Advanced Search Admin Guide

This guide outlines the configuration options and requirements for Advanced Search. With Advanced Search, your users can apply multiple filters across thousands of records to quickly find exactly what’s needed.  

Required Permissions

You must be a Salesforce Administrator to create and update Advanced Search filters.

Basic Navigation

1. Navigate to Setup > Custom Settings > LookupField Settings.

Supported Objects 

Advanced Search supports the following objects:

• Intakes
• Matters
• Parties 

Default Filters 

You can configure up to 9 default search filters. Each filter the user interacts with is comprised of three components that must be set up:

1. Filter Field N - API Name: API Name of object’s field (Objectname.Fieldname).
2. Filter Field N - Operator: LIKE, NOT LIKE, =, !=. >, <, >=, <= 
3. Filter Field N - Value: Search value options.
   • Static String: Pushes string to user’s advanced search filter field
   • SEARCHTERM: Pulls user’s search input value and applies it to the filter field
   • BLANK: Leaves the filter field blank for user to manually enter a value

Configure Default Filters 

Decide which filters are most important for your organization’s global advanced search and rank them 1-9. These filters should be based on the most important objects and their field sets used in day-to-day workflows.

1. Navigate to Setup > Custom Settings. 
2. Select Manage next to LookupField Settings.
3. Select Edit. 
4. Define the following fields:
   • Filter Field 1 - API Name
   • Filter Field 1 - Operator
   • Filter Field 1 - Value
5. Repeat for up to 9 filter fields. 
6. Save. 

Filter Example 

• Filter Field 1 - API Name: Account.BillingAddress
• Filter Field 1 - Operator: LIKE
• Filter Field 1 - Value: SEARCHTERM

This creates a filter field on the Advanced Search modal that applies a user’s initial search criteria against all Party record billing addresses. 

Setup Considerations 

1. Default filters cannot be preset for users who do not have read access to fields included in your chosen default filters.
2. Filters that are not set up correctly (misspelled API names, wrong filter type) will not display.
3. The operator selected must be supported by the field's data type. This is determined by standard salesforce functionality. For example, you cannot use a greater than (>) operator for string values. 

Global Advanced Search Results Limit

Litify sets a hard limit for advanced search results to 625 records. You can further adjust that limit by adding a value to the Advanced Search Results Limit field. We suggest setting a limit of 100-250. 

Define Advanced Search Result Limit

1. Navigate to Setup > Custom Settings. 
2. Select Manage next to LookupField Settings. 
3. Select Edit. 
4. Update Advanced Search Result Limit with a numeric value.
5. Save. 

Create Profile & User Advanced Search Defaults 

Profile-based Advanced Search Defaults

Set advanced search defaults based on profiles that match certain role workflows. For example, a Litify Intakes User may prioritize different data filters than a Litify Power User or Litify Standard User. 

1. Navigate to Setup > Custom Settings. 
2. Select Manage next to LookupField Settings. 
3. Scroll to the bottom of the page > select New. 
4. Choose the Profile these defaults apply to.
5. Define filter field sets. 
6. Save. 

User-based Advanced Search Defaults

Sometimes each user has their own preferred way of searching for records. Litify’s Advanced Search modal supports user-level default preferences.

Permission Hierarchy 

• A user belonging to a Profile (e.g., Litify Intakes User) with default overrides disabled cannot have user-driven defaults.
• A user belonging to a Profile with default overrides enabled can have user-driven defaults only if default overrides are enabled globally. 

1. Enable/Disable User Default Overrides 

The following fields must be enabled on the Advanced Search’s global settings and the user’s Profile settings before user defaults are created:

• Allow User Filter Override
• Allow User Result Limit Override

1. Navigate to Setup > Custom Settings. 
2. Select Manage next to LookupField Settings. 
3. Select Edit. 
4. Enable/Disable one or both of the following:
   • Allow User Result Limit Override: Enables per-user set defaults on the Advanced Search modal’s results limit. 
   • Allow User Filter Override: Enables per-user set defaults on the Advanced Search filters limit. 
5. Save. 

2. Create User-based Advanced Search Defaults 

Set advanced search defaults based on profiles that match certain role workflows. For example, a Litify Intakes User may prioritize different data filters than a Litify Power User or Litify Matters User. 

1. Navigate to Setup > Custom Settings. 
2. Select Manage next to LookupField Settings. 
3. Scroll to the bottom of the page > select New. 
4. Choose the Profile these defaults apply to.
5. Define filter field sets. 
6. Save.