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Global Search and enterprise scenarios
Global Search and enterprise Filter Scenario values help users find Business Data and browse lists efficiently.
Overview
This article explains Global Search, troubleshooting, enterprise scenario creation, priority, and user interaction. Elasticsearch provides cross-field fuzzy search. Enterprise scenarios provide a default Data Range and view for each role.
Typical Sales Records expose Contact Information and other fields only when their configuration is Visible.
1. Global Search
1.1 Scope
| Client | Search capability |
|---|---|
| Web | Top Global Search and the All Fields search on object lists |
| Mobile | All Fields search, or exact search in a selected field |
NOTE
All Fields search uses the same technology as Global Search. The system tokenizes aggregated Record Content. Neither search supports detail-object data.
1.2 Enable Global Search
- Sign in to Setup, and go to Object Management.
- Open Basic Info for a Custom Object or Standard Object.
- Enable Global Search.
- The object becomes searchable from the top search box, list All Fields search, and Related to selection for a New Sales Record, log, or event.
1.3 Troubleshooting
| Issue | Explanation | Resolution |
|---|---|---|
| Data Permission | Results exclude records the user cannot access. CRM administrators are exempt. | Review permissions. |
| Data Range | Lead-pool and detail-object data are unsupported. | Use another search method. |
| Token mismatch | Elasticsearch tokenization might not match the query. | Try common words or complete English and numeric values. |
| Synchronization delay | Index synchronization is asynchronous. | Wait several minutes after a create or edit. |
1.4 Search tips
- Wait briefly for newly changed records.
- Use common terms and complete numbers or letter sequences.
- Add or remove keywords when no result appears.
2. Enterprise scenario management
2.1 Enterprise and personal scenarios
| Dimension | Enterprise scenario | Personal scenario |
|---|---|---|
| Configured by | Administrator in Setup | User on the list page |
| Type | Preset and custom | Personalization based on an enterprise scenario |
| Priority | Lower | Higher |
IMPORTANT
Personal settings override enterprise settings. To receive enterprise changes, users click Restore System Defaults.
2.2 Preset scenarios
| Scenario | Data Range |
|---|---|
| All | All permitted data |
| Owned by Me | Current user owns the Related Teams |
| Participated by Me | Current user is a Regular Member |
| Owned by My Departments | Assigned Department is managed or assisted by the user |
| Owned by My Subordinates | Owner's Reports To is the current user |
| Participated by My Subordinates | A subordinate is a team member |
| Shared With Me | Shared to the user, group, department, or role |
| Following | Records marked as followed |
You can configure Basic Info, Web fields, sorting, mobile fields, and Standalone Configuration. The latest enterprise settings can optionally override user-level column settings.
Preset scenario settings
- In Basic Info, configure the list sorting used after users select the scenario.
- On Web, configure tag fields, displayed fields, user-setting override behavior, and synchronization to other scenarios.
- On mobile, inherit the mobile summary layout or enable Standalone Configuration for the scenario.
Use scenarios on the Web client
- Selecting a scenario shows data within its Data Range.
- Users can manage scenario visibility, Display Order, and defaults in the scenario filter manager.
- Personal column settings override later enterprise field changes until the user restores system defaults.
3. Create a custom enterprise scenario
Step 1: Set Basic Info
On the object, select Enterprise Filter Scenario Management.
Click Create Scenario, or copy an existing scenario.
Enter Affiliated Object, scenario name, API Name, description, and Applicable Scope.
Step 2: Configure the Data Range
| Setting | Description |
|---|---|
| Record Type | Filters data by a configured Record Type |
| Base Data Range | Inherits a preset scenario as Completion Conditions |
| Conditions | Filters Field Name values with AND or OR logic |
Step 3: Configure display settings
Web
- Select custom fields or follow the Record Type details-field order.
- Enable Text Wrapping for narrow columns.
- Synchronize field settings to other scenarios.
Mobile
Without Standalone Configuration, the scenario uses the mobile summary layout. With it, configure a basic or advanced layout.
Basic layouts control preview image size, labels, compact or flat field style, and titles.
Advanced layouts support multiple text elements per row, custom text, labels, separators, colors, borders, alignment, image size, and card templates.
Step 4: Manage status
- Disable hides a scenario on list pages. At least one company-wide scenario must remain enabled for each object.
- Delete is available only for a disabled custom scenario.
4. Scenario priority
4.1 Priority definition
Sort all nondeleted scenarios. The first scenario whose Applicable Scope matches the user becomes the default.
4.2 Priority examples
Example 1: Department defaults
Scenario A applies to Sales, B to Operations, and C to the company. With A > B > C, Sales defaults to A, Operations to B, and other departments to C.
| Scenario | Applicable Scope |
|---|---|
| Scenario A | Sales department |
| Scenario B | Operations department |
| Scenario C | Entire company |
Example 2: One company default
With C > A > B, all departments default to C while retaining their applicable alternatives.
Example 3: Overlapping departments
If A applies to Sales and Operations, B applies only to Operations, and B precedes A, Operations defaults to B and Sales to A.
5. Frontend filters and search
5.1 Filter priority
If a user modifies or removes scenario conditions, the next filter operation uses only the manual conditions and ignores the defaults.
5.2 Search composition
After selecting a scenario, keyword search combines the scenario conditions and keyword with AND.
6. Personal and enterprise priority
Personal settings take priority. When enterprise field changes do not appear, users click Restore System Defaults in Scenario Settings.