How to add Searchable Fields

In your improveit 360 instance, your team may want to Search by fields that are not present on some of the Managed objects, out of the box. NOTE: These settings can only be changed by a System Administrator user. 

For example, your team may want to see Address records, Sales Opportunities or Quote records when searching by the Account Name. 

NOTE: Out of the box, when searching by the Account Name, most record types will not appear in the Search results. Only the Account and Contact with an exact match to the text searched are found, and not ALL the related records. 

To see related records, you will need to navigate to the Account page and click on Related.

Here you will see the actual true counts for Addresses, Sales Opportunities and Sales Appointments related to that Account.

In order to Search by Account Name and see records related to the Account, you will need to add a Text field to the Object, and create an automation to populate Text into the new field. Only when the exact matching Text value is present on the object, will the record show up in the native Salesforce Search Results. 

Step 1: Enable Allow Search on the Object

Navigate to Setup

Then click on the Object Manager > Address, from the Details page click Edit

Be sure Allow Search is checked

Next, check to see if the field is a searchable field in your system.

Step 2: Check which fields are searchable on the Object 

Go to Setup > Einstein > Einstein Search > Search Manager

Click Show next to Search Storage

From the Objects on the left-hand side of the screen, select Address

Check to see which fields you would like to be searchable.

Since the Account field is a lookup on the Address, this field is not an option to be searchable.

We need to create a new field on the Address and use a flow to populate it with the Account Name.

Step 3: Create a new Custom Text Field

Go to Setup > Object Manager > Address > Fields & Relationships > click New

• Field Label: Account Name Text
• Length 255

Next, check to see if the new field is a searchable field in your org.

Step 4: Set which Fields are Searchable 

Go to Setup > Einstein > Einstein Search > Search Manager

Click Show next to Search Storage

From the Objects on the left-hand side of the screen, select Address

Check to see if the new Account Name Text field is Searchable.

Step 5: Create a Flow automation to populate data in the Field

Go to Setup > Process Automation > Flows, then click New Flow

Create a Record Triggered flow on the Address. Trigger the flow when a record is created or updated and Any Condition is Met (OR):

• i360core__Account__c is changed true
• Account_Name_Text__c is null true

Add an Update Records element to the flow. Use the address record that triggered the flow.

• Account_Name_Text__c = $Record > Account > Account Name

Activate the flow and Edit/Save an Address record. Try searching for the Address by Account Name. 

You should see the Address record come up in search results with the Account, Contact, etc.

NOTE: It can take up to 10 minutes for the system to recognize the change in searchable fields.

If you have existing records in the system, you will need to update them with Data Loader so that the flow fires and populates the Account Name Text field.

NOTE: You will need to repeat this process on all Objects which you would like to Search by Account Name. 

Recommendation: Identify all fields you would like to Search by before your Data Conversion is complete, so that this data can be populated when Data is loaded. Our Solution Consultants can setup Flow automation for you during onboarding.