25Workspace and Adaptive Search

This chapter contains the following:

Improve Sales Productivity with Workspace and Adaptive Search

Workspace improves and speeds up searches and makes key sales information available all within a single, unified work area. No more navigation to the Opportunities work area to see your key opportunities and then to the Leads work area to work on your leads. But there's more. The Workspace UI is built on top of Adaptive Search, a high-performance search engine that provides keyword searching and enhanced filtering capabilities. You enable Workspace by turning on the indexing of the different objects for Adaptive Search. Your action also enables other features that use the new search technology. These include Global Search Powered by Adaptive Search, and REST web services.

You can enable the following objects for Adaptive Search:

  • Account

  • Activity

  • Asset

  • Contact

  • Deal Registration

  • HR Help Desk Request

  • Internal Service Request

  • Lead

  • Opportunity

  • Partner

  • Partner Contact

  • Product

  • Product Groups

  • Quotes and Orders

  • Service Request

Enabling an object enables any custom child objects and any custom fields you created. Not all the objects are sales objects. Partner and Partner Contact are only pertinent for Partner Relationship Management. HR Help Desk Request, Internal Service Request, and Service Request are specific to B2B Service. The HR Help Desk Request, Internal Service Request, Product, and Product Group objects can be enabled for REST web services only.

Workspace UI

After you enable Adaptive Search, the Workspace UI icon appears on the home page in a separate Workspace tab.

Screen capture of the Workspace icon.

Salespeople can now do all of their work in Workspace instead of the individual work areas. However, you may want to enable individual work areas if you want to take advantage of these features not yet available in Workspace:

  • Mass update

  • Inline editing

  • Enrichment of multiple accounts on the page

Here are some key actions salespeople can do in Workspace and how you can configure their behavior. See the setup topics in this chapter for the configuration details.

How Salespeople Use Workspace What Administrators Can Configure

When salespeople open Workspace, they select the business object and saved search they want to display. The saved search determines the scope of any search you perform on the page.

You determine which business objects and saved searches are available to users. You can create your own saved searches targeted to specific roles within the sales organization or available to everyone. And you can specify which object and saved search appears when users open Workspace. Salespeople can create their own personal saved searches and override the administrator defaults.

You can enter one or more search terms in the Search field.

You can use related information for your searches. For an account, you can search by company name, the city where the account is located, or the primary contact at the company, for example. You can even search for an account by the name of the salesperson on the sales team.

The search results match whole terms, but you can use the (*) wildcard for partial words. For searches with multiple terms, you can use the OR and NOT operators. For example, searching for "Oracle NOT Portland" returns Oracle locations not in Portland.

The saved search you select determines the scope of your search. For example, if you select All Accounts, you are searching all accounts you can view. If you select My Accounts, then you are searching only the accounts that you own.

You can enable or disable the attributes available for search. Oracle enables the most common attributes for you, but you must enable the search for any child objects and fields you create in Application Composer.

You can view the filters used in the saved search by clicking the Show Filters link. You can also add filters of your own.

You can specify which additional fields users can add as filters and you can set up groupings of values the filters show. For example, you can break down opportunities by revenue ranges: 0 to 10,000, 10,000 to 100,000, 100,000 to 500,000, and 500,000 and up.

Filters show the most common values and the number of records in each. For example, a search of accounts with the primary industry as a filter, automatically displays the most frequent industries and the number of records for each. A search of opportunities using win probability as a filter, displays different ranges of win probabilities and the number of records in each range.

Your filter selections are additive, if you select Health Care as the primary industry and then Lisa Jones as the owner, Workspace displays only those Health Care accounts Lisa owns.

You can configure value ranges for numeric, corporate currency, percent and date filters. For example, you can configure value ranges for the opportunity win probability filter and other similar filters.

Salespeople can save any search criteria they enter as their own personal saved search.

You can create saved searches for use by the whole sales organization and you can tailor them to different roles.

Sales administrators and sales managers can download search results into an Excel spreadsheet.

You can remove the Export List button from the page using Application Composer. You can also enable other custom sales roles to use the button, by granting the privilege ZCA_WORKSPACE_EXPORT.

Note: Service users can keep multiple records open at the same time in nested tabs, a Workspace feature not available to the sales job roles provided by Oracle. If you want to provide salespeople with the same nested dynamic tab capability, you can create custom job roles with the following additional privileges:
  • Open Objects in Dynamic Tabs

  • Open Objects in Dynamic Tabs for FSCM

  • Open Objects in Dynamic Tabs for HCM

Here's a screenshot of the Workspace UI highlighting some of its key features.

Callout Number Feature Description

1

Select the object and saved search you want to display in Workspace.

2

Use the Search field to search within the constraints of the saved search you selected. If you selected My Accounts, you get to view and search only the accounts where you are on the territory or in the sales team. Selecting All Accounts, makes it possible for you to search them all.

3

Control the display of filters by clicking Display Filters and Hide Filters.

4

View the number of records in your search results.

5

Use filters to understand your search results and to narrow down your search further. Filters show you the items with the highest number of results, for example, the industries with most accounts or salespeople who own the most opportunities.

6

Log calls, take notes, create tasks, and take other actions on search results without having to drill down into them. For accounts, you can even create an opportunity.

Workspace showing sample list of accounts. The
page shows the open Filter panel with filters for Primary Industry,
Owner, and Type. Key features discussed in the text are highlighted
by callouts.

Overview of Initial Workspace Setup

This chapter focuses on the basics. You learn how to enable the Workspace UI and other features powered by Adaptive Search. And you learn how to configure the saved searches that salespeople use to view key sales information both in Workspace and in the different actionable infolets on the home page. For more advanced configuration, see the Adaptive Search chapter in the Implementing Sales guide. In Implementing Sales, you learn how to enable search on custom objects and specify which attributes you can use in searches, for example.

Here's a list of the initial setup tasks:

Step Description Navigation Where to Get More Details

1

You must first enable the Adaptive Search feature because it's not available by default. Your action makes the Configure Adaptive Search task available for the next step.

Setup and Maintenance > Sales > Sales Foundation > Actions > Change Feature Selection

See the topic: Enable Workspace and Other Features That Use Adaptive Search

2

Using the Configure Adaptive Search task, enable the business objects you want to use in Workspace and other features that use Adaptive Search. Clicking Publish runs the required indexing processes. After the process completes, Workspace is ready to use.

Setup and Maintenance > Sales > Sales Foundation > Configure Adaptive Search

See the topic: Enable Workspace and Other Features That Use Adaptive Search

3

Review the saved searches provided by Oracle in Workspace and in the Manage Saved Searches page. Each business object has its own list of saved searches and you can enable different saved searches for different job roles. Plan the saved searches that you want to enable and create for each role.

Remember that saved searches show up in the list users see in ascending alphabetic order by name. For example, if you don't want the All Accounts saved search to be the first users see, you must either create a saved search with a name that precedes All Accounts or hide All Accounts.

Workspace > Manage Saved Searches

See the topics:

  • Overview of the Manage Saved Searches Page

  • Specify the List of Saved Searches for Different Job Roles

4

Create any additional saved searches that the sales organization needs in Workspace and in the actionable infolets. You can create saved searches for everyone or for specific job roles. Remember that saved searches show up in the list users see in ascending alphabetic order by name.

The saved searches in Workspace use a different technology from the saved searches in the individual work areas. You can't reuse a saved search you create in the Opportunity work area for Workspace and vice versa, for example.

Workspace

See the topic: Create Workspace Saved Searches

5

Configure the lists of saved searches for each object and role. You can enable different lists of saved searches for different job roles in the organization. The same lists of saved searches appear in the actionable infolets as filters.

Workspace > Manage Saved Searches > Workspace List

See the topics:

  • Overview of the Manage Saved Searches Page

  • Specify the List of Saved Searches for Different Job Roles

6

Specify what object and saved search users see when they open Workspace. You can specify a different default saved search for each job role.

Workspace > Manage Saved Searches > Defaults by Role

See the topics: Specify What Users See When They Open Workspace

Here's how to enable the Workspace UI and build the Adaptive Search index that's also used by Global Search Powered by Adaptive Search, REST web services, and actionable infolets.

  1. In the Setup and Maintenance work area, go to the following:

    • Offering: Sales

    • Functional Area: Sales Foundation

  2. With the Sales Foundation functional area selected, click Actions (callout 1 in the screenshot), and select Change Feature Selection from the list (highlighted by callout 2).

    Screenshot of a partial Setup page displaying the
Sales offering and the Actions menu for the Sales Foundation functional
area. Callouts show the location of the Actions list and the Change
Feature Selection in that list.
  3. In the Edit Features: Sales Foundation page, click Enable for Configure Adaptive Search.

    Screenshot of the Edit Features: Sales Foundation
page highlighting the location of the Configure Adaptive Search feature
listing and Enable option.
  4. Click Done.

  5. Make sure the Sales Foundation functional area is selected.

  6. In the Show list, select All Tasks.

  7. Locate and click the Configure Adaptive Search task link.

  8. On the Configure Adaptive Search page, click the Setup tab.

  9. On the Setup tab, Quick subtab, select the objects you want to enable for Adaptive Search:

    • Account

    • Activity

    • Asset

    • Contact

    • Deal Registration

    • HR Help Desk Request - (available only in Adaptive Search REST API)

    • Internal Service Request - (available only in Adaptive Search REST API)

    • Opportunity

    • Lead

    • Partner

    • Partner Contact

    • Product - (available only in Adaptive Search REST API)

    • Product Group - (available only in Adaptive Search REST API)

    • Quotes and Orders

    • Service Request

    Enabling an object enables any custom child objects and any custom fields you created. Not all the objects are sales objects. Partner and Partner Contact are only pertinent for Partner Relationship Management. HR Help Desk Request, Internal Service Request, and Service Request are specific to B2B Service. The HR Help Desk Request, Internal Service Request, Product, and Product Group objects can be enabled for REST web services only.

    Note: Making the selection on the Quick tab enables the default search configuration. Use the Advanced tab to modify search behavior and to enable custom objects.
  10. By default the objects you enable on the Quick subtab are enabled in the Workspace UI as well. On the Configure Workspace UI tab, you can disable objects from appearing in the UI, but keep them available for REST web services.

  11. Click Publish.

    Your action runs an indexing process and an hourly index refresh for the objects you selected. You can monitor the progress of the indexing process on the Monitor tab. The process can take several minutes to complete, depending on your data volume.

  12. Click the Monitor tab and Publish subtab to monitor the process. After the process completes with a SUCCEEDED status, the Workspace icon appears on the home page. If the process completes with errors, contact your help desk.

Create Workspace Saved Searches

Here's how you can create a saved search either for yourself or for others in the organization. The saved searches you create are available for selection in Workspace and also appear as filters in the actionable infolets. The saved searches are listed in alphabetic order.

  1. In Workspace, select a saved search as your starting point. For example, the All Accounts saved search provided by Oracle lets you create your saved search for all the accounts you can see.

  2. Enter your search terms. You can enter search terms in the Search box, add filters, select filter values, or any combination of these.

  3. You can add or change the columns displayed in the search results by clicking Edit Columns (the pencil icon highlighted by callout 2 in the following screenshot).

  4. Click Save As (highlighted by callout 1).

    Workspace with callouts highlighting the Edit Columns
and Save As iconsCreate Saved Search window
  5. Enter the name for your saved search. Remember that the saved searches are listed in alphabetic order.

  6. To make this saved search the default saved search for you personally, select the Set as my default saved search option. The default saved search is what you see whenever you navigate to Workspace.

  7. Specify how you want to share the saved search you are creating. There are three options:

    • Only Me

    • Everyone

    • Specific Roles

  8. If you selected Specific Roles, click Search (the people icon) and select the job roles.

  9. Click Create.

Use the Manage Saved Searches page to manage your own list of saved searches, manage the lists sales users see, and to specify the default saved search different roles see when they open Workspace.

My List

On the My List tab, you can manage your own personal lists of saved searches (there's a separate list for each business object).

  • You can specify which saved search displays when you navigate to Workspace by making a selection from My Default Saved Search (callout 1 in the screenshot).

  • To view the saved searches for a specific business object, just make a selection from Manage List (Callout 2 in the screenshot).

  • You can hide individual saved searches by deselecting Show in List.

  • You can delete only saved searches that you created.

    While you can't delete saved searches provided by Oracle, you can hide them.

Screenshot of the My List tab on the Manage Saved
Searches window

Workspace List

On the Workspace List tab, you can share saved searches with everyone, with specific user roles, or with no one.

For each business object that you select from Manage List (callout 1 in the following screenshot), you can:

  • Specify who can view each saved search by specifying a value in the Shared With column (callout 2 in the screenshot).

    • For saved searches provided by Oracle, you can either share the saved search with everyone or not share it at all, effectively hiding it from use.

    • For saved searches created by you or other administrators, you can select one of the following:

      • Only Me

        Makes the saved search a personal saved search that you can manage on the My List tab.

      • Everyone

        Makes the search available to all roles.

      • Specific Roles

        Makes it possible for you to specify one or more specific job roles that can see the saved search.

      • Not Shared

        Removes the search from use.

  • You can delete only saved searches that you created (callout 3 in the screenshot).

    While you can't delete saved searches provided by Oracle, you can remove it from use by selecting the Not Shared value in the Shared With column.

 Screenshot of the Workspace List tab

Defaults by Role

Use the Defaults by Role tab to define the default saved search for each job role. This is the saved search that users with the job role see when they open Workspace.

Screenshot of the Defaults by Role tab

Specify the List of Saved Searches for Different Job Roles

Specify the lists of saved searches that are available for each business object in Workspace. You can create different lists for different job roles. The saved searches appear in ascending alphabetic order in the list. The same saved searches show up as filters in actionable infolets. For example, because All Accounts starts with the letter A, users see All Accounts when they view the My Accounts actionable infolet, unless you create a different saved search to appear on top. To display the most critical sales information for sales users by default, remove the All Account saved search from the list by hiding it and replace it with a more appropriate saved search. If need be, you can recreate saved searches and rename them to get the order you want.

Here's how to configure the list:

  1. In Workspace, click the drop-down list you use to select the object and saved search.

  2. Select Manage Saved Searches (highlighted in the screenshot).

    Screenshot of a portion of the Workspace page to
show the drop-down list you use to select the object and saved search.
The Manage Saved Searches selection is highlighted.
  3. Click Workspace List.

  4. Select the business object in Manage List (callout 1 in the following screenshot)

  5. Specify who sees which saved searches for each object. Here's how:

    • For each saved search, specify who can see it by making a selection in the Shared With column (callout 2 in the screenshot).

      • For saved searches provided by Oracle, you can either share the saved search with everyone or not share it at all, effectively hiding it from use.

      • For saved searches created by you or other administrators, you can select one of the following:

        • Only Me

          Makes the saved search a personal saved search that you can manage on the My List tab.

        • Everyone

          Makes the search available to all roles.

        • Specific Roles

          Makes it possible for you to specify one or more specific job roles that can see the saved search.

        • Not Shared

          Removes the search from use.

    • You can delete only saved searches that you created (callout 3 in the screenshot).

      While you can't delete saved searches provided by Oracle, you can remove it from use by selecting the Not Shared value in the Shared With column.

     Screenshot of the Workspace List tab
  6. To specify the default saved search users see when they open Workspace, click Defaults by Role and select the default saved search for each role.

  7. Click Save and Close.

For each job role, you can specify which business object and saved search they see when they open Workspace.

  1. In Workspace, click the drop-down list you use to select objects and saved searches.

  2. Select Manage Saved Searches.

  3. In the Manage Saved Searches page, click Defaults by Role.

  4. Select the default saved search for each role

  5. Click Save and Close.