SmartSearch is a feature that enables near real-time search and significantly faster list view performance. This article covers what SmartSearch is, what to expect after it is enabled, and how to activate it in your system.
Who: Global Administrator
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 regardless of dataset size.
- Scale confidently as data grows, with performance that stays consistent regardless of volume.
- Unlock Global Search to surface records across users, organizations, UTAs/modules, grants, tasks, and more from a single search location.
How SmartSearch Works
When SmartSearch is enabled, your data is organized and distributed across multiple servers so the system can handle large volumes without slowing down. Users can search hundreds of thousands of records in just a few seconds.
Enable SmartSearch
To enable SmartSearch:
- Navigate to Global Settings.
- Click the System tab.
- Locate the System Performance Options section, and toggle Enable SmartSearch for List Views on.
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Click Reindex.
The Reindex button triggers the initial indexing of your data. The time required depends on your data volume. Once the process begins, the Reindex button will appear disabled.
After SmartSearch is Enabled: Display and Feature Differences
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, first name and last name cannot be combined into a single column. Use the full name field instead.
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 display only Level 1, 2, 3, Organization, and User data. Data from related or associated records does not appear. SmartSearch does not support Display Text and Variable fields in list views.
Media Library
Fields using Multiple File Upload with Media Library render like standard multiple file upload fields. Media library files are not playable directly from the list view.
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. |
| Related / Associated Record Data | Not displayed. |
| Multiple File Upload with Media Library | Files appear as regular multiple file upload fields. Media library files cannot be played directly from the list view. |
| Proximity Search | Not supported. The Proximity Search tab is hidden. Map-based record rendering and searching are unavailable. |
SmartSearch Frequently Asked Questions
Why do I not see all my data in the list view?
SmartSearch supports Level 1, 2, 3, User, and Organization records. Some list views may need to be rebuilt after SmartSearch is enabled. For example, list views that include multiple custom fields in the same column or include display text and variables are not supported.
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, run a batch update on the affected records to trigger reindexing. Do not click Reindex, as this will reindex your entire system.
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?
Navigate to Global Settings and select the System tab. Locate System Performance Options. If the Enable SmartSearch for List Views toggle is on, SmartSearch is enabled.