Searchable Admin Guide

Installation #

Initial installation and setup steps should be completed by a Salesforce System Administrator

If not logged into Salesforce, go to this link: https://login.salesforce.com/packaging/installPackage.apexp?p0=04tfK000000mEOrQAM

While already logged in

In the URL bar, replace everything after “.com in your your org with:

/packaging/installPackage.apexp?p0=04tfK000000mEOrQAM

Permissions #

Assign appropriate permission sets to users. The following options are supported:

1. Directly assign permission sets to users (Searchable User or Searchable Manager)
2. Add permission set to a permission set group users have
3. Utilize custom permission sets and add the “Custom Permission” with the same name to your company’s custom permission set

Permission Sets #

• Searchable User – Base permissions required to use search tool
• Searchable Manager – Includes all base user permissions in addition to the ability to create and share searches with other users or to the global library

Assign Permission Sets to a Single User

1. Enter the users name in the “Search Setup” box and select the correct user
2. Click “Edit Assignments” under permission sets
3. Add one of the above permission sets to the user

Mass Assign Permission Sets

1. In the quick find box, search for and select “Permission Sets”
2. Click the “S” to filter permission sets
3. Select “Searchable Manager” or “Searchable User”

Select “Manage Assignments”

Click “Add Assignments”
Select a List View or create a new one to display users to add
Check boxes next to each user and click “Next”
Click “Assign”

[Missing screenshot?]

Adding Searchable LWC #

Search can be used in as many places in your org as desired including the Utility Bar, Home Pages, App Pages, Record Pages, and Screen Flows

Utility Bar #

• Navigate to Setup
• In the Quick Find box, search for and select App Manager
• Next to your desired app, select the dropdown and click “Edit”
• Select (Utility Items – Desktop Only)
• Click Add Utility Item
• In the Search box, Type “Searchable” and select it
• Panel width (340) and Panel height (480) are the defaults but feel free to adjust the size of this window as desired
• Start Automatically – leave this unchecked
• Component Properties – These are all optional. Any value set here will override defaults set in the Admin Setup Page. See Custom Metadata Types for more information on what each of these properties mean.

App Page, Home Page, or Record Page #

• Navigate to Setup
• In the Quick Find box, search for and select Lightning App Builder
• Click “Edit” next to an existing page or click “New” to create a new one
• Under the “Custom” section, find “Searchable” and drop it on the page in your desired location
• Component Properties – These are all optional. Any value set here will override defaults set in the Admin Setup Page.
• Global Config – If specified, will override users search preferences and use a global configuration (from the library) instead. See Custom Metadata Types for more information on what each of these properties mean.

Screen Flow #

Possible use cases:

1. Extend your CTI adaptor capabilities: CTI adaptor launches screen flow which contains Searchable LWC on the first screen. Many CTI adaptors will pass the caller Id phone number to flow allowing you to automatically pass that as Search Text to your screen flow and auto-search with complex logic across multiple objects
2. Lookups within flow – Sometimes instead of using a lookup field on your screen, you may want the user to choose between multiple objects. For example, user selects a task or event to proceed.
3. Output Flow – By default when a user clicks a search result, that page will open in a new window. Alternatively use the Output Flow Name parameter to automatically launch a Screen or Auto-launched flow when the user selects a record.

Searchable Admin Setup Page #

Custom Metadata Types #

These custom metadata types can be configured by navigating to the Searchable Admin Setup page or by navigating to Setup – Custom Metadata Types – Searchable Global Setting

** These values will be the default for your org. If Searchable is used in multiple places in your org, parameters set on the lightning page, app builder, or within screen flows will override this value.

Example: Allow base user to create searches is deactivated in the Admin Setup Page. You can still set this value to true when adding the LWC to the home page only certain teams have access to.

• Allow base user to create searches – (Default active)If this is deactivated, users can “Get” searches from the library and use these preconfigured searches but will not be able to open settings to create new searches. This can be useful for larger teams where power users (Those with “Searchable Manager” permission set) create searches for their teams and share.
• Allow user to change Search Mode – Setting to “true” allows the user to toggle between Precise and Multi-Object modes
• Auto-search Active – Search automatically when min characters met. Users can still click “Search” or “Enter” if this is active.
• Auto-search Delay (Milliseconds)- If auto search is active, this delay prevents a new search for each character typed. 250 ms (.25 seconds) is the default value.
• Max Search Fields – Max # of fields to be queried by the search. Searching across many fields will cause slow searches
• Max Display Fields – Max # of fields returned on an object. Too many fields slightly decreases performance and can be overwhelming to look at.
• Minimum Characters To Search – Searches with 1-2 characters only may return too many results causing slow performance. Orgs with large data sets should set this at 3-4 characters. (Test and adjust as needed)
• Open Dropdowns On Hover – When inactive, the user clicks to open and close dropdowns
• Output Flow Id Variable Name – (Default inactive) Only set this if using “Output Flow Name” setting as well. When the user clicks a record, the designated screen flow is launched and passed the Id clicked. This setting controls the name of that variable. “recordId” is the most common name.
• Output Flow Name – (Default inactive) Api name of flow to run when record is selected. This can redirect a user to a screen flow or run an auto-launched flow in the background.
• Restricted Objects – (Default inactive) Comma separated list of objects this app will exclude. No users (including admins) will be able to create searches using these objects and previously created searches will not return any results. By default, users can only search objects they have permissions to access. This setting is an additional safeguard. Example: User, Custom_Object__c *Include namespace if applicable
• Search Mode Default – Default if the user does not have a personal setting. When “Allow user to change Search Mode” is set to “false” this value will always be used
  • Precise: 1 search box for each object to be searched
  • Multi-object: Searches across multiple objects in 1 search

Custom Labels #

The following custom labels can be used to change the text appearing in titles, buttons, and informational help text. Use translation workbench for multilingual support.

Navigate to the custom labels in your org:

1. Click icon
2. Click Setup
3. In the Quick Find, search for and select “Custom Labels”

Label	Default Value	Value of “blank” or ”null” hides	Description
Get Button Label	Get	No	In the library, the button used to download a shared or public search configuration
Library Heading	blank	Yes	Header at the top of the Library. “blank” or “null” will hide this header.
Preview Button Label	Preview	No	In the library, this button will open a search configuration to show additional details
Open Library Label	Go to Library	No	Found at the bottom of the search dropdown, this option will launch the library
Search Field Description	blank	Yes	Default is “blank” which hides this. Displayed above the “Type to search” box if your users require additional instructions.
Search Button Text	Search	No	Search button
Save To Library Button Label	Save To Library	No	This button is located in the “Sharing Settings”
Searchable Heading	blank	Yes	Displayed at the top of the main page. Default of “blank” hides this header
Settings Title	Settings	Yes	At the top of the settings page
Sharing Configuration Label	Sharing Configuration	No	Header at the top of Sharing Settings window
Filter Results Header	Filter Results	Yes	Displayed at the top of the filter modal opened from the main page
Placeholder Text Label	Type to search…	Yes	Placeholder text where the user will be typing to search giving the user instruction

Error Logs #

When an error occurs in this app, a record is created to log the error details. searchable__Error_Log__c is typically for system administrators only. It is not recommended to give users access to this object.

Common errors like System.QueryException will include information like the query that failed.