24 Adding Removing Entities to Gearch eeeceeeceeeseeeeeeeeeneeeeaeeeeaeeeeaeeseaeeseaeeseaeeeeaeeeeseeeeaeeseeesseeeeeieeeeeeeeeaees 25 Configuring Entity Properties A 27 Configuring Maximum Number of Found Hecorde AA 30 Configuring Attachment Search iciciissicaaieds ea ctehie Ghai Le eee 31 Gontiguring Email indexing EE 33 RE Le EE 38 Akvelon Inc 2012 All rights reserved 2 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 4 0 Global Search for Microsoft CRM 4 0 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 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
11. Uninstall Global Search Please note If you have installed the Attachment Search feature please disable it for ALL CRM organizations that have it enabled before you uninstall Global Search see Uninstall Attachment Search section To uninstall Global Search please follow these steps 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 F Akvelon Global Search for Microsoft Dynamics CRM Web Page Dialog Akvelon Global Search v 2 0 3 0 for Microsoft Dynamics CRM for more information TDS Global Search currently activated Description License unique id 405507 Organization tds License type Legal Users 2 5 ne ne http tds crmdemo akvelon net 5555 15 Akvelon GlobalSearch F e Internet 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 2012 All rights reserved 14 AKV LON Akvelon Global Search User Manual Uninstall Attachment Search To uninstall Global Search please follow these steps 1 Disable the Attachment Search for ALL CRM organizations that
12. buttons Akvelon Inc 2012 All rights reserved 27 AKV LON Akvelon Global Search User Manual A Entity properties Web Page Dialog Accounts Select fields to index and search by Select columns from the list on the left that you would like Akvelon Global Search to index and use in search queries Attributes to display Attributes to search by States to search by Available columns to display Selected columns to display Account Number Account Name Address 1 City E mail Address 1 Country Region Main Phone Address 1 Fax Web Site Address 1 Name Address 1 County Address 1 Post Office Box Address 1 Street 1 Address 1 Primary Contact Name Address 1 UPS Zone Address 1 State Province Address 1 Street 2 Address 1 Street 3 Address 1 Telephone 2 Address 1 Telephone 3 Address 1 ZIP Postal Code Address 2 City Address 2 Country Region Address 2 County Address 2 Fax Address 2 Name Address 2 Post Office Box Address 2 Primary Contact Name Address 2 State Province Address 2 Street 1 Address 2 Street 2 Number of entity s attributes can affect the search speed too many set value can slow down the search http awel crmdemo akvelon net 5555 1S Akvelon GlobalSearch Pages Config Enti D Internet 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 search queries
13. AKV LON Akvelon Global Search User Manual AKV LON Global Search v 2 8 for Microsoft Dynamics CRM 4 0 User Manual Akvelon Inc 2012 All rights reserved 1 AKV LON Akvelon Global Search User Manual Contents WEE 3 What s New in Global Search Versions AN 4 LICENSING svar aie ine ee ee ee eel ees eels 6 JEE Miss asioina aea Gout sideconapacs netestea seu taeedcesdeenedduepanagetestasaageeaseecenedeaibashghaddssdscdtupessetteandeesgiss 7 Upgrading from Version 1 0 to 2 0 and later 7 Upgrading from Version 2 0 to 2 5 x and later 7 Upgrading from Version 2 5 x tO 38 7 Upgrading CRM 4 0 On premise to CRM 2011 ONn premiSe ceeceeeceeeeeeeeeeeeeeeeseeeeeaeeeeeeeeeeeeeneeeeneeeeaes 7 Global Search Installation AA 8 Attachment Search Installation ccccecceeseeeeeeeeeeeeeeeeeeeneeeeeeeeaeeeeseeeeaeeeseaeeeseeesaeesaaeeseaeesnaeeseaeesnaeeseaeeenaees 8 reel UE LI EE 8 Manual installation only for SQL Administrator 8 AGUVAUOM eae e ac eee EE 10 Updating License Data ie cicsscctesscczacesereeseuh ceceasucraneaieh ened ashe cebecceh EENS ERSdEE EE EES 11 Global Search Settings Backup Restore A 13 Uninstall Global Searc i Se cscs eek ck sath Soa dah gege ee rege eg See EENEG 14 Uninstall Attachment Gearch AAEE EASE EAEENEEANEEAEEEAEENAEEAEEENEEE AEn nE Enne Ene Ennen n nna 15 Microsoft Outlook Integration 16 Searching with Akvelon Global Search A 18 Search Logic e csi ai AL ES LEA RS 19 Wildcard Search EE 19
14. All rights reserved 36 AKV LON Akvelon Global Search User Manual 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 30 FA WebPageDislos E mail Indexing E mail Index status E mail Indexing Enabled Indexing Completed Last time indexed 5 20 2011 5 04 19 AM E mail Index actions ges http f localhost 5555 Mct Trusted sites Figure 30 Disable Email Indexing button Click OK to start disabling process see Figure 31 Microsoft Internet Explorer B xj P This action will delete the Email Index All indexed data will be removed From your system completely Are you sure that you want to delete Email Index To continue click OK Figure 31 Disabling Email Indexing confirmation Please note 1 All indexed data will be removed from your system completely 2 Enabling process in 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 I
15. attributes to search by and information to display Search the contents of an attachment Search custom entities Search by Lookup fields Akvelon Inc 2012 All rights reserved 3 AKV LON Akvelon Global Search User Manual What s New in Global Search Versions Version 2 0 e Full integration with CRM no separate virtual directories are created e Global Search does not need additional authentication CRM authentication is used e Full support of custom entities search e Search performance improvements e Multi organization support e Support of clustered deployments e Support of hosted CRM scenarios e Ability to assign user groups that have access to Global Search e Settings to configure maximum number of found records Version 2 5 1 e Search contents of an attachment e Custom entity search Search by Lookup fields e Display related entities for many to many N N relationships e Improved performance of column filtering Version 2 5 2 e Implemented SQL Instance selection for Global Search Backend e New types of fields can be added to Attributes to Display Tab Boolean DateTime Decimal Float Integer Money State Status e States to search by was implemented e Improved attachment indexing algorithm Version 2 6 0 e Implemented multiple instances support for GS Back end e Improved searching performance e Implemented login process into index for remote CRM clients e Fixed other issues Version 2 7 0 e Fixed issue rela
16. e entity you want to enable in Global Search from the dropdown list see Figure 16 Please note Number of searched entities can affect search performance too many entities selected can slow down the search e Add entity Webpage Dialog Global search add entity Select entity to use in Global search from the dropdown Tasks Se Number of entities can affect the search down the search Figure 16 Global Search Add entity window Akvelon Inc 2012 All rights reserved 26 AKV LON Akvelon Global Search User Manual After you click OK the entity properties window will open In this window you can change default attributes to search and display see next section for details 3 To apply new settings click the OK button 4 To disable an entity for search select this entity in the Global Search Setting workspace and click Remove entity Confirm that you want to disable the selected entity 5 To apply any changes you need to publish them using the Publish changes button Configuring Entity Properties 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 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
17. earch through attachment contents type a word s into the search field check Search in Attachment and click the Search button D or press Enter please ensure the Attachment Search is enabled see the Configuring Attachment for more details Search logic for attachments are the same as for Global Search except Wild Card search please see the Searching with Akvelon Global Search section Wild card 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 Inc 2012 All rights reserved 19 AKV LON Akvelon Global Search User Manual Custom Entity Search Global Search 2 5 supports Custom Entity Searches Search by Lookup fields Every entity form has a lookup field regarding another entity For example the Contact entity can be related to the Account entity by the Primary Customer lookup field please see Figure 9 Contact Adrian Dumitrascu Windows Internet Explorer A led EGisaveandclose jd A g3Sende mal 9 A Followup 2 Reports wy Actions a Contact Adrian Dumitrascu amp s3 Information Details A General Details Administration Notes Sa Information SS LZ More Addresses Salutation Er Business Phone 555 0156 L Activities L History o Sub Contacts Middle Name Mobile Phone E Relationships Ca Workflows Sales a A 17 Opportunities Parent Cus
18. egrate Global Search in Outlook you need to have the CRM Outlook plug in installed To add the Global Search button to the Outlook toolbar follow these steps 1 Install the Global Search application on the server see Global Search Installation During activation enable the Add link to CRM Outlook add in checkbox in the Global Search configuration window see Figure 6 Global Search configuration window and click Ok Z Akvelon Global Search configuration Web Page Dialog Select tabs that Global Search link will be added Workplace Service M My Work I Service l Customers Settings Iv Sales I Settings Marketing Resource Center Service Resource Center l Scheduling Outlook client Sales MV Add link to CRM Outlook add in M Sales Marketing M Marketing aoe http fitds crmdemo akvelon net 5555 I5v Akve Internet Figure 6 Global Search configuration window 2 Run Outlook and wait until it synchronizes customization usually it takes several minutes After the Global Search button should appear on the CRM plug in pane in Outlook see Figure 7 Akvelon Inc 2012 All rights reserved 16 AKV LON Akvelon Global Search User Manual d There are no items to show in this view i Sent Items Mail Folders J All Mail Items B eat Personal Folders Deleted Items La Drafts B Inbox SG Junk E mail Outbox p F RSS Feeds No upcoming appointments Sent Items LO Search Folders E Micr
19. eral hours depending on emails amount in the system To continue click OK er Figure 27 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 Completed Date and Time when last indexing process was completed Please reopen window to refresh status Status will not update automatically Akvelon Inc 2012 All rights reserved 35 AKV LON Akvelon Global Search User Manual E mail Indexing E mail Index status E mail Indexing Enabled Indexing Last time indexed NJA E mail Index actions http localhost 5555 Mct o Trusted sites Figure 28 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 e Web Page Dialog x E mail Indexing E mail Index status E mail Indexing Enabled Indexing Completed 5 20 2011 5 04 19 4M Last time indexed E mail Index actions http localhost 5555 Mct O Trusted sites Figure 29 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 Akvelon Inc 2012
20. filter records e g search only active records If all states are selected search results will not be filtered by state Entity properties Web Page Dialog Accounts Select fields to index and search by Select columns from the list on the left that you would like Akvelon Global Search to index and use in search queries Attributes to displa Attributes to search b States to search by Available states to search by Selected states to search by SSS oe Inactive Active Number of entity s attributes can affect the search speed too many set Cancel value can slow down the search http fawel crmdemo akvelon net 5555 15 Akvelon GlobalSearch Pages Config Enti e Internet Figure 19 States to search window To apply new settings click the OK button and then the Publish changes button 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 To do this go to the Global Search Administration page and click on Settings the rightmost button in the settings tool bar You can change this value to any number from 50 to 500 records Akvelon Inc 2012 All rights reserved 30 AKV LON Akvelon Global Search User Manual RI Settings Webpage Dialog is crmdemo akvelon net 5555 1SV Akvelon Globa Global Search Settings Option name Option value Max Records a bebes http
21. 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 5Figure 1 Uncheck the Attachment Search Enabled checkbox Akvelon Attachment Search configuration Web Page Dialog 114 Attachment Search Configuration Crawler status Last Run Time 6 17 2010 4 30 00 4M Last Run Result Current Status Idle 6 17 2010 4 45 00 AM Succeeded Next Run time Settings Iv Attachment Search Enabled Select document t es to search in Avaliable xl a O 0 docx Avaliable Iv Jk xls Avaliable sx Avaliable Jk ppt Avaliable V pptx Avaliable O rtf Avaliable O txt Avaliable Mo cs Avaliable IT xml Avaliable Vo pdf Avaliable CH zip Avaliable 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 2 x Attachments Search or using the Attachment Search installer Globalsearch_backend_x86 exe for 32bit OS or Globalsearch_backend_x64 exe for 64bit OS Akvelon Inc 2012 All rights reserved AKV LON Akvelon Global Search User Manual Microsoft Outlook Integration Global Search may be used in Microsoft Outlook To int
22. he Custom Entities tab where you can choose the Global Search rights Enable Read option which only provides users with the right to search see Figure 14 Save and Close Adding Removing Entities to Search By default Akvelon Global Search is configured to search records in Accounts Appointments Competitors Contacts E mail Messages Faxes Leads Letters Notes Phone Calls and Tasks You can reconfigure search entities attributes and display fields according to your business needs Follow these steps to add remove entities Global Search utilizes 1 Go to the Settings area and click Global Search Settings see Figure 15 You will see the list of entities that are currently enabled for search Akvelon Inc 2012 All rights reserved 25 AKV LON Akvelon Global Search User Manual F Microsoft Dynamics CRM Microsoft Internet Explorer Edit Eile View Favorites Tools Help Settings E Administration a Business Management Es Customization Global Search Settings Dh Add entity Sy Edit entity XK Remove entity L Publish changes El Settings a n E templates 9 Appointments EN Product Catalog amp Competitors ei Workflows SJ Contacts F Data Management E E mail Messages Ei System Jobs Ei Leads E Letters K3 Notes Za Phone Calls A Tasks Figure 15 Global Search settings window 2 To add anew entity click Add Entity on the toolbar Select th
23. icense 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 request Global Search licenses please contact product sales akvelon com Akvelon Inc 2012 All rights reserved 6 AKV LON Akvelon Global Search User Manual Installation Upgrading from Version 1 0 to 2 0 and later To upgrade from Global Search v 1 you need to completely uninstall the previous version from your CRM server and then install the new version of Global Search see the Global Search Installation section Please note Due to significant architecture changes in the second version of Global Search configuration and license data won
24. ilable attributes to search by Available attributes to search by D Address 1 City Business Phone E mail Government Full Name Home Phone Job Title Last Name ustomer Lookup Manager Phone Manager Middle Name Mobile Phone Modified Looku Nickname Originating Lead Lookup Owner Lookup Pager Preferred Facility Equipment Looku Prefi Col em Preferred User Looku Price List Lookup Salutation Spouse Partner Name Suffix Telephone 3 Web Site Yomi First Name Yomi Full Name Yomi Last Name Yomi Middle Name Number of entity s attributes can affect the search speed too many set value can slow down the search http fakvelon crmdema akvelon net IS Akvelon GlobalSearch Pages Config EntityProperties aspx ei Internet Figure 10 Search Lookup Settings Add required attributes and publish the changes The lookup fields are clickable Related records will open by clicking the appropriate link please see Figure 11 Akvelon Inc 2012 All rights reserved 21 AKV LON Akvelon Global Search User Manual Global Search T Searchin attachments 7 Accounts 1 Account Name E mail Address 1 City Main Phone 3 Mobile Bike Store someone example com Indianapolis 555 0178 vz D Contacts 1 Full Name Parent Customer E mail Address 1 City ad Jelly Vissar Mobile Bike Store someone example com Gold Bar
25. lobal Search Backend Bin 3 Install Global Search Backend please see the instruction above Automatic installation It will be installed 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 5 Enable Attachment search please see 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 2012 All rights reserved 9 AKV LON Akvelon Global Search User Manual Activation Activate Global Search separately for each organization 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 hitp s CrmOrganizationAddress ISV Akvelon GlobalSearch Pages Activator aspx For example http tds crmdemo 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 a Akvelon Global Search for Microsoft Dynamics CRM Microsoft
26. n above 2 Run Globalsearch_backend_x86 exe for 32bit OS or Globalsearch_backend_x64 exe for 64bit OS as Administrator right click on the setup file and select Run as Administrator 3 Follow the installation wizard 4 Enable attachment search feature see 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 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 Akvelon Inc 2012 All rights reserved 8 AKV LON Akvelon Global Search User Manual 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 G
27. ndexing status will change to N A Please reopen window to refresh status Status will not update automatically Akvelon Inc 2012 All rights reserved 37 A K V L O N 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 The Akvelon team encourages and appreciates leaving feedback about Akvelon Global Search at the CRM Dynamics Marketplace site AKV LON Creativity Quality Consistency Akvelon Inc 2012 All rights reserved 38
28. nse 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 Akvelon Inc 2012 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 on to your Microsoft Dynamics CRM server using an account that has administrative privileges 2 Run Globalsearch_x86 exe for 32bit OS or Globalsearch_x64 exe for 64bit OS If UAC is enabled right click on the setup file and select Run as Administrator Follow the installation wizard 4 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 5 Give search rights to users see Global Search Users Permissions section Attachment Search Installation Automatic installation The Attachment Search is a new feature which allows users to search the contents of an attachment in Microsoft CRM 4 for the following file formats doc docx xls xlsx pdf ppt rt 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 Installatio
29. ntain Bikes Interested in 45 Mountain Bikes Mountain Bikes 50 Mountain Bikes 50 QA mountain bikes maybe 50 mountain bikes maybe 50 EI Done i Lado _ internet Figure 12 Inside column filters Akvelon Inc 2012 All rights reserved 23 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 should assign them special permissions There are two options create new custom role with Global Search permissions or edit existing security role To create new security role go to Settings gt Administration gt Security roles Create new role e g Global Search Users Go to the Customization tab and add an ISV Extension privilege see Figure 13 eu lel b Save and Close J 3 Actions Help Role Akvelon Global Search Details Core Records Marketing Sales Service Business Management Service Management customization Custom Entities Entity Create Read Write Delete Append Append To Assign Share Entity O Attribute O Relationship e Form View O Workflow CO O O System Job O Miscellaneous Privileges Execute Workflow Job CH Export Customizations O Import Customizations e Publish Customizations e Key o None Selected e Use
30. obal 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 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 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 Multiple Words Search 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 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 s
31. osoft Dynamics CR BEOSu ou Ber als RRE ua WN BGat az RRE A HI BD er a SBS ere ranged By Due Date Type a new task B P No Date sadsdfsd Figure 7 Global Search button on the CRM plug in Akvelon Inc 2012 All rights reserved 17 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 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 8 Type a word s into the search field and click the Search button D 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 Global Search supports two types of search views choose view at the top right corner All Items all items from all users that user has access to will be searched 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 F Microsoft Dynamics CRM Microsoft Internet Explorer File Edit View Favorites Tools Help Q sax Q sl ei Lei ES Search Se Favorites 2 2 Ga m E rel Ki
32. r gt Business Unit Parent Child Business Units Organization Figure 13 Adding ISV Extension privilege Then go to the Custom Entities tab see Figure 14 where you can choose the Global Search rights Enable Read option which only provides users with the right to search Only users with System Administrator role have full set of GS permissions i e search and Global Search configuration customization functions Akvelon Inc 2012 All rights reserved 24 AKV LON Akvelon Global Search User Manual vu lal Save and Close TJ iy Actions Help oa Role Akvelon Global Search Details CoreRecords Marketing Sales Service Business Management Service Management Customization Custom Entities Entity Create Read Write Delete Append Append To Assign Share Akvelon Global Search C kd O O O O Key o None Selected User s gt Business Unit Parent Child Business Units Organization Figure 14 Global Search users permissions window Apply the new Custom Role to your purchased amount of users that need Global Search Make sure you remove Global Search Read and or Write privileges from other roles that were previously assigned To edit existing security role go to Settings gt Administration gt Security roles Then open the role that needs to have access to Global Search and go to the Customization tab Add the ISV Extension privilege for the role see Figure 13 Then go to t
33. ted to Attachment Search in clustered SQL Server Environment e Improved User Interface e Added direct links for E Mails and phone numbers in search results window e Fixed other issues Akvelon Inc 2012 All rights reserved 4 AKV LON Akvelon Global Search User Manual Version 2 8 0 e Added Email indexing feature e Improved searching performance by Email description Version 2 8 1 e Improved trace logging Version 2 8 2 e Global Search Backend Installer has been improved Administrator can enter the SQL server instance name manually Path for Crawler exe can be configured manually Version 2 8 3 e Attachment Search has been improved Improved searching performance by content of attached documents Fixed performance issue for non English content Version 2 8 4 e Fixed sorting by Date and Time attributes for search results e Fixed performance issue for Attachment Search feature added logic for files which cannot be parsed by Crawler exe e Improved Attachment Search feature Akvelon Inc 2012 All rights reserved 5 AKV LON Akvelon Global Search User Manual Licensing Whether you are using Microsoft Dynamics CRM 4 0 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 l
34. terBase CRM DB table 5 For Microsoft SQL Server 2003 Make sure SQL Server FullText Search MSSQLSERVER service is started and startup type is Automatic see Figure 23 Local System Network 5 Local System Local System Local System Local System 4 SQL Server MSSQLSERVER Provides s Started Automatic 4 SQL Server Active Directory Helper Ertbles int Disabled 4 SOL Server Agent MSSQLSERVER Execul j Started Automatic 84 SQL Server Analysis Services MSSQLSERVER Supplies o Started Automatic Bn SQL Server Browser Provides 5 Di amp bled Sea SOL Server FullText Search MSSOLSERVER Quickly cre Started Automatic 464 SQL Server Integration Services Provides m Started Automatic 84 SQL Server Reporting Services MSSQLSERVER Manages Started Automatic Figure 23 SQL FullText search service in SQL Server2003 For Microsoft SQL Server 2008 Make sure SQL Full text Filter Daemon Launcher MSSQLSERVER service is started and startup type is Automatic see Figure 24 Akvelon Inc 2012 All rights reserved 33 Network 5 Local System AKV LON Akvelon Global Search User Manual QL SQL Active Directory Helper Service Enables int Disabled Network 5 a SQL Full text Filter Daemon Launcher CRM Service tol Started Manual Local Service SA SQL Full text Filter Daemon Launcher MSSQLSERVER Service to l Started Automatic Local Service GP SQL Server CRM Provides st rted matic Network 5
35. tomer gt Active Cydin someone example com ag Quotes Currency E Us Dollar J Orders Invoices Gees akvelon net ss conts ed First Name Home Phone Last Name Dumitrascu Fax 3 L Job Title Purchasing Assistant Address N ZIP Postal Cod 36372 Servi ddress Name Pos ode 86372 mm Cases Street 1 249 Alexander Pl Country Region US D Contracts Street 2 Phone Marketing vi Marketing Lists i Campaigns City Redmond Shipping Method Street 3 Address Type State Province j Freight Terms internet oe Rio Figure 9 Relationship between Contact and Account To add required attributes go to Settings gt GS 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 10 Akvelon Inc 2012 All rights reserved 20 AKV LON Akvelon Global Search User Manual e Entity properties Webpage Dialog i http fakvelon crmdemo akvelon net I5V Akvelon GlobalSearch Pages Config EntityProperties aspx entity contact Contacts Select fields to index and search by Select columns from the list on the left that you would like Akvelon Global Search to index and use in search queries Attributes to display Attributes to searchby States to search by Ava
36. x Check the formats required and click OK After 15 minutes Global Search Attachment will begin indexing the CRM Database only Akvelon Inc 2012 All rights reserved 32 AKV LON Akvelon Global Search User Manual attachment document records You can see the current indexing status at the top of the Attachment Search Configuration window Please note 1 Entity Notes should be added to Global Search Settings 2 SQL Server Agent must be running 3 Full indexing can take from several minutes to several hours depending on the amount of documents in the system 4 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 Email Indexing provides ability to improve searching performance in CRM emails description Searching performance becomes much better Please note 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 ActivityPoin
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