Use Microsoft Dynamics As a Content Source

This feature is not available in the SearchUnify Cloud Edition.

SearchUnify can index the data stored in Microsoft Dynamics. This article explains how to use your instance as a content repository.

PERMISSIONS.

SearchUnify ignores Knowledge base level and cases level permissions.

Prerequisites

  1. Create an OAuth 2.0 Application in Microsoft Dynamics
  2. Create an Application User in Microsoft Dynamics

Establish a Connection

  1. Navigate to Content Sources.

  2. Click Add New Content Source.

  1. Find Microsoft Dynamics from the search box and click Add.

  2. Give your content source a name.

  3. Enter the address of your Azure instance in Client URL.

  4. Client ID, Tenant ID, and Client Secret were generated when you created an OAuth 2.0 app in Microsoft Dynamics. (Prerequisites). Enter them all.

  5. Click Connect.

  6. Select a Microsoft Account.

  7. Click Next.

Set Up Crawl Frequency

The first crawl is always manual and is performed after configuring the content source. In Choose A Date, select a date to start crawling; the data created after the selected date will be crawled. For now, keep the frequency to its default value Never and click Set and move to the next section.

Select Types and Fields for Indexing

SearchUnify supports two Dynamics objects: cases and articles. You can select all, none, or only a few object properties (fields) for indexing.

Selecting none (by clicking Remove All) is a way to tell SearchUnify to not index an object (content type). For more precise indexing: 

  1. Click .

  2. Use the Name column to select a content field (Dynamics object property).

  3. SearchUnify will automatically assign a Label, Type, and condition (isSearchable: show in search OR isFilterable: use as a facet). You can change these values.

  4. Click Add.

  5. Repeat the steps 2, 3, and 4 to add other content fields.
  6. Click Save.

  7. Repeat the steps 1-6 for other content types (Dynamics objects).

  8. Press Save.

Find and Replace

Those on the Q2 '24 release or a later version will notice a new button next to each object on the Rules screen. It resembles a magnifying glass and is labeled "Find and Replace." You can use this feature to find and replace values in a single field or across all fields. The changes occur in the search index, not in your content source.

Find and Replace proves valuable in various scenarios. A common use case is when a product name is altered. Suppose your product name has changed from "SearchUnify" to "SUnify," and you wish for the search result titles to immediately reflect this change.

  1. To make the change, click .

  2. Now, choose either "All" or a specific content source field from the "Enter Name" dropdown. When "All" is selected, any value in the "Find" column is replaced with the corresponding value in the "Replace" column across all content source fields. If a particular field is chosen, the old value is replaced with the new value solely within the selected field.

  3. Enter the value to be replaced in the Find column and the new value in the Replace column. Both columns accept regular expressions.

  4. Click Add. You will see a warning if you are replacing a value in all fields.

  5. Save the settings.

  6. Run a crawl for the updated values to reflect in search results.

After the First Crawl

Return to the Content Sources screen and click in Actions. The number of indexed documents is updated after the crawl is complete. You can view crawl progress in in Actions. Documentation on crawl progress is in View Crawl Logs.

NOTE 1

Review the settings in Rules if there is no progress in Crawl Logs.

NOTE 2

For Mamba '22 and newer instances, search isn't impacted during a crawl. However, in older instances, some documents remain inaccessible while a crawl is going on.

Once the first crawl is complete, click in Actions open the content source for editing, and set a crawl frequency.

  1. In Choose a Date, click to fire up a calendar and select a date. Only the data after the selected date is indexed.

  2. Use the Frequency dropdown to select how often SearchUnify should index the data. For illustration, the frequency has been set to Weekly and Tuesday has been chosen as the crawling day. Whenever the Frequency is other than Never, a third dropdown appears where you can specify the interval. Also, whenever Frequency is set to Hourly, then manual crawls are disabled.

  3. Click Set to save crawl frequency settings. On clicking Set, you are taken to the Rules tab.

Data Deletion and SU Index

Deleted team IDs are fetched through APIs between frequency crawls and removed from the SearchUnify index.