SmartSearch enables near real-time search and faster list view performance across your SmartSimple system. By indexing a flattened version of your data across multiple nodes, it helps maintain fast, responsive performance as your data grows, allowing users to search hundreds of thousands of records in seconds. SmartSearch is expected to become the default search model for all systems over time.
Who: Global Administrators
Why Use SmartSearch
SmartSearch transforms how your system handles data at scale.
Use SmartSearch to:
- Search hundreds of thousands of records in near real time, with list views that load significantly faster.
- Scale confidently as data grows, with improved performance.
- Unlock Global Search to surface records across users, organizations, UTA/modules.
How SmartSearch Works
When SmartSearch is enabled, a flattened version of your data is indexed in a cluster. The data is divided into shards and distributed across multiple nodes for horizontal scalability. This architecture enables users to search hundreds of thousands of records within seconds.
Enable SmartSearch
To enable SmartSearch:
- Click the System Administration gear in the upper navigation bar, and then select Global Settings from the drop-down menu.
-
Click the System tab.
-
Locate the System Performance Options section, and then toggle Enable SmartSearch for List Views on.
Indexing begins automatically when SmartSearch is enabled. If updated values do not appear in list views after several minutes, use these steps before reindexing:
- Run a batch update on the affected records.
- Allow a few minutes for updates to process.
- Check System Insights for queue status. If the queue is progressing, wait.
- If the queue flatlines for an extended period, consider clicking Reindex or contact Support.
What Changes After SmartSearch is Enabled
List View Appearance and Layout
Unavailable View Options - The following options are unavailable with SmartSearch enabled:
- Grid and Tree view styles
- Card View Style, including mobile and grid
- Card View Image Field
- Fit Image to Frame
- List View Options
- Like (rating) buttons
- Sorting based on Follow
Single Value per Column - Each column can store only one value. For example, you cannot combine separate fields such as First Name and Last Name into a single column. To display a person's full name, use the Full Name option in the List View Builder.
Updated UI Elements - The status pill and pagination buttons have an updated appearance.
Default and Open Buttons
The Open button is always visible in the first column, after the checkbox and count. Default Buttons is toggled on and hidden. To include a Quick Edit button, reconfigure it using the default button settings.
Record Counts
The Index Column toggle in list view settings controls record count visibility. Record counts always display in the first column. SmartSearch ignores any custom configuration in the Columns tab.
Type Colors
The Type icon displays its defined color. The left color bar displays the defined Status color for each record. SmartSearch hides the Color Code Based On setting.
Data Display
SmartSearch list views support standard field types. List views that combine multiple data fields into a single column should be reconfigured to use separate columns after SmartSearch is enabled.
Media Library
Media library files cannot be played directly within the list view but can still be accessed and played from the record.
Proximity Search
SmartSearch does not support proximity search. Map-based record rendering and searching are unavailable, and SmartSearch hides the Proximity Search tab.
List View Behavior Changes
The table below describes how specific features and settings behave when SmartSearch is enabled.
| Feature / Setting | Behavior When SmartSearch Is Enabled |
|---|---|
| View Style | Set to List only. Grid and Tree options are not supported. |
| Card View Style (Mobile/Grid) | Not supported. Setting is hidden. |
| Card View Image Field | Not supported. Setting is hidden. |
| Fit Image to Frame | Not supported. Setting is hidden. |
| List View Options | Not supported. Setting is hidden. |
| Status Pill | Displays with an updated appearance. |
| Pagination Buttons | Display with an updated appearance. |
| Open Button | Open is always visible in the first column (after the checkbox and count). Default Buttons is automatically enabled and hidden. Open is enabled by default. |
| Record Count / Index Column | Controlled by the Index Column toggle in list view settings. Record count is always displayed in the first column. Any custom configuration in the Columns tab is ignored. |
| Color Code Based On | Setting is hidden. The Type icon displays its designated color. The left color bar reflects the defined Status color for each record. |
| Multiple File Upload with Media Library | Media library files cannot be played directly from the list view but can still be accessed and played from the record. |
| Proximity Search | Not supported. The Proximity Search tab is hidden. Map-based record rendering and searching are unavailable. |
SmartSearch for Reports
Reports include an option to enable SmartSearch technology, which significantly improves performance for clients with large datasets. When enabled, SmartSearch for reports queries a near real-time data source, reduces system performance impact, and delivers results more quickly. Supported datasets include:
- Organizations
- Users
- UTA/module levels 1, 2, 3, and associations
To enable SmartSearch for a report:
- Click the Menu icon in the upper navigation bar, and then select Reports from the drop-down menu.
-
In the Reports tab, click the New Report [+] button.
-
Click the Advanced tab.
-
Toggle Enable SmartSearch on.
SmartSearch Troubleshooting: Frequently Asked Questions
Why do I not see all my data in the list view?
Some list views may need to be updated or reconfigured after SmartSearch is enabled. For example, list views that combine multiple data fields into a single column should be reconfigured to use separate columns.
Why is some of my data not up to date?
Data is indexed near real time, but values or counts may take a few seconds to several minutes to update. If changes do not appear after five minutes, use this escalation sequence:
- Run a batch update on the affected records.
- Allow a few minutes for updates to process.
- Check System Insights for queue status. If the queue is progressing, wait.
- If the queue flatlines for an extended period, contact Support or consider clicking Reindex.
Why did all my data not get indexed?
Check for fields with large content, specifically fields of type Special - JSON, and exclude them from SmartSearch before reindexing. These fields can prevent complete indexing.
How can I tell if SmartSearch is enabled?
Click the System Administration gear in the upper navigation bar, select Global Settings from the drop-down menu, and then click the System tab. Locate the System Performance Options section. If the Enable SmartSearch for List Views toggle is on, SmartSearch is enabled.