Overview

SmartSearch is an alpha feature developed for clients managing extensive datasets. It provides near real-time search functionality, substantially enhancing list view performance when handling large volumes of data. This guide outlines the purpose of SmartSearch, instructions for enabling it, and details on what to anticipate once it is activated.

Note: SmartSearch currently supports Level 1, 2, and 3, as well as organization and user list views. The rendering options for list views differ from standard options. Certain list views may require reconstruction after enabling this feature. Additionally, SmartSearch is not supported in backup environments.

What is SmartSearch?

When SmartSearch is enabled, a flattened representation of your data is indexed within a cluster. The data is segmented into shards and distributed across multiple nodes to ensure horizontal scalability. This architecture allows users to search hundreds of thousands of records within seconds.

As records are updated in your system, changes are synchronized and periodically reindexed within the SmartSearch cluster.

How to Enable SmartSearch

Note: SmartSearch must be enabled by the SmartSimple team and is currently only available to select clients. Once SmartSearch has been enabled within your system by the SmartSimple team, you must activate it via a single system-wide toggle.

SmartSimple Actions

SmartSimple staff will enable both alpha flags 1214 and 690.

Once Enabled

Navigate to Global Settings > System tab.
Within System Performance Options, enable Enable SmartSearch for List Views.
Click the Reindex button that appears.

Clicking the Reindex button initiates the initial indexing of your data in the SmartSearch cluster. The duration of this process depends on the data volume. Once selected, the button will become disabled (greyed out).

The SmartSearch settings display the reindex button as disabled, indicating that an indexing process is currently underway. Before initiating a new index, ensure that any fields not intended for indexing, such as JSON fields, are excluded.

Note:

Avoid repeated reindexing. Only reindex if the initial process was interrupted (e.g., server became unavailable).

Data updates are automatically indexed. If updates do not appear after some time, perform a batch update on the affected records to reinitiate indexing.

Exclude specific fields from indexing, particularly those with large data volumes, such as fields of type Special - JSON.

When a record is updated, the change is reflected in the list views in near real time. Typically, this occurs almost instantly, though it may occasionally take a few seconds for the updated value to display. If a delay occurs, refreshing or reloading the list view generally resolves the issue.

What to Expect with SmartSearch Enabled

Supported List Views: Only the main UTA Level 1, 2, and 3, Organization, and User list view pages are supported. Areas where list views may be rendered, such as the consumer provider, are not supported.

Changes in List View Behavior

Appearance & Layout

The View Style is set to List; other options are not supported.

The following options are not supported: View Style options including Grid and Tree, Card View Style (Mobile/Grid), Card View Image Field, Fit Image to Frame, and List View Options. These configuration settings will be hidden and disregarded when SmartSearch is enabled.

The status pill and navigation buttons feature a new appearance.

The list view style will be updated. All list views will now be presented in the List style. Pagination buttons and, if enabled, the color-coded status column will have an updated appearance.

Default Buttons, Open and Quick Edit

The Open button is always visible in the first column (following the checkbox and count). The Default Buttons option is automatically enabled and hidden, and the Open button is enabled by default.
The Quick Edit button is not visible, as it is not supported when SmartSearch is enabled.

Default buttons are mandatory, and an Open button will be displayed in the first column, regardless of the original list view configuration. If you wish to include a Quick Edit button, it must be reconfigured using the default button settings.

Record Counts

Record counts are managed by the new “Index Column” toggle in list view settings.

Any custom configuration within the Columns tab is disregarded.

The visibility of record counts is now controlled by a toggle in the list view settings and will always be displayed in the first column.

Type Colors

The Type icon will display its designated color, and the left color bar will reflect the defined Status color for each record. The Color Code Based On setting is hidden.

The color bar will display the Status color, and the Type icon will be shown in the Type color.

Data Display

Only Level 1, 2, or 3, Organization, or User data is displayed.

Data from related or associated records will not be displayed.

Display Text and Variable fields are not supported in SmartSearch list views.

Media Library

Fields utilizing Multiple File Upload with Media Library will appear as regular multiple file upload fields. Media library files will no longer be playable directly from the list view.

Proximity Search

Proximity search is not supported. Map-based record rendering and searching are unavailable with SmartSearch. The Proximity Search tab is hidden.

Quick Edit

Quick Edit is not supported. The Quick Edit options will be hidden.

Frequently Asked Questions

Why don’t I see all my data in the list view?

SmartSearch only supports Level 1, 2, 3, User, and Organization records. Fields such as display text or variable fields are not included. Some list views may also require reconstruction.

Why is some of my data not up to date?

Data is updated in near real time, but may require several minutes. If changes do not appear after 10 minutes, perform a batch update to prompt reindexing for the affected records. Do not select Reindex as this will reindex your entire system.

Why didn’t all my data get indexed?

Review for fields containing large content (e.g., Special - JSON) and exclude them from SmartSearch prior to reindexing. Such fields can hinder complete indexing due to their data volume.