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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 for the self-service portal users with the Search Groups settings.

If there are no records 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

Select a portal to make the search group available to its users. If this field is empty, the search group is available only in the agent interface.

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 expanded by default in the search results 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.

Use the system property search_text_service.excluded_tables 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, complete 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.

The text search tables only include the data in the source table but not its child tables. You need to create a separate text search table for each of them.

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.

Displayed fieldsN

Choose the table fields to display in search results if the values in those fields matches the search queries.

If you do not specify any fields, fields with the active Full Text Search attribute and that contain the search query will be shown in search results by default.

Subinfo fieldsNSelect the table fields that will always be displayed in search results.
FilterNUse the condition builder to limit and sort the search results.
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 records created after enabling the Full Text Search option of the table column.

    To index records created before the Full Text Search attribute was enabled, use the SimpleSearch server API methods.



  4. Click Save or Save and Exit to apply the changes. The system automatically adds 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 necessary reference column whose 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
RecordNAn ID of the field indexed.
TableYThe name of a table that has the indexed column.
ColumnYA name of an indexed column of the table specified in the Table field.
TextYA particular record field value.

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