Sage 300 Global Search Functions

Some key notes to keep in mind about the new Global Search function as these can affect your search results:

Security Related:

• Search results will only display what the user is authorized to see. For example, if the user does not rights to view the AR Customer UI, the results will now show any customers.
• Drilldowns reply on the same security rights. If the user has read-only rights to customers, then the drilldown to customers will be read-only. One exception is drilldown to IC in the desktop version which is always read-only.
• When GL Security is turned on, the default options are either All Accounts or No Account.
  • All Accounts – only users who do not have a record set up (with details) in GL Account Security can see search results for GL Accounts or Journal Entries.
  • No Accounts – only the ADMIN user can see search results for GL Accounts or Journal Entries.

Search Fields:
Generally GS searches on code and description fields (document number, customer\item number description, etc). It also searches on batch number and entry number. And it also searches on associated document number where possible (e.g. associated order number).

Here are some exceptions:

• AR and AP Adjustment Entry Description are not searched on (all other transactions have their description field searched).
• For AP Payments and AR Receipts, we only search on the ‘Apply To’ document number for prepayments, and not for receipts\payments.
• For documents with multiple associated documents, we only search on the first associated document. For example if you have an OE Shipment from multiple orders, you can find the shipment from searching on the first order number, but not the second or third. Applies to all modules

More Troubleshooting & Notes:

• TCP/IP needs to be enabled in SQL Server Configuration Manager for Global Search to work (I think most users have this enabled in their SQ, but we did run into this once where it was not turned on in one machine).
• When you first open GS (or the Notes UI) on a workstation, you will get an error if you have not already opened another Sage 300 screen first. This will go away if you reboot the workstation.
• Port 8001 needs to be open on both server and workstation.
• Workstation setup: If you see ‘an unsecured or incorrectly secured fault was received from the other party’ error when you run Global Search on a workstation, it is because either the server or the workstation does not have the correct time set. If you set the correct time (even if they are in different time zones) then the error will go away.
  • • Go to the GS folder in the Sage programs folder (e.g…\Sage\Sage300\GS\GlobalSearchWindowService)
    • Edit the file GlobalSearchWindowService.exe.xml and edit the value in red in the line below to the desired frequency (note the default value is 600 seconds):Delta update frequency: Currently Global Search updates its data every 10 minutes by default. If customers want to change this frequency, they can do the following:
      • Then restart the Global Search service in Windows Services.