Have you ever conducted a search (whether it be in a database, a document, a website, or the internet as a whole), only to find that the results are either mind-numbingly voluminous or annoyingly irrelevant to your needs? If you answered “no,” congratulations: you’re apparently the smartest, most efficient person on the planet! For the rest of you, keep reading…
In today’s blog, we’ll discuss “Relevance Search” – Dynamics 365’s answer to the frustrating results of too many search attempts. It allows you to search data within CRM and drill into it, and we’ll show you how to enable it, set it up, and use several of its features. Enjoy!
1. Navigate to Settings > Administration > System Settings > General tab, as shown below:
2. Under Set up Search, select the “Enable Relevance Search” checkbox. You will then need to accept the Terms.
3. *Note – Relevance Search uses Azure Search hosted in the Microsoft Azure Cloud platform. Relevance Search scoring is the same as the default Azure Search scoring.
4. Next you will need to select the entities that can be used in the Relevance Search. To do this, navigate to the Default Solution – Settings > Customizations > Customize the System, then select the Option to “Configure Relevance Search,” as shown below:
5. Then, add or remove entities as needed:
6. The next thing to be done is to identify which fields can be searched. To do this, navigate to the “Customization” entity and make sure the fields you wish to be searched are included in the “Quick Find” View.
*Note – there is a maximum of 1,000 searchable fields for an organization. Additionally, Look Up fields utilize 3 fields and Option Sets utilize 2 fields.
7. Select the fields to be searched. In the example below, we’ve selected the Contact and Customer columns to be searchable. Then click OK.
8. Click Publish All to ensure that the changes made are saved.
Now, with the Relevance Search enabled, the additional features can be explored. Notice the left side of the search results page offers options to refine and narrow the search results without needing to change the searched term(s). This is called the “Facets and Filters.”
The ability to toggle between Relevance Search and Categorized Search (shown below) is also an option on the left panel:
From the Relevance Search results, a filter can be selected, as shown:
In the example shown below, the Cases filter is on and the Related Notes & Activities checkbox is selected, so we are only seeing search results related to Cases, as well as any related notes and activities. Also shown is the Modified On filter, which further reduces our results to only those records modified in the past week.
Now that Relevance Search is enabled and you are familiar with how to utilize some of its features, you will be able to more efficiently and effectively drill into your CRM data to find what you need when you need it.