1. Search Administration Guide
  2. Creating Search Categories and Generating Index

Creating Search Categories and Generating Index

To Create Search Categories

  1. In Search Category Settings, add a new Category record, associate a Business Component to the Category, for example: "Accounts ModernSearch", "Contacts ModernSearch", "Literature ModernSearch". Refer to "Defining Index Categories for Third-Party Search Engines" Chapter in Siebel Search Administration Guide for step-by-step instructions. (Note: Weighting factor option is not applicable when using Intelligent Search.)
    Category Name BC Name Status Message
    Accounts ModernSearch Account Indexed
    Contacts ModernSearch Contact Indexed
    Literature ModernSearch Sales Tool Indexed
    Opportunities ModernSearch Opportunity Indexed
    Service Requests ModernSearch Service Request Indexed
    Note: Diacritic marks are not supported in Category names.

  2. Associate a Category with your Application and define the drilldown view.

  3. Identify and configure fields of each category. These fields will be indexed during the indexing process. Administrator can determine which fields they want to present in the results page by setting Searchable Flag with “Y” .

    In Redwood Theme, only 4 fields updated as searchable will be presented in Search Results Pane.

    In Aurora Theme, only 3 fields updated as Searchable will be presented in Search Results Pane.

    Note: If you change any searchable fields to Y or N, or add new fields, you must step out of the record for the changes to be saved.

    This table explains searchable fields that can be added for "Contacts ModernSearch" category:

    Field Name Searchable
    Account Y
    First Name Y
    Last Name Y
    Organization Y
    Personal City N
    Personal State N
    Note: The last field marked as Searchable becomes the drillable field. Choose a required field to serve as the drillable field.

    Administrator has option to mention both the available fields and searchable fields for every category that will be indexed. For example - Contact category might have First Name, Last Name and City marked as "Searchable" while Service Request might have SR Number, Priority and Description as "Searchable" fields. All the available fields are returned but only the first 3 searchable fields for each category are displayed in the search results page. The order of display is the order in which the searchable fields are presented.

End-to-end flows to add a new Search Category in Siebel application and YAML file:

  1. Identify a new search category you want to include into Siebel Intelligent Search, apart from 5 seeded ones (Service Requests ModernSearch, Contacts ModernSearch, Accounts ModernSearch, Opportunities ModernSearch, Literature ModernSearch). For example, you want to add "Products" into the search scope.
  2. Go to <Siebel_Build_Location>/ses/applicationcontainer_internal/webapps, open modernsearchconfig.yaml.
  3. In Upstream Settings > Category, add "Products" and define embeddingData for this category.
  4. In Downstream Settings > Index, add "products" as the index name and "isIndexed: false". (index name in OpenSearch is in lowercase only and should not include spaces. Refer to Configuring OpenSearch Integration via YAML File for naming conventions.
  5. Create "Products" category in Siebel application. Refer to Creating Search Categories and Generating Index.
  6. Make sure you index the "Product" category in Siebel Application. Refer to Creating Search Categories and Generating Index.
  7. After you have added a new search category in Siebel application, you can either refresh the browser or re-log into Siebel application. The newly added category will appear in the Object Filter drop-down list from the Global Search Bar.

Configuring Parent-Child Hierarchy Categories

In Siebel CRM, a Parent-Child Business Component (BC) hierarchy defines how related records are linked, where the child BC depends on the parent BC through a foreign key relationship. The parent BC represents the main entity, while the child BC stores related details or sub-records.

Here is an example: Service Request-Service Request Attachments. Each Service Request can have multiple file attachments (e.g. images, documents). The Service Request Attachments BC is the child, linked by the foreign Key field 'Activity Id'. Other examples include Account-Account Attachments, Opportunity-Opportunity Notes, etc.

Steps to configure parent-child hierarchy categories:

  1. In Siebel Application, navigate to Administration - Search > Search Engines > OpenSearch.

  2. In Search Category Applet, add a Child BC Category record (e.g. 'SR Attachment'), associate it with the corresponding Child Business Component.

  3. Associate your Child Category with your Application and define the drilldown view.

  4. Go to Child BC Category > Available Fields, add the primaryRowIdField to the Child BC. For example, add 'Activity ID' for SR Attachment. In case the primaryRowIdField is required to be displayed in the Search Results page, you need to mark it as Searchable.

  5. In modernsearchconfig.yaml file, find the upstream section, add your Child BC Category. For example: SR Attachment,

  6. Include both the primaryBC and primaryRowIdField in your Child BC Category. 
    upstream:
  dataSource:
  - type: SiebelDB
    category:
    - SR Attachment ModernSearch:
        embeddingData: '{{ActivityFileName}}'
        primaryBC: Service Request
        primaryRowIdField: Activity Id
  7. In the downstream section, add a new Index name that maps to your Child BC Category. For example: 'srattachment' 
    downstream:
  name: OpenSearch
  username: <CHANGE_ME>
  password: <CHANGE_ME>
  version: <CHANGE_ME>
  url: <CHANGE_ME>
  port: 9200
  settings:
    defaultNumberOfShards: 2
    defaultNumberOfReplicas: 1
    knn: true
    defaultEnableCache: true
  locale:
    defaultLanguage: english
  index:
    category:
      - srattachment:
          isIndexed: false

Guidelines to map your Search Category to the category and index settings in YAML file:

Siebel to YAML File Workflow
  1. In Siebel application , 1 business component can map to multiple search categories. For example:
    • Category 1: "Service Requests ModernSearch", Business Component: "Service Request"
    • Category 2: "Open Service Requests ModernSearch", Business Component: "Service Request" with Filter set to "Open"
  2. In YAML file → upstream settings, make sure you have 1:1 mappings between the category names listed in this section and the categories defined in Siebel application.
  3. In YAML file > upstream settings, make sure you have 1:1 mappings between the category names listed in this section and the index names listed in downstream index settings.

Refer to Configuring OpenSearch Integration via YAML File for instruction. Follow the same sequence order when mapping the category name and index name.

Filtering the Index Record-Set

The index record-set can be filtered at the Category level, to incorporate custom business rules, using the Filter Search Spec field. This field takes SQL statements that comply with the syntax defined in Filter Search Specifications Syntax for Siebel Intelligent Search. For more information, please refer to Filtering the Index Record-Set in Siebel Search Administration Guide.

Use Case 1: Service Orders

  • Category: Service Order
  • Business Component: Order Entry - Orders
  • Category Filter Spec: [Order Type Code] = LookupValue ('FS_ORDER_TYPE_CODE', 'Service')
  • View: Order Entry - All Orders Across Organizations View

User Case 2: Sales Orders

  • Category: Sales Order
  • Business Component: Order Entry - Orders
  • Category Filter Spec: LookupValue ('FS_ORDER_TYPE_CODE', 'Sales') AND [Order Type] <> LookupValue ("FS_ORDER_TYPE", "Bulk Request Template Order")
  • View: All Orders Across Organizations View (Sales)

Generating Index

Full Indexing

Note: Administrators must remove or mask any sensitive information, including PII or PHI, before sending documents to OpenSearch for ingestion.

In Search Index Settings, index search category. Refer to Configuring Indexing for Third-Party Search Engines step-by-step instructions.

Category Name BC Name Status Message
Accounts ModernSearch Account Indexed
Contacts ModernSearch Contact Indexed
Literature ModernSearch Sales Tool Indexed
Opportunities ModernSearch Opportunity Indexed
Service Requests ModernSearch Service Request Indexed
  • Index: Indexing a selected search category, one at a time.
  • Index All: Indexing all the search categories at once.
  • Indexing File Attachments:
    • Use ‘Index’ only for Attachment Categories indexing. ‘Index All’ cannot be used to index file attachments.
  • Delete Index: Delete an index.
Note: Once a category is indexed, 'isAttachment: false' entry is appended in the downstream section in YAML file. For example:
  • accounts:

    isIndexed: true

    isAttachment: false

  • literature:

    isIndexed: true

    isAttachment: true

Incremental Indexing

Note: Administrators must remove or mask any sensitive information, including PII or PHI, before sending documents to OpenSearch for ingestion.
Caution: When the Enable Incremental Indexing system preference is set to True, the Transaction Processor component (alias TxnProc) runs automatically. In this case, for Siebel Remote deployments, you must stop TxnProc before you run the Database Extract component (alias DbXtract) for the first time. After DbXtract has completed, then you can restart TxnProc. If you do not follow these steps, then some transactions might not be routed to remote clients. For more information about running DbXtract, see Siebel Remote and Replication Manager Administration Guide.

To configure incremental indexing for OpenSearch search engine, you need to first enable the component groups for incremental indexing as follows:

  1. Navigate to the Administration - Server Configuration > Component Groups.

  2. Query for and then enable the following component groups. To enable each component group, select the component, and then click Enable.

    • Search

    • MobileSync

Once done, refer to the Configuring Incremental Indexing for Third-Party Search Engines for step-by-step instructions on how to configure incremental indexing for OpenSearch.

Set "Enable OpenSearch IncrFileIndx" system preference to 'Y' to enable incremental indexing of file content.

Initially a full indexing of a search category is performed, followed subsequently by incremental indexing. Incremental indexing works on both categories that have been fully indexed or partially indexed.

Note: Incremental indexing is not supported on child/non-primary business components. Examples include Service Request Attachments, Account Attachments, Opportunity Notes, Product Key Features, etc.
Business Components Examples Full Indexing Increamental Indexing
Primary BC's Accounts, Contacts, Opportunities, Service Requests, Activities, Products, Literatures, etc. Supported Supported
Child/Non-Primary BC's Service Request Attachments, Account Attachments, Opportunity Notes, Product Key Features, etc. Supported Not supported