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.

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 Operators

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

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

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 a records, 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.

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 here 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.

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 be also 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 reps 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?

GRAX Admins can configure and manage templates directly in the GRAX admin console.

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:

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

• In Salesforce, active Search Templates can be seen on the GRAX Search tab:

• 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 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" most often viewed searches to have them appear at the top of the search job list