Workspace and Adaptive Search (Chapter 25) 20D

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 the new global search (Global Search Powered by Adaptive Search), and REST web services.

You can enable the following objects for Adaptive Search:

Account
Activity
Asset
Campaign
Contact
Deal Registration
HR Help Desk Request - (available only in Adaptive Search REST API)
Internal Service Request - (available only in Adaptive Search REST API)
Lead
Opportunity
Partner
Partner Contact
Product - (available only in Adaptive Search REST API)
Product Group - (available only in Adaptive Search REST API)
Quotes and Orders
Quote and Order Line
Service Request
Territory

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. When you configure navigation, you can move the icon to the Sales tab so salespeople see all the navigation icons together in one tab.

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. You can expose the Workspace saved searches as filters in Workspace infolets to display key sales information right on the home page.
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

If you choose to use the nested-tabs feature, then salespeople can't navigate from one record to another using the Previous and Next buttons when working lists of records for Account, Contact, Lead, Opportunity, Activity, and custom objects through the Workspace U.I

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 Setup for Adaptive Search, Workspace, and Global Search

This chapter focuses on the basics. You learn how to enable Adaptive Search, the new search technology that powers Workspace and Global Search. You learn how to configure Workspace, including the saved searches that salespeople use to view key sales information both in Workspace and in the different actionable infolets on the home page. And you learn basic configuration of the new Global Search Powered by Adaptive Search. 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
7	You can restrict the number of objects that can be searched using global search. By default, all of the objects you enabled in Adaptive Search are automatically searchable from the global search box at the top of the page. If you enabled the Partner object, for example, a salesperson searching for the name "Pinnacle", gets both the accounts and partners named Pinnacle.	Setup and Maintenance > Sales > Sales Foundation > All Tasks > Configure Adaptive Search > Configure Global Search	See the topic: Configure Global Search Scope and Display of Search Results
8	Optionally, you can configure the way the global search UI appears to salespeople by creating your own configuration for CX Sales. For example, you can change which suggestions display when you click in the search box and which objects get displayed in search results by default.	Setup and Maintenance > Sales > Sales Foundation > All Tasks > Manage Global Search Configurations	See the topics: Global Search UI Configure Global Search and Results UIs
9	You can make additional fields searchable both in global search and in Workspace.	Setup and Maintenance > Sales > Sales Foundation > All Tasks > Configure Adaptive Search > Setup > Advanced	See the topic: Make a Field Searchable

Enable Workspace and Other Features That Use Adaptive Search

Watch video

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.

In the Setup and Maintenance work area, go to the following:
- Offering: Sales
- Functional Area: Sales Foundation
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).
In the Edit Features: Sales Foundation page, click Enable for Configure Adaptive Search.
Click Done.
Make sure the Sales Foundation functional area is selected.
In the Show list, select All Tasks.
Locate and click the Configure Adaptive Search task link.
On the Configure Adaptive Search page, click the Setup tab.
On the Setup tab, Quick subtab, select the objects you want to enable for Adaptive Search:
- Account
- Activity
- Asset
- Campaign
- Contact
- Deal Registration
- HR Help Desk Request - (available only in Adaptive Search REST API)
- Internal Service Request - (available only in Adaptive Search REST API)
- Lead
- Opportunity
- Partner
- Partner Contact
- Product - (available only in Adaptive Search REST API)
- Product Group - (available only in Adaptive Search REST API)
- Quotes and Orders
- Quote and Order Line
- Service Request
- Territory
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.
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.
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.
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.

Workspace Saved Searches

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.

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.
Enter your search terms. You can enter search terms in the Search box, add filters, select filter values, or any combination of these.
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).
Click Save As (highlighted by callout 1).
Enter the name for your saved search. Remember that the saved searches are listed in alphabetic order.
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.
Specify how you want to share the saved search you are creating. There are three options:
- Only Me
- Everyone
- Specific Roles
If you selected Specific Roles, click Search (the people icon) and select the job roles.
Click Create.

Overview of the Manage Saved Searches Page

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.

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.

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:

In Workspace, click the drop-down list you use to select the object and saved search.
Select Manage Saved Searches (highlighted in the screenshot).
Click Workspace List.
Select the business object in Manage List (callout 1 in the following screenshot)
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.
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.
Click Save and Close.

Specify What Users See When They Open Workspace

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

In Workspace, click the drop-down list you use to select objects and saved searches.
Select Manage Saved Searches.
In the Manage Saved Searches page, click Defaults by Role.
Select the default saved search for each role
Click Save and Close.

Global Search

Global Search UI

Here's a summary how global search works and how you can configure it.

How It Works	What You Can Change
When salespeople click in the global search box (callout 1), the application suggests recent search terms, recent pages you visited, and other recent items. The items are organized in suggestions groups (callout 2). For example, under Recent Items, the application suggests recent pages you visited.	Change the "Search" prompt in the global search box. Specify which suggestion groups get displayed for users by default. For example, you may want to hide Recent Items and show Recent Searches first.
Salespeople can specify which suggestion categories they want to see and which categories of results are available in the search results, by clicking Personalize (callout 3), the application suggests recent items they worked on recently.	Specify which suggestion groups are available for use. For example, instead of hiding Recent Items by default, you may want to remove it from use entirely so users can no longer display the category.
Salespeople enter keywords in the search box (callout 1) and press Return to search across different objects.	You can specify which objects are available for global search and how the results are displayed. See the topic Configure Global Search Scope and Display of Search Results

Here's how the results get displayed after you enter your search term and press Enter.

How It Works	What You Can Change
The results of the search show the objects that are enabled for global search during setup.	You specify which objects are available for global search and how the results are displayed. See the topic Configure Global Search Scope and Display of Search Results
Salespeople click Show Filters, and select those objects they want to see in their search results (callout 1).	The objects you selected for use in global search, show up as the available filters here. You can specify which objects are selected by default.
Clicking on the first line of each search result opens the record for editing.	By default, users drill down on the record name, but you can specify a different field as the title. You can also specify which fields display in the two lines below the title in each search result.

Salespeople can personalize their global searches by clicking Personalize. See the topic Configure Global Search and Result UIs to learn how to make changes in the default behavior.

How It Works	What You Can Change
Salespeople can specify which objects are included in search results and in which order.	You can specify which objects are available for selection and which are enabled by default. You can disable personalization of search categories.
Salespeople can specify which autosuggest groups show up and in which order when they click in the global search box.	You can specify which autosuggest groups are available for display and which are enabled by default. You can disable personalization of autosuggest groups.

Here's the Search Categories tab salespeople can use to select which objects (categories) are included in search results. Changing the order of results isn't supported.

Salespeople can control which Autosuggest Groups tab makes it possible to control the suggestions you get when you first click in the global search.

Configure Global Search Scope and Display of Search Results

You can specify which of the objects you enabled for Adaptive Search are searchable in Global Search and how the search results are displayed.

Each search result, includes:

A title that provides the link that users click to drill down into the record. By default, the name of the record is the title, but you can choose a different field.
Two lines displaying fields you specify

Here is a screenshot showing the results of an account search:

In the Setup and Maintenance work area, open the Configure Adaptive Search task:
- Offering: Sales
- Functional Area: Sales Foundation
- Show: All Tasks
- Task: Configure Adaptive Search
In the Configure Adaptive Search page, click the Configure Global Search tab in the left-side of the page (callout 1 in the screenshot).

Configure each object you enabled for Adaptive Search:
1. Click the object link in the Objects column on the left (callout 2).
2. You can prevent users from using Global Search to search the object by deselecting the Display in UI option (callout 3). By default, users can search all objects you enabled for Adaptive Search.
3. By default, users click on the record name link in the search results to drill into a record, but you can select a different field. To change the drill-down link, click Title (the pencil icon, callout 4) and select the alternate field.
4. Click the Line 1 edit button and select the fields you want to display in the first line under the title.
5. Click the Line 2 edit button and select the fields you want to display in the second line.
6. Click Save.
When you complete configuring all the objects, click Save and Close.

Configure Global Search UIs

Optionally, you can configure the behavior of global search UIs. For example, you can specify which suggestions display automatically when users click in the search box and which objects display in search results. You can create different configurations for different application pages.

Tip: If you already made a copy of the new OSC Default Global Search Configuration, then you can edit that copy and make your changes there. You don't need to create a second copy.

Duplicate the Default Configuration Provided by Oracle

You can't make changes to the Global Search configuration provided by Oracle. You must copy the Oracle configuration and edit that copy instead. If you already created a copy, you can skip this step.

Click Navigator > Setup and Maintenance.
In the Setup and Maintenance work area, open the Manage Global Search Configurations task:
- Offering: Sales
- Functional Area: Sales Foundation
- Show: All Tasks
- Task: Manage Global Search Configurations
On the Manage Global Search Configurations page, select the configuration with the OSC short name and Default Global Search Configuration name.
Click Duplicate (the document icon).
In the Short Name field, enter an alphanumeric code with uppercase letters and no spaces.
Enter a name for your configuration in Display Name.
Select CRM as the product family and module.
Leave the Default option deselected for now. You select this option as a last step.
Click Save and Close.
Open the Manage Global Search Configurations page again.
Click the name link for the configuration you created.
Use the tabs to define your configuration:
- Autosuggest: Determine what's available to users in the global search autosuggest, as well as how autosuggest looks and behaves.
- Search Field: Control the Search field in the global header and in the search results dialog box.
- Search Results: Specify if salespeople can personalize the filters used in their searches
- Pages: Specify where you want your configuration to apply.

Define Which Groups of Suggestions Users See

While editing the global search configuration you created, click the Autosuggest tab.
Skip setup of Synonyms as they don't apply to Sales.
Keep the Enable personalization of search groups option selected unless you want to prevent users from personalizing suggestion groups.
In the Suggestion Groups section:
- Move the Saved Searches group (callout 2), and any other unwanted suggestion groups, to the Available Groups column. This action removes them from use. Saved searches can't be used with Global Search.
- You can remove a suggestion group from being displayed by default by setting Enable to No. Users can still enable the group when they personalized their global search.
- You can change the order the suggestion groups are presented to users.
- You can change the suggestion group headings.
  1. Click Manage Suggestion Groups.
  2. Duplicate an existing group and edit your copy.
  3. Click Refresh.
  4. Swap your copy for the original.
You can turn the suggestion group headings off in the Appearance section (callout 3).
You can change suggestion behavior (callout 4):
- Show Top Suggestions: Enable this option to display suggestions in autosuggest as soon as the user clicks in the search field, even without entering a search term. For example, the last few pages the user opened would appear as suggestions in the Recent Items group.
- Minimum Characters for Autosuggest: Enter the number of characters that users must enter in the search field before matching suggestions appear in autosuggest.
- Maximum Number of Suggestions: Enter the maximum number of suggestions to be displayed across all suggestion groups. This total is distributed as equally as possible among the groups.

Configure Global Search Field

Here are the main configurations for the Global Search box:

You can change the minimum and maximum number of characters required for search.
You can specify a different word to appear in the Global Search box instead of "Search".

Configure How Salespeople Can Use Filters

In the Saved Search and Recent Search section, you can disable the display of recent searches by deselecting Enable recent searches. Saved searches aren't available in global search.
In the Filters section:
- Keep Enable personalization of search categories selected unless you want to prevent users from specifying which objects they see in the search results. You determine the objects that show up as filters in global search while setting up Adaptive Search (see the topic Configure Global Search Scope and Display of Search Results).
- Enable clear all filters: Allow users to clear all filters by clicking the Clear All Filters button in search results.
- Show applied filters: Show all the filters that have been applied
The Search Categories section and the rest of the sections on this tab don't apply to CX Sales.

Specify the Sales Pages Where Your Configuration Applies and Complete the Configuration

Entering the application pages is a one-time setup. If you're editing a configuration you created, then you don't need to reenter the page codes again. You can skip this step.

Enter codes (view IDs) for the applications or pages where you want your configuration to apply. Here are the entries for CX Sales:

View Type	View ID
Application	CRMPerformanceApp%
Application	ORA_CRM_SERVICESAPP%
Application	ORA_CRM_UIAPP%
Application	ORA_SERVICEAPP%
Application	SalesApp%

You can obtain other codes in Setup and Maintenance, using the Manage Taxonomy Hierarchy task as described the linked topic: Specify the Pages or Applications That a Global Search Configuration Applies To.

At the top of the page, select the Default option.
Click Save and Close.
Clear your browser cache and navigate to any of the sales pages to test your configuration.

Make a Field Searchable in Workspace and Global Search

By default, Workspace and Global Search include all of the key fields you need for search. (See the topic Adaptive Search Configuration Provided by Oracle for a list.) However, you can enable additional fields for search, including custom ones, using the steps in this topic. And you can remove existing fields from use. This example shows you how to enable the Chief Executive Name field, a standard application text field, but the same procedure applies to any field, even a custom field on a standard application object. When you're done with this configuration and publish it, a salesperson can enter the CEO name, in either Global Search or in the Workspace search box, to find the account where the person is the CEO. The search also returns all of the opportunities for that account when you enable opportunities to be searched by account fields.

Suppose that you added the CEO name field to the Account UI and want to make entries in this field searchable. Here's a screenshot of the Edit Account page highlighting the location of the field.

Edit Account page with the Chief Executive Name
field. The field appears in the Account region.

To make the field searchable in Workspace and Global Search involves these steps:

You must make the field searchable for its business object.
Optionally, you can enable the field for search of a related object.
You must publish your configuration.

Note: If you want the field to be displayed in the UI, either as a filter or as a column in search results, then you must enable it for display on the Configure Workspace UI tab of the Configure Adaptive Search page.

Make the Field Searchable in Its Business Object

Here's how you make the field available for searching its business object. For example, making the account searchable by the CEO name.

Navigate to the Setup and Maintenance work area, and use the following:
- Offering: Sales
- Functional Area: Sales Foundation
- Show: All Tasks
- Task: Configure Adaptive Search
On the Configure Adaptive Search page, Setup tab (callout 1 in the screenshot), click Advanced (callout 2).
In the left pane, click the name link for the object where the custom field appears (callout 3). The CEO name field is an account field, so you click Account.

The field is listed in the Configure Fields section.
Select the Enable option to index the field for Workspace and Global Search (callout 4).
For a text field, including Chief Executive Officer, select the Analyzed Text Search option to index individual words in the field. Your selection also enables fuzzy search (search that retrieves results with similar spellings). And you enable other search operators, including All of the words and Any of the words.
Select the Include in Keyword Search option to enable the field for both Global Search and search using the Workspace Search box.

If you leave this check box deselected, users can't search for accounts using the CEO name. But in Workspace, they can still add the Chief Executive Name field as a filter for accounts and search the field there. Global Search doesn't permit you to add filters, only to search by keyword.
Select the Include in Object Reference option to enable the field for search in related objects. Make the selection if you want to use the CEO name when searching for opportunities, for example.

If you didn't select the Include in Keyword Search option, but select Include in Object Reference, then users searching opportunities can use the field only as a filter in Workspace.

Make the Field Available for Searching a Related Object

You can only make the field available for search in a related business object if you selected the Include in Object Reference option for the field.

In the left pane of the window, open the object where you want to enable the search. For this example, Opportunity (callout 1 in the screenshot).
Select the field in the left pane, in this example, Account (Callout 2).
In the right pane, select Enable (callout 3).

If you want to use the field for searches in Global Search and in the Workspace Search box, you must select the Include in Keyword Search option (callout 4).

If you don't select this option, but selected Enable, then the field remains available as a filter in Workspace, but can't be searched in Global Search.

The Include in Object Reference option isn't relevant here. Here's a summary of the two use cases:

Use Case	Enable	Include in Keyword Search
Users can search on the field using Global Search and in the Workspace Search box. For example, entering the CEO name, they get results containing, not only the account where the person is a CEO, but the opportunities for that account as well. In Workspace, they can also select the fields as a filter when searching for the object. For example, when searching for opportunities in Workspace, they can filter by CEO name.	Selected	Selected
Users can add the field as a filter in Workspace, but can't search on it using the Search box or using Global Search.	Selected	Deselected

Publish Your Configuration

After making your option selections, click Publish.

Publishing triggers an indexing process that you can monitor on the Monitor tab, Publish subtab. Your new configuration becomes available after the indexing process completes. If the process completes with errors for some reason, contact your help desk.

Enable the Field for Use As a Filter in the Workspace UI

For the field to be used as a filter and added as a column in search results, you must enable it for display on the UI:

In the Configure Adaptive Search page, click Configure Workspace UI.
To enable the field for use as a filter on its object (for example, to enable the account field to be used as a filter when searching accounts), do the following:
1. Select the object in the left pane of the Configure Workspace UI tab.
2. Select the Display in UI option for the field.
To enable the field for use in the UI of other related objects (for example, to enable the account field as a filter in opportunity searches), do the following:
1. Display the related object hierarchy for the object where you want to enable the filter in the left pane of the Configure Workspace UI tab. For example, select Opportunity (callout 1 in the following screenshot).
2. Locate and select the field's object in the object hierarchy. For example, select Account (callout 2).
3. Select Display in UI option for the field (callout 3).
Click Save and Close.