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Global Search v.7.0 for Microsoft Dynamics CRM 2015

1. Akvelon Global Search v 6 0 0 for Microsoft Dynamics CRM Copyright c 2008 2013 Akvelon All rights reserved Please visit www akveloan com for more information License information Description License unique id Organization License type Document types SharePoint search enabled No Expires Mever Maintenance 12 31 2013 Users 0 2 Mew license lt License gt lt Td gt 10000 lt Td gt lt Organization gt Orion lt Organization gt lt Type gt Legal lt Type gt lt Expire gt Never lt Expire gt Maintenance 01 02 2014c Maintenance Users 2 Users lt SharePointEnabled gt False lt SharePointEnabled gt lt CRMOrganization gt 0Orion lt CRMOrganization gt lt DocumentT yoes gt All lt DocumentT ypes gt S5ignature H2owcEdqoPpulRArFvlO0mBnz5F80BPNMROCZTSfGDLRZlaJJ gHISWBLUy543YiO0PIOo5IhG z 5ignature z License Trusted sites Protected Mode Off Figure 3 Update license window Akvelon Inc 2015 All rights reserved 9 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 Skvelon Global Search for Microsoft Dynamics CRM Webpage Dialog Akvelon Global Sea
2. Akvelon Inc 2015 All rights reserved 33 AKV LON Akvelon Global Search User Manual Akvelon Attachment Search configuration Webpage Dial ag Attachment Search Configuration Crawler status Last Run Time 12 3 2013 3 30 00 AM Last Run Result Succeeded Current Status dle Mext Run time 12 3 2013 3 45 00 AM Settings i Attachment Search Enabled Select document types to search in Select All Available Available Available Available Available Available Available Available Available Available Available Available IK i SJ IJ KI AAA IST RJ IS S f Trusted sites Protected Mode Off Figure 30 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 Akvelon Inc 2015 All rights reserved 34 AKV LON Akvelon Global Search User Manual 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 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 ne
3. P Cl Opportunities 5 F X Phone Calls 8 Figure 6 Global Search link and search field Akvelon Inc 2015 All rights reserved 13 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 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 sa 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 it will find Accounts with the organization name Seattle Art Museum or contacts with city Seattle
4. 28 AKV LON Akvelon Global Search User Manual 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 24 This feature is disabled by default To enable this feature go to the Global Search Settings page and click on Settings Select the Auto expand group if 1 record is found and click Ok button see Figure 25 Global Search Ad A f SALES Global Search p Ey gs DI New ACTIVITY NEW RECORD ly IMPORT DATA o sg Search in documents View All Items v E Export to Subject a mus Group of entities where only 1 record was found are automatically kat Fees C expanded No need to click the Subject a expand icon too see record details e Quality Puppet b Leads 6 P i Notes 73 Manac lid Gavin Skyler Ap 882 9520 Porttitor St Abandoned Venom Pico F bdo Rd Murfreesboro 6299 Dolor Avenue Cooke Jeffersonville Warr t Phone cals Subject a Description Phone Number C Rare Steady Dog Francis Viacon Stimalphafan 6234 Venenatis Ave Voltviais Byr Figure 24 Auto expand Entities in Search Results Global Search Settings Max Records Highlighting Auto expand group if 1 record is found Figure 25 Auto expand option in the Settings screen Akvelon Inc 2015 All rights reserved 29 AKV LON Akvelon Global Search User Manual Display Relatio
5. 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 button 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 OAkvelon Inc 2015 All rights reserved 14 AKV LON Akvelon Global Search User Manual For example the Account entity can be related to the Contact entity by the Primary Contact lookup field please see Figure 7 dis fi SALES Accounts Big Pharmaceuticals w ck MEW 8 DEACTIVATE CONNECT Fa ADD TO MARKETING LIST ag ASSIGN ses ACCOUNT Big Pharmaceutical Primary Contact EA Email C Business Figure 7 Relationship between Account and Contact To add required attributes go to
6. Attachment Search Installation Automatic installation The Attachment Search is a feature which allows users to search the contents of an attachment in Microsoft CRM 2015 for the following file formats doc docx xls xlsx pdf ppt rtf txt xml pdf and zip To install this feature please follow these steps 1 3 4 Global Search should be installed and activated please see Global Search Installation above Run GlobalSearch Backend 7 0 x exe as Administrator right click on the setup file and select Run as Administrator Follow the installation wizard 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 OAkvelon Inc 2015 All rights reserved 5 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
7. Select All Available Available Available Available Available Available Available Available Available Available Available Available NANAK SJ IS IS A KT RT IS wf Trusted sites Protected Mode Off 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 7 0 x exe Akvelon Inc 2015 All rights reserved 12 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 one of the tabs where the Global Search link was added in the Microsoft Dynamics CRM application these tabs are Sales Service Marketing and select Global Search link See Figure 6 Type a word s into the search field and click the Search button P or press Enter Note If you use customized sitemap and Global Search link is not appeared there please contact Global Search support for assistance gs support akvelon com After the search is complete you will see all entity groups fou
8. Studio for example CRM19144 CRM19144 CRM1914A SCSQASQLO05 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 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 feature 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 2015 All rights reserved 6 AKV LON Akvelon Global Search User Manual Activation Activate Global Search separately for each organization Enable compatibility view for your CRM website in case you use IE11 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 organizatio
9. 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 Akvelon 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 OAkvelon Inc 2015 All rights reserved 20 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 t
10. AKV LON Akvelon Global Search User Manual AKV LON Global Search v 7 0 for Microsoft Dynamics CRM 2015 User Manual Akvelon Inc 2015 All rights reserved 1 AKV LON Akvelon Global Search User Manual Contents VT SW 3 ENC CNIS e EE 4 ETC 5 Global Search Installation ME 5 Attachment Search Installation EE 5 Drei EE 7 Updating License Bic MENT E eee 8 Billa UE Glopal SEION anasinin neia ceu ie EEAS EAE ad uus idus a cede ien edema linde 10 Uninstall Attachment Search eeesssssessssssssessseseesenne nennen nennen annes nhan nnns nna nnn nnns nn 11 Searching with Akvelon Global Search ccccecccecccaeseeeeeceeeeeeeeeeeeeeseeeeesaeaeeeeessaaeeeeessaeeeeeeessaaaes 13 SCC 0 cM 14 VANE rire SCAN EE 14 Multiple Words Gearch nennen nnne nnne nnns ns nn ann ness sna n nnns enar nnn nnn 14 Search the Contents of an Attachment 14 CUStOM ENY Se A Oh RED Ec 14 Inside Column Filters and Sorting in columns ccccccseeeceeeeeeeeeeeeeceaeeeceeeceeeeeeeeeesaaeeeeeessaaeeeees 17 Export found data to an Excel static worksheet sese 17 COnN ANO EE 19 Global Search Users Permissions ccccccccccceeeeeeeseeeceeeeeeeeeeeeseeeeeesesseeaeeeeeeesessaaaaeeeeeeeeeesaas 19 Adding Removing Entities to Search esses nennen nenn
11. Settings 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 15 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 _Attributesto display Attributes to search by States to search by Relationships to display Avallable attributes to search by Selected attributes to search by Address 3 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 Catego Created By Delegate Lookup Created By Lookup Cumency Lookup Email Address 2 Email Address 3 FIP Site Fax Industry Modified By Delegate Lookup Modified By Lookup Originating Lead Lookup Other Phone Owner Lookup Ownership Parent Account Lookup Payment Terms Prefered Da Preferred FacilityEquipment Lookup Number of entity s attributes can affect the search speed too many set value can slow oc Canai down the search uu mere Figure 8 Search Lookup Settings Add required attributes and c
12. abs 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 Akvelon Inc 2015 All rights reserved 7 AKV LON Akvelon Global Search User Manual 2 Akvelon Global Search configuration Webpage Dialog Select tabs that Global Search link will be added Sales Marketing C My Work ri My Work Customers Customers Sales Marketing Collateral L collateral Marketing Tools Goals Settings Tools Business Service Customization C My Work System customers Process Center W Service Help f Trusted sites Protected Mode Off 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 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 OAkvelon Inc 2015 All rights reserved 8 AKV LON Akvelon Global Search User Manual Liris len Ven Te L s n kr Lean bd Ve A A e o Kr de ve vk I nam pae r CR LU s ka Va ca i dy im s
13. ce Box Primary Contact Name Shipping Method Street 1 Street Add Street 3 Telephone 2 Telephone 3 UPS Zone ZIP Postal Code Add City Remove all Country Region County 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 Address 2 Street 3 Address 2 Telephone 1 Address 2 Telephone 2 Remove Relationships to display Selected attributes to search by Account Name Address 1 City Address 1 Fax Address 1 State Province Description Email Main Phone Website Number of entity s attributes can affect the search speed too many set value can slow down Figure 18 Attributes to search the search Please note Too many entity attributes selected can affect search performance Akvelon Inc 2015 All rights reserved 25 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 and search by Select columns from the list on the left that you would like Akvelon Global Search to display and use in sear
14. ch queries Attributes to display Attributes to search by States to search by Relationships to display Available relationships Selected relationships System NN relationships Custom NN relationships Accounts Parent Account Appointments Regarding Addresses Parent Invoices Customer Cases Customer Orders Customer Contacts Company Name Phone Calls Regarding Contract Lines Customer Quotes Potential Customer Contracts Bill To Customer service Activities Regarding Contracts Customer Email Messages Regarding Faxes Regarding Leads Customer Add Leads Parent Account for lead Leads Letters Regarding Marketing Lists Notes Regarding Add all Opportunities Account xcd Opportunities Potential Customer Tasks Regarding Remove Number of entity s attributes can affect the search speed too many set value can slow down the search OK Cancel 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 Configuring Entity Properties for more details Click Manage entities to add or remove entities for search see Figure 20 Akvelon Inc 2015 All rights reserved 26 AKV LON Akvelon Global Search User Man
15. configuration Motes Index status Motes Indexing nabled Indexing Status ampleked I26 2014 10 04 07 AM Last time indexed Note Index actian Disable Mates Index E mail Index status E mail Indexing Indexing Status Last time indexed E mail Index action Disable E mail Index I I um 1 CH VC m Li Vi Figure 35 Indexing Status If Indexing process was successfully completed Indexing status will change to Completed Also you can see Date and Time when indexing process was completed Now you can add Description in the Attributes to search by tab for the E mail Messages and Notes entity please see Adding Removing Entities to Search section Disabling and Removing Index To disable and remove index go to CRM Settings Global Search Settings and click the Indexing Configuration button at the top menu In the opened window click the Disable E mail Index and or Disable Notes Index button see Figure 36 Akvelon Inc 2015 All rights reserved 39 AKV LON Akvelon Global Search User Manual Akvelon Global Search for Microsoft Dynamics CRM Google Chrome localhost5555 CRMASV Akyvelon GlabalSearch Pages Config Index Indexing configuration Notes Index status Notes Indexing Indexing Status ompleted Last time indexed Erz6r2z014 10 04 07 AM Note Index action Disable Mates Index E mail Index status E mail Indexing Indexing Status ompleted Last ti
16. elon Inc 2015 All rights reserved 27 AKV LON Akvelon Global Search User Manual Enable Disable Highlighting 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 click on Settings tick the Highlighting option and click the OK button see Figure 23 Au f SALES Global Search 7 NEW ACTIVITY I NEW RECORD i IMPORT DATA Ph ADVANCED FIND convenient bike p Search in documents View ll Items Le 2g Ex ort to Excel BO stam ee EA t i g Appointments 2 Manage entities Subject a Description Convenient Bike Shop Franco Strong Spider Carissa Omega Gold Pen Moses L zenfax 577 9317 Nunc Rd Convenient Bike Shop Cecilia Kona b i Email Messages 1 w de Faxes 3 Subject Description lt Convenient Bike Shop The Cycle Store Saint Paul P O Box 615 5802 Dictum R P Mobile Bike Store d Vilacore Porter 8836 Justo Avenue Ton technolagy Beck Contrer Arsenio Jane Anthony Mosley Zimovefan Road SO WY b t Leads 9 P amp Phone Calls 4 Figure 22 Highlighting Keywords 2 Akvelon Global Search settings Webpage Dial mese Global Search Settings Max Records 100 MI Highlighting J Trusted sites Protected Mode Off Figure 23 Highlighting option Akvelon Inc 2015 All rights reserved
17. en nnns 21 Configuring Entity lte len LE 23 Configuring Entity Properties for Advanced Users nen 26 Configuring Maximum Number of Found RecordS ssessssnsennssesrnnrsnserrrrrrrrntrrenrnrrrrerrntreennne 27 Enable Disable Highlighting KeywordS menn 28 Auto expand Entities in Search Results cccccsseeceeceseeeeeeeeeeeeceeeeeeseeeeeesseaseeeseaueeessaneesssanees 29 Display Relationships for Notes and Attachments in Search Results 30 Save as Default Settings for Global Search Userg 30 Configuring Attachment Search ccccccccccseeeeeeccaeeecececaeeeceeecaeueceeeesaaeeeesssaaeeeeessaaseeeesesaaess 32 Contiguring Email and Zen E ne EE 35 ELE e AM NM m m 41 Akvelon Inc 2015 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 2015 On premise Global Search for Microsoft CRM 2015 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 e Search all records in all CRM entities including custom entities at once from inside the CRM workspace e Search all records using the CRM plug in within Microsoft Outlook e View search result
18. esults 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 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 18 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 S
19. ettings 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 Manage User Roles X What roles would you like to apply to the 1 User you have selected Role Name Business Unit Activity Feeds ORION r Akvelon Global Search Administrators ORION Akvelon Global Search Experienced Us ORION Akvelon Global Search Users ORION CEO Business Manager ORION CSR Manager ORION OK Cancel 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 19 AKV LON Akvelon Global Search User Manual Manage User Roles X E What roles would you like to apply to the 1 User you have selected Role Name Business Unit Activity Feeds ORION A Akvelon Global Search Administrators ORION Akvelon Global Search Experienced Us ORION Akvelon Global Search Users ORION CEO Business Manager ORION W CSR Manager ORION OK Cancel 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
20. hrough 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 Goto the Settings area and click Global Search Settings see Figure 14 You will see the list of entities that are currently enabled for search Le NEW ACTIVITY ck NEW RECORD E IMPORT DATA Ph ADVANCED FIND Ei Edit entity i Settings GC Documents search h4 Email indexing f Save as default amp About E Activities Addresses Appointments 4 3 Article Comments 3 Articles Attachments i Business Units A Campaign Responses E Campaigns i Cases D Competitors ES Contacts Lu Contract Lines S Contracts aa Email hWoece soe Z F k 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 21 AKV LON Akvelon Global Search User Manual 2 Entity manager Webpage Dialog Manage Akvelon Global Search Entities Please select entities which you want to search Entity Name ES Accou nts Sladdresses Akvelon Database Population Ll Appointments Article Comments LA Articles esines Units Ti Campaign Responses campaigns Cases amp Competito rs Contacts If Co ntract Lines D C
21. lick 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 16 AKV LON Akvelon Global Search User Manual SALES Global Search Le NEW ACTIVITY NEW RECORD By IMPORT DATA ih ADVANCED FIND DI view All tems 2g Ex ort to Excel Manage entities gt ES Accounts 1 Address 1 City Primary Contact Em Abel Alshaikh Account Mame Em Big Pharmaceuticals PF ER Contacts 2 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 column name You can select sort order such as smallest to largest or largest to smallest for each column you want to sort on Bike l A Search in documents View ll tems Le 2g Ex ort to Excel im RG eS CIA Manage entities im Accounts 21 Account Mame Email Address 1 City Re P B Diving Bikes dustin th
22. mail Messages 25 d d Faxes 100 The search returned too many results only first 100 records are shown F L Leads 100 The search returned too many results only first 100 records are shown F Opportunities 100 The search returned too many results only first 100 records are shown ui d Phone Calls 100 The search returned too many results only first 100 records are shown b Tasks 14 Figure 16 Quick settings for Experienced users 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 buttons Akvelon Inc 2015 All rights reserved 29 AKV LON Accounts Select fields to display and search by Akvelon Global Search User Manual 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 states to search by Available columns to display Industry Last Date Included in Campaign Market Capitalization Base Market Capitalization Modified By Delegate Lookup Modified By Lookup Modified On No of Employees Onginating Lead Lookup Other Pho
23. me indexed 6262014 10 07 05 AM E mail Index action Disable E mail Index Figure 36 Disable indexing Click OK to confirm removing of index 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 and Notes entities please see Global Search configuration 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 s support akvelon com The Akvelon team encourages and appreciates leaving feedback about Akvelon Global Search at the CRM Dynamics Marketplace site Creativity Quality Consistency Akvelon Inc 2015 All rights reserved 41
24. n will open when installation is complete http s CrmOrganizationAddress ISV Akvelon GlobalSearch Pages Activator aspx eg httos crmdemo2013 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 ORION Global Search is not currently activated A sl Akvelon Global Search for Microsoft Dynamics CRM Webpage Dialog EACH USER EXP Please enter license data RISE IHE AUT NOR DOES HE USE OF THE lt License gt WITHOUT WARRA lt Td gt 10000 lt Td gt HOT LIMITED T Organization Akveloncz Organization OF MERCHANTABH lt lype gt Legal lt Type gt NEITHER THE 3 lt Expire gt Never lt Expire gt DELIVERING TH Maintenance 12 31 2013 Maintenance INCIDENTAL S lt Users gt 2 lt Users gt SERVICE OR IN 5harePointEnabled Falsec SharePointEnabled WARRANTY OR 2 lt CRMOrganization gt Akvelon lt CRMOrganization gt PROFITS WHET lt DocumentT yoes gt None lt DocumentT ypes gt TORTIOUS COND Signature YNVi3rYUuLPSNor dTyriSCE36GzS5gdezucSbY3tS5dRDX 3tv ERFORMANCE o 8BAqJbbMWXFDv8HkZBHEIn c S5ignature lt License gt 1 All copyri Figure 1 License window The Akvelon Global Search configuration window will open see Figure 2 Here you can select the t
25. nd 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 access 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 A v fi SALES w Dashboards Bn Gal GE DASHBOARDS WHAT S NEW GLOBAL SEARCH specia bike D View All items wl Export to Excel im A D ES e d ee mt Manage entities v WP Faxes 6 Subject Description EM E EE e Cash and Carry Bikes ML Bottom Bracket Singleton P O Box 983 9716 Ut Ave Viladexon 860 10 e Dentozoom Quinn 311 7023 Ultrices Av Nguyen Alex Tontom 981 6259 Non Road M de Discount Bicycle Specialists Road 650 Black 44 Port Washington Dodd World Bike Discount Store Dan e Dontax Merced Pink Mars Jin Ames Rodgers Dumitrascu Cash Certified Bicycle Sup Hotline Long Beach Mountain 200 Silver 42 Rantrax Onta fase Gwendolyn Jolene e Modern Bike Store Bismarck Ontofase LL Mtn Front Wheel Abbas Ap 522 2179 Per Av Gran P M Leads E
26. ne Owner Lookup Ownership Remove Parent Account Lookup Payment Terms Add all Preferred Day Preferred Facility Equipment Lookup Preferred Method of Contact Preferred Service Lookup Prefered Time Prefered User Lookup Price List Lookup Move d Primary Contact Lookup Record Created On Relationship Type SIC Code send Marketing Materials shares Qutstanding Status Reason Status Stock Exchange Telephone 3 UT REIB g446 l ld Remove all Move up Relationships to display Selected columns to display Account Name Email Address 1 City Main Phone Address 1 Fax Website Description Number of entity s attributes can affect the search speed too many set value can slow down the search 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 Akvelon Inc 2015 All rights reserved 24 AKV LON Accounts Select fields to display and search by Akvelon Global Search User Manual 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 Available attributes to search by Account Number Address 1 Address 1 Address Type Address 1 Country Region Address 1 County Address 1 Freight Terms Name Post Offi
27. nships for Notes and Attachments in Search Results This feature provides ability to display entity s details which is related to found attachment or note For example Global Search found CRM attachment related to the Contact If user expands Notes then Contact combination of Attachment s and Contact s attributes will display in the search results see Figure 26 Global Search Ad Mv fi SALES v Global Search Ly um LAU DN GI NEW ACTIVITY gt P NEWRECORD IMPORT DATA sky o Search in documents View All Items v a Export to Excel Ei O P Em e de e B kb C Li Manage entities ARE Attributes of the Attributes of a parent entity b di Faxes 1 attachment which b X amp Leads 6 belongs to Adrienne xcd d l Expand Notes g amp Notes 73 t parent v as Accounts 66 v EB Contacts 1 De ALICE ADVENTURES Test description ALICE ADVENTURES IN WONDERLAND txt Adrienne Rodriquez adrienne rodriquez akvelon ru Saint Paul gt L Leads 6 b L Phone Calls 1 Figure 26 Display Relationships for Attachments in Search Results Attributes to display for Attachments and Notes automatically inherit from a parent entity Attributes to display columns see Configuring Entity Properties section This feature is enabled by default There is no option to disable it via Ul in the current version of the application Please contact gs support akvelon com if you need to disable this feature Save as Default Settings for Gl
28. obal 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 Global Search settings click Save as Default see Figure 27 Akvelon Inc 2015 All rights reserved 30 AKV LON Akvelon Global Search User Manual Aig vi t SETTINGS Global Search Settin Me DYNAMICS MARKETPLACE GLOBAL SEARCH SETTINGS Manage Entities ES Settings L Save as default Eg ISV configuration SJ epnplE 7 4 ODE Accounts Appointments ases Competitors Contacts Email Messages Faxes Leads Letters Notes Opportunities Phone Calls Tasks Figure 27 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 28 Akvelon Inc 2015 All rights reserved 31 AKV LON Akvelon Global Search User Manual 2 Akvelon Global Search for Microsoft Dynamics CRM Webpage Dialog Save as default search settings Would you like to overwrite search settings f
29. obal 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 4 AKV LON Akvelon Global Search User Manual Installation Global Search Installation To set up Akvelon Global Search on Microsoft Dynamics CRM follow these steps 1 6 Log on to your Microsoft Dynamics CRM server using an account that has administrative privileges 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 Run GlobalSearch_7 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 Give search rights to users see Global Search Users Permissions section
30. ontracts F4 Email Messages v ES S O ES S FS L1 ET ET ET L3 ES ET E ESTE rae http Trusted sites Protected Mode Off 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 Search Settings window with default settings In this window you can change the default attributes to search and display To disable an entity for search click Manage Entities and unselect this entity in the list Click OK button Users who have Akvelon Global Search Experienced Users role can configure Global Search settings directly from Global Search main page 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 22 AKV LON Akvelon Global Search User Manual SALES Global Search PREMO Conal Searah Experienced Users role Click to manage entities E attributes to search by k Click to add or remove display etc entities to search bike X O View Allltems A 3s Export to Excel i mE d PS Accounts 15 F Appointments 100 The search returned too many results only first 100 records are shown v JF Cases 12 F P Competitors 14 F EX E
31. or the following users Please select one of the options bellow Q Only users with Akvelon Global Search Users role e Users with the following roles Akvelon Global Search Users Akvelon Global Search Experienced Users and Akvelon Global Search Administrators Please note existing user settings will be overwritten by current search settings wf Trusted sites Protected Mode Off Figure 28 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 29 Akvelon Inc 2015 All rights reserved 32 AKV LON Akvelon Global Search User Manual Ai v ft SETTINGS Global Search Settin GLOBAL PREVIEW SETTINGS GLOBAL SEARCH SETTINGS ADMINISTRATION DATA MANAGE Ar Manage Entities Editentity i Settings Documents search Email indexing e Save as default amp About o e Ex Accounts ia Appointments Attachments n Competitors EB contacts EA Email Messages e Faxes LG Leads Letters C Phone Calls Tasks Figure 29 Attachment Search Configuration link Attachment Search Configuration will open please see Figure 30
32. orell apple us London E World Bike Discount Store melvin alvarado gmail com London Figure 10 Inside column filters 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 In the main Global Search window click Export to Excel see Figure 11 Akvelon Inc 2015 All rights reserved 17 AKV LON Akvelon Global Search User Manual 2 In the Export Data to Excel dialog box select 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 Akvelon Global Search for Microsoft Dynamics 3 ER Ch E Export to Excel Select entity to export from the dropdown Accounts x Expart all found records Ph ADVANCED FIND n View All Items I Export to Excel Manage entities my first 100 records are shown LOO records are shown F Make this data available for re importing by including required column headings 100 records are shown inly first 100 records are shown C LETTRE Oe my first 100 records are shown Figure 11 Export found r
33. rch v 6 0 0 1969 for Microsoft Dynamics CRM Copyright c 2008 2013 Akvelon All rights reserved Please visit www akvelon cam for more information ORION Global Search is currently activated License unique id Organization License type Document types SharePoint search enabled Mo Expires Mever Maintenance 12 31 2013 Users Oe wf Trusted sites Protected Mode Off 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 10 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 Akvelon Inc 2015 All rights reserved 11 AKV LON Akvelon Global Search User Manual Attachment Search Configuration Crawler status Last Run Time 12 3 2013 3 30 00 AM Last Run Result Succeeded Current Status dle Next Run time 12 3 2013 3 45 00 AM Settings M Attachment Search Enabled Select document types to search in
34. rver CRM On Demand Shutdown Manages E Started Automatic Local System A SQL Server MSSQLSERVER Provides sE Started Automatic Network 5 Figure 31 SQL FullText search service in SQL Server2008 To enable the Email amp Notes Indexing feature please follow these steps Go to CRM Settings Global Search Settings click the Indexing Configuration button see Figure 32 Akvelon Inc 2015 All rights reserved 35 AKV LON Akvelon Global Search User Manual SETTINGS w Global Search Settin 7 NEW ACTIVITY f NEW RECORD E IMPORT DATA Ph ADVANCED FIND d Manage Entities iE Settings amp Save as default ca IM configuration Si Attachment Search configuration Accounts Appointments Cases Competitors Contacts Email Messages Faxes Leads Letters Motes Opportunities Phone Calls IJ e DE Ig e 45 BP zw OR Tasks Figure 32 Indexing Configuration E mail amp Notes Indexing configuration window will be opened see Figure 33 Click Enable E mail Index and or Enable Notes Index button to start indexing process please read notes above before starting indexing Akvelon Inc 2015 All rights reserved 36 AKV LON Akvelon Global Search User Manual Akvelon Global Search for Microsoft Dynamics CRM Google Chrome k Indexing configuration Hotes Index status Motes Indexing Indexing Status Last time indexed Motes Index action Enable Makes Index E mail Index sta
35. s grouped by entities at a single glance e Filter results in the column headers of each entity e Configure entities to search attributes to search by and information to display e Search the contents of an attachment e Search custom entities Search by Lookup fields e Export search results to Excel Akvelon Inc 2015 All rights reserved 3 AKV LON Akvelon Global Search User Manual Licensing Whether you are using Microsoft Dynamics CRM 2015 in your production development or test environment you always need licenses Each organization requires its own license for Global Search In a typical setup you have one single organization and only need one license The license contains the organization name and you only can install the license on the organization with the specified name If you use multiple organizations each organization requires a separate Global Search license However you only need licenses for the organizations using Global Search If you have a single CRM server with 4 organizations and you want to use Global Search in two of them then you need two licenses Each organization license except the trial one contains a restricted number of client user licenses CAL Each user of an organization that uses Global Search must have a valid license If an organization has 100 users and 50 users have permissions to perform search using Global Search see Global Search Users Permissions section you need at least 50 Gl
36. tus E mail Indexing Indexing Status Last time indexed E mail Index action Enable E mail Index Figure 33 Indexing configuration Click OK button to start indexing process or click Cancel to prevent this action see Figure 34 Akvelon Inc 2015 All rights reserved 3 AKV LON Akvelon Global Search User Manual Akvelon Global Search for Microsoft Dynamics CRM Google Chrome Indexing The page at Motesindex This action will initiate immediate full index population It Note Indexi can take up to several hours depending on entities Notes Indexing Sta amount in the system To continue click OK Last time inc o Prevent this page from creating additional dialogs Note Index E mail Index Cancel E mail Index Indexing Status Last time indexed E mail Index actian Enable E mail Index Figure 34 Confirmation dialog You can see the current indexing status in the Indexing configuration window see Figure 35 There you can see that Indexing is enabled or disabled Indexing Status N A In Progress or Completed Date and Time when last indexing was completed Please reopen window to refresh status Status will not update automatically Akvelon Inc 2015 All rights reserved 38 AKV LON Akvelon Global Search User Manual Akvelon Global Search for Microsoft Dynamics CRM Google Chrome localhost5555 CRM TSV Akvelon GlobalSearch Pages Config Indes Indexing
37. ual SALES Global Search IMPORT DATA JAA ADVANCED F Click to edit entites to search Search in documents View ll Items di Il Export to Excel Manage entities Accounts 21 Appointments 100 The search returned too many results only first 100 records are shown Competitors 14 Email Messages 19 Leads 100 The search returned too many results only first 100 records are shown Opportunities 100 The search returned too many results only first 100 records are shown Phone Calls 100 The search returned too many results only first 100 records are shown FT Ff we fF we Fl fF e F E 2 md el Faxes 100 The search returned too many results only first 100 records are shown E L Tasks 14 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 2j Akvelon Global Search settings Webpage Dial Global Search Settings Max Records 100 KE Highlighting mj f Trusted sites Protected Mode Off Figure 21 Configuring maximum number of found records and highlighting keywords Akv
38. wly added attachments after the Attachment Search indexing occurs within the CRM Database Crawler will perform indexing every 15 minutes Configuring Email and Notes indexing We strongly recommend start email indexing process when CRM users do not work with CRM non working time Email amp Notes Indexing provides ability to improve searching performance in CRM emails description and notes description Searching performance becomes much better Please note 1 Email amp Notes indexing process can take up to several hours depending on amount and size of the emails in the CRM Database 2 Email amp Notes indexing process consumes SQL server recourses so CRM users can experience some lags and inconveniences 3 We strongly recommend start email amp notes indexing process when CRM users do not work with CRM non working time 4 Email amp Notes 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 31 SQL Active Directory Helper Service Enables int Disabled Network 5 e SOL Full text Filter Daemon Launcher CRM Service to L Started Manual Local Service SOL Server CRM Provides st arted Btomatic Network 5 EE SQL Se

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