Global Search

Use Global Search to search large data sets within GRAX. Simply navigate to the Global Search section within the GRAX Application and enter the criteria to find the data you are looking for. The data is viewable, available for download, and interactable with GRAX features such as Archive and Restore.

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

Performing a Global Search

When starting a new search, you will be prompted to select the related object, record status, and modification criteria to narrow the search. We recommend using the built in date filters to limit the data set and get faster results.

Optional Field Filters

You will also see optional field filters, which allow you to add specific field values that you are interested in your results containing or not containing. Each field filter value must be written on an individual line item for accurate results:

Adding filter logic (mode) will govern how and when filters apply to your report. For example Active = True OR BillingCity = Baltimore will return results where one or both of the filters are true.

Custom groupings for filter logic can be used to build more precise or flexible conditions/rules.

Other Options

Additionally, you have the ability to set a limit for the number of results, produce the results in reverse order with the oldest results appearing first, and the option to send a notification email to the admin users once the job has completed.

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 bulk, to be archived, restored, seeded, or purged depending on the current status of the record.

You can select the records you want to modify, then click on the modify records button and proceed with the chosen action.

Customizing Fields

You can determine the visible fields that are showing in the results list by clicking on the “customize fields” button in the upper right corner of the results.

From here, you can add and remove the fields you want to view on the results list or for a CSV download.

Downloading Results

After a search is complete, you can download the results 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.

Global Search results may take a few minutes to download, depending on the number of records and fields included. 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. See the SQLite Guide for more information.

Indexing Fields

Index search helps users obtain more benefits from using GRAX Global Search due to speeding up query processing. When a field in a database is indexed, its values are saved in a more coherent data structure. Users can create custom-indexed fields and Global Search allows indexes to be configured to speed up future searches that use field filters. Indexes are specific to the field and object pair chosen for each.

How to Index Fields

From the Global Search page, click on the “Indexes" button. To add an index, select the object and field and add additional lines as you want to add more, then click save to start the indexing process.

On the Indexes list, reorder the highest priority indexes at the top by dragging the rows around. You can track the status of the indexing and once completed, searching for information related to the indexed fields can be up extremely faster than non-indexed fields. 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.

When to Index Fields

You should index the fields that are used the most frequently throughout your searches. There is no limit to the number of fields you can index, but 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.

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 same search criteria
Edit global search name for easy recognition
Delete searches that are no longer needed directly from within the search job
Star most often viewed searches to have them appear at the top of the search job list