Global Search

Utilize the Global Search functionality to find specific data within large data sets.

Performing a Global Search

To start a Global Search, navigate to the Global Search section within the GRAX Application. You will be required to select the Related Object and Record Status, then populate the Date Filter criteria to narrow the search. The data is viewable, available for download, and interactable with GRAX features such as Archive and Restore.

Global Search results will be deleted after 60 days of inactivity.

Optional Field Filters

Optional field filters allow you to add specific field values that govern the results your search will provide. Each field filter value must be located on an individual line item for accurate results.

Mode

Selecting an option from the Mode dropdown menu will determine filter logic. Selection options include:

• Match any filter (OR) will return results where one or both of the filters are true.

• Match all filters (AND) will return results where both of the filters are true.

• Match by custom groups can be used to build more precise or flexible conditions/rules.

Search Filters

Search Operators

When adding optional field filters, you will be prompted to select an operator from the dropdown menu.

The Less Than, Less Than or Equal, Greater Than, and Greater Than or Equal operators compare values lexically, and string comparison is case insensitive. Example: 9 comes after 10.

Other Options

Additionally, you have the ability to:

• Set a limit for the number of results produced by the search.

• Run the search in reverse order with the oldest results appearing first.

• Send a notification email to the admin users once the job has completed.

Other Search Options

Search Results List

Once the Global Search has completed, you will be able to see the details of the search job and a list of the results. These result records can then be modified (either individually or in batches), archived, restored, seeded, or purged depending on the current status of the record.

To modify record(s), click the checkbox on the left to select the record(s) and then click the pink Modify records button:

Customizing Fields

You can configure which fields appear in the results list by clicking the Customize fields button located between the search criteria and the search results.

From here, you can choose which fields to display in the results list or include in a CSV download.

Downloading Results

After a search has completed, results can be downloaded in CSV format. When choosing to download search results, users are prompted to select which version of the results they'd like to download. The options are:

• Visible Fields: The CSV will only include the fields that are visible on the Search results page. By default, this is a subset of fields that contains Id, Name, and several audit/timestamp fields, but this can be customized.

• All Fields: All fields from the records are included in the download.

Depending on the number of records and fields included in the download, the Global Search results may take several minutes to download. If your search results exceed a size that's easily workable in common tools like Excel or Google Sheets, try a more powerful tool like SQLite.

Indexing Fields

The Index search functionality offers improved search speed for customers who commonly search on the same fields and need results quickly. When a field is indexed, comparisons against that field's value on any given record can be processed more quickly. Indexes are specific to the field and object pair chosen for each, and users can create custom-indexed fields.

When to Index Fields

Only fields that are used the most frequently should be indexed. While there is no limit to the number of fields you can index, indexing multiple fields at the same time will result in longer processing times. We recommend starting with the highest priority objects/fields first and adding additional fields for indexing as needed.

How to Index Fields

From the Global Search page, click the Indexes button. To add an index, select the object and field, then click save to start the indexing process.

Managing Search Indexes

Once an index is created, it will be continuously updated and automatically used whenever possible in all future searches. Indexes will be available to all users and used in all subsequent searches, regardless of who initiated the index. This does not grant all users the ability to see or search on the field; it only allows all users to take advantage of the index if they have access to the field.

The Search Indexes page (Global Search > Indexes > Search Indexes) offers the ability to reorder index priorities (by dragging rows), and track the status of the indexing process.

Search Templates

What are Search Templates?

Search Templates enable administrators to create and share pre-configured search queries within the GRAX interface, harnessing the full power of standard GRAX Search functionality. Designed to simplify access to archived and backed-up Salesforce data, these templates make it easy for non-technical users to quickly locate the information they need without the need to construct complex queries.

For even easier access, Search Templates can also be added as a dedicated tab within Salesforce, allowing users to run searches directly from their familiar workspace without navigating away from Salesforce.

Key Benefits

• Fast, consistent access to historical data: Search Templates eliminate guesswork by standardizing how end users in SFDC locate archived records such as past cases, emails, or account activities. This ensures quick, repeatable access to customer history, even across teams and shifts.

• Templates lower the barrier for new hires by removing the need to learn more complex search logic.

• Templates reduce the chance of user error when searching for data - ensuring users don’t overlook key information due to misconfigured filters.

Common Use-Case Examples

• Search by Case Number to Retrieve Archived Support Cases - Search Template:

  • The Archived Case Lookup by Case Number Search enables users to quickly locate older cases that have been archived - often critical for understanding prior resolutions, re-opened issues, or compliance reviews.

• Search Email Records for Specific Keywords - Search Template:

  • The Email Body Keyword Search lets users search through archived email communications using relevant keywords (e.g., refund, escalation, outage) to find specific interactions or topics.

How do I get started?

Create a New Search Template in GRAX

• Within the GRAX Application, navigate to the Global Search tab

• Click the Templates button

• Select New

• Populate the required fields:

  • Template Name – A clear, descriptive name for end users (e.g., Find Case by Case Number)

  • Description – Brief explanation of what the template does

  • Visible to all users – Check this box to make the template available to other users

  • Single record – Check this if the search is expected to return only one result (e.g., searching by Case Number or Account Name). This improves performance

  • Object to search – Select the Salesforce object (e.g., Case, Contact, Order) from your GRAX archive

  • Record Status – Choose which data set to search:

    • All, Live, Deleted, or Archived

  • User input fields – Add the fields users will fill in to perform the search (e.g., Email, Case Number, Account Name)

• Click Save to publish the template. Once saved, the template will be available as a selectable option in both the user’s SFDC GRAX Search tab and the GRAX Application:

Fields used in Search Templates must be indexed for optimum performance. Please see Indexing Fields for more information. GRAX will index any fields used in Search Templates if not already indexed.

Utilizing Search Templates

Utilizing Search Templates within the GRAX Application

• Once created, Search Templates can be accessed from within the GRAX Application by navigating to the Global Search tab and clicking the Templates button.

• Additionally, active Search Templates can be used in the GRAX Application by clicking the New Search button dropdown.

Utilizing Search Templates within Salesforce

• Ensure that the GRAX Salesforce Managed Package - Second Generation has been installed or updated to the latest version.

• Go to Salesforce Settings, Custom Settings, GRAX Settings, Click 'Manage' and enable the Search Tab: Template Search.

• Once the Search Tab: Template Search setting has been enabled in the GRAX managed package Custom Settings any active Search Templates can be seen on the GRAX Search tab:

• Add the GRAX Search Tab to the appropriate App in your Salesforce Environment.

• Select a template and search for the desired criteria.

• The matching search results and related records will be retrieved and displayed:

Global Search Best Practices

• Index commonly used fields for faster search results.

• Prioritize indexed fields for more efficient processing during indexing.

• Use Global Search to archive/restore records directly.

• Narrow the search criteria as much as possible.

• Re-run previous search jobs with the same search criteria.

• Edit the Global Search name for easy recognition.

• Delete searches that are no longer needed directly from within the search job.

• “Star” frequently used searches to have them appear at the top of the search job list.