Configure Dataverse search

Introduction:

As a Microsoft Power Platform Functional Consultant, one of your key responsibilities is to configure and optimize Dataverse Search. This functionality allows users to find and retrieve relevant information quickly within the Microsoft Dataverse environment. In this article, we will explore the essential steps to configure Dataverse Search, ensuring effective search results and boosting productivity.

Understanding Dataverse Search:

Dataverse Search is an integral part of the Power Platform ecosystem, enabling users to search for various types of data stored within Dataverse. By default, Dataverse Search searches across all searchable entities, including standard and custom entities, and specific fields defined as searchable within each entity.

Configuring Searchable Fields:

To start configuring Dataverse Search, you need to identify the key fields you want to make searchable. Microsoft Dataverse provides the flexibility to define searchability at both the entity and field levels. Here’s how you can configure searchable fields:

1. Entity level configuration:
   1. Go to the Power Apps or Dynamics 365 admin center and select the desired environment.
   2. Navigate to the “Entities” section and choose the entity you want to configure.
   3. Click on “Fields & Relationships” and find the field you want to make searchable.
   4. Edit the field properties and set the “Searchable” option to “Yes.”
   5. Save the changes.
2. Field level configuration:
   1. Follow the previous steps from “1.a” to “1.c” to navigate to the entity’s “Fields & Relationships” section.
   2. Click on the field you want to configure.
   3. Under the field properties, set the “Searchable” option to “Yes.”
   4. Save the changes.

Optimizing Search Relevancy:

Dataverse Search also allows you to prioritize search results and customize relevancy based on specific requirements. To optimize search relevancy, follow these steps:

1. Define search conditions:
   1. Open the solution containing the desired entity within Power Apps or Dynamics 365.
   2. Navigate to the “Views” section and select the desired view.
   3. Click on the “Filter Criteria” tab and define search conditions using the available operators and logical operators.
   4. Save the changes.
2. Define relevance settings:
   1. Within the view settings, go to the “Sort Criteria” tab.
   2. Configure relevant sorting options for search results.
   3. Save the changes.

Improving Search Performance:

To enhance search performance, consider implementing the following strategies:

1. Configure custom search synonyms:
   1. Navigate to the Power Apps or Dynamics 365 admin center.
   2. Select the desired environment and navigate to the “Settings” section.
   3. Choose “Administration” and select “Synonyms.”
   4. Define custom synonyms for search terms used in your environment.
   5. Save the changes.
2. Implement relevance search:
   1. Relevance search enables advanced search capabilities by analyzing the relevance of records in Dataverse.
   2. To enable relevance search, go to the Power Apps or Dynamics 365 admin center.
   3. Select the desired environment and navigate to the “Settings” section.
   4. Choose “Productivity & Analytics” and select “Relevance Search Configuration.”
   5. Configure the desired entities for relevance search and save the changes.

Testing and Monitoring:

Once you have configured Dataverse Search, it is crucial to test and monitor its performance. Here are some best practices:

1. Test search functionality:
   1. Utilize sample search queries specific to your environment and validate the search results.
   2. Modify search settings and check for any discrepancies.
2. Monitor search analytics:
   1. Leverage Power Platform Analytics to monitor search usage, popular keywords, and search performance.
   2. Utilize this data to refine your search configurations and improve relevancy.

Conclusion:

Configuring Dataverse Search is essential for Microsoft Power Platform Functional Consultants to ensure users can quickly retrieve relevant information within the Dataverse environment. By following the steps outlined in this article, you can optimize search functionality, enhance relevancy, and boost productivity. Keep experimenting with different configurations and regularly monitor search analytics to fine-tune your search settings for optimal results.