Global Search is a centralized search utility that enables users to find records across the SmartSimple platform from a single entry point. It queries across all key record types simultaneously and surfaces related records together so users can understand how data connects without navigating between UTAs/modules.
Global Search queries across these record types:
- Users
- Organizations
- UTAs/modules
- Grants
- Funding submissions
- Activities
- Tasks
- Events
Who: Global Search is for all SmartSimple users who need to locate records such as organizations, users, grants, activities, and events across the system.
When to Use Global Search
Use Global Search to:
- Locate a record without knowing which module it is in.
- Find related records, such as UTAs/modules linked to a specific organization, without manual cross-referencing between modules.
- Reduce time spent navigating between modules to find connected data.
- Access records quickly in a high-volume environment where data is distributed across users, organizations, grants, activities, tasks, and events.
Enable or Restrict Users for Global Search
Administrators can enable Global Search and control which user roles have access. Restricting access for a user role applies to all users in that role.
To enable or restrict Global Search access:
- Click the System Administration gear in the upper navigation bar, and then select Global Settings.
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Click the Security tab, and then click System Feature Permissions.
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Select the Features tab and locate the Enable Global Search feature permission.
- Use the drop-down menu to select the roles that should have access to Global Search. The list auto-populates with all roles configured in the system.
- Click Save.
Access Global Search
To access Global Search from within SmartSimple:
- Click the Global Search icon in the top navigation bar to open the search panel.
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Enter a search term. Results are organized in the left-side menu by record type: Organizations, Contacts, and UTAs/modules.
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Click the record type name to view results for that record type only. Results are filtered based on your role and permissions.
- Click a record name to open that record.
To close Global Search, click the X icon in the top navigation bar. The icon replaces the magnifying glass when Global Search is open.
Refine Global Search Results
After entering a search term, results display in tabs by record type. Use the Refine By filters within a tab to narrow search results. This is useful when searching across UTAs/modules where multiple record types or levels may match the search term.
To refine search results:
- Enter a search term and click the tab for the record type to filter. Record types include Organizations, Contacts, and UTAs/modules.
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Use the available sub-filters in the Refine By left-side menu to narrow results. Depending on the record type, sub-filters may include options such as module, level, and type.
- Click Submit to apply the selected filters. Results update to show only matching records.
- Click a record name to open that record.