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Role required: admin.

To index table columns, follow the steps below:
  1. Create a Search Group.
  2. Create a Search Table.

  3. Configure Search Indices.

You can also configure the portal search to the self-service portal users with the Search Groups settings.

If there is no record in the Text Search Group or Text Search Table tables, the search is not performed.

Create a text search group

The search groups are intended to categorize tables in which the search is performed.

To create a search group, follow the steps below:

  1. Navigate to System Definition → Text Search Groups.
  2. Click New and fill in the fields.
  3. Click Save or Save and Exit to apply the changes.

Search Group form fields

FieldMandatoryDescription
NameYEnter the name of the group category for the search results.
PortalN

To make the search group available for the self-service portal users, click the magnifier icon  and select the necessary portal from the list.

The search group is only available for end-users or SimpleOne agents.

To make the search group agents-only, leave this field empty.

OrderN

Enter an integer in the field to define the sequence in which the group of search results is displayed.

Groups are displayed in ascending order.

DescriptionNType brief or detailed information about the search group.
ActiveNSelect this checkbox to make the group available and visible for users.
Opened by defaultN

Select this checkbox to make the group unveiled, so that, the search result table are visible within the search navigator bar.


Default group configuration

The out-of-the-box tables categorization is provided as listed below:

Table categorization in the agent interface
= Tasks:
Change Request
Change Task
Incident
Incident Task
User Query
Service Request
Requests Task

= People & Companies:
Employee
Company

= Configuration:
Business Rule
Client Script
UI Action
ACL
Script Include
Notification Rule
Dynamic Filter Option
Scripted Related List
Widget
System Property

= Knowledge Base:
Articles

= CMDB:
Configuration item

That is, your search request is processed against these tables, and the result may look as shown on the screenshot in the table above.

Table categorization on the portal
= Tasks:
ITSM Tasks

= Knowledge Base:
Article

Create a text search table

Search tables define data sources for text search indexing. Within groups, these tables also collect the search results, determining its categories. 

The system property search_text_service.excluded_tables allows you to specify tables that will not appear as options when setting up the search tables.

The search query passes the ACL check on the tables and indexed columns before it is sent it to the database and executed through the Search Indices table.

To create a search table, follow the steps below:

  1. Navigate to System Definition → Text Search Tables.
  2. Click New and fill in the fields.
  3. Click Save or Save and Exit to apply the changes.

Text Search Table form fields

FieldMandatoryDescription
NameYEnter the name of the table displayed in the search results.
TableY

Specify a source table of data indexed for search. Click the magnifier icon  and select a table.

Search GroupY

Specify a group to the table in which the search results will be displayed.

Click the magnifier icon  and select a search group.

OrderN

Enter the integer in the field to define the sequence in which the search result tables are displayed.

The tables are displayed in the ascending order.

ActiveN

Select this checkbox to make the search table available and visible for users.

Configure search indices

The Search Indices table contains every value of the columns indexed that are automatically added to the table after the search tables records creation. The search is performed through these search indices.

Only users with the admin role can read the Search Index (sys_search_index) table records. 

To make a table column indexed, follow the steps below:

  1. Navigate to System Definition → All Columns.
  2. Open the necessary Column record of your search table. Use filter options or the condition builder to find the record.

  3. On the record form, select the Full Text Search checkbox.

    The Search Indexes only include those records that were created after enabling the Full Text Search option of the table column.



  4. Click Save or Save and Exit to apply the changes. Subsequently, the system will automatically add the field values of this table column to Search Indices when creating new table records.


Reference column indexing

The reference columns are also indexed. The system adds to the Search Indices table the reference table column values that have the active Display by Ref attribute.

To make a reference column indexed, follow the steps below:

  1. Navigate to System Definition → All Columns.
  2. Open the record of the reference table column which values you need to use as search indices.
  3. On the record form, select the Display by Ref checkbox.
  4. Click Save or Save and Exit to apply the changes.

Search Index form

FieldMandatoryDescription
RecordNA field indexed.
TableYThe name of a table that has the indexed column
ColumnYThe name of an indexed column of the table specified in the Table field.
TextYA particular record field value.

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