KonaSearch Configuration Guide
Before You Begin
If you are here in the KonaSearch installation guide, it means you have successfully installed KonaSearch, you are "in" the KonaSearch application, and you are ready to configure it. If you do not already have the installation instructions open, you can get them by clicking on the red Installation Guide link.
Configuring KonaSearch requires the successful completion of 5 tasks:
- Establishing a secure connection between Salesforce and your search index.
- Indexing your Salesforce data to make it searchable.
- Adding a KonaSearch tab to your applications that you use to search your data.
- Adding the KonaSearch Gadget to your page layouts. The Gadget is a slide-out sidebar on the right side of the page that allows you to search from virtually everywhere in Salesforce.
- Assigning your KonaSearch licenses to your users.
Establish Secure Connection
- Click Configuration tab. Enter name of the Salesforce Instance for your org (na9, cs1, etc.) in the “Salesforce Instance” text box and Click Save. If you have created a custom Salesforce domain name for your organization using the My Domain service, enter the full domain name in the “My Domain” text box; e.g., https://custom_name.my.salesforce.com/.
- Click Object Setup tab. Then click “Register Org” button (the button will disappear after the registration is completed). This step registers your org with Kona and creates the necessary credentials for establishing and authenticating its connection with your search index.
- Click Authenticate tab. This authenticates the connection between your org and index. You will be asked to log in again to your org. This is part of the authorization security procedure. Once you have successfully logged in, you will be asked to allow KonaSearch to access your data. Click Allow.
Index Your Data
- Click Object Setup tab. The Object Setup tab allows you to define the Salesforce objects you want searched. Note that all your Custom Objects plus Custom Objects for all your managed packages are listed here as well. Select or deselect the objects you want searched. You may also select or deselect the object’s Chatter feed from the Chatter column on the right. Certain objects (e.g., User and Profile) are permanently selected and therefore grayed out. Once you have finalized your selection, click Save. You can change your selection at any time.
- Click “Update Profiles” button. This button creates a job that will send your object profile to your search index. Note you won’t see anything happening on the screen but the job has been launched.
- Click Configuration tab. The Configuration tab allows you to schedule when updates from your org are sent to the search index. You can send them once an hour on the hour (select first checkbox), once an hour on the half-hour (select second checkbox), or once every half hour (select both checkboxes). When done, click Save. Kona will begin indexing your data automatically according to your schedule.
- If you don’t wish to wait for the scheduled index time and force an index now, or you want to see your indexing progress, click Status tab. To see the latest status one time, click Refresh. The screen will update accordingly. To have the latest status update every 5 seconds, click Start Auto Refresh.
The Last Modified Date tells you when a record for the object was last modified; the Uploaded To Date tells you when the object was last uploaded to the search index. To force an upload to the index now, click either Upload Changes or Upload All Objects. Upload Changes uploads only the records that have changed since the last upload was performed. Upload All Objects will upload every record in your instance, overwriting everything that is currently in the index. For your very first index, both buttons do the same thing, but in practice it is recommended to use the Upload Changes command unless there is a specific reason not to.
If you scroll down, you will see the job status table. All indexing functions are run as batch jobs. The table shows the jobs currently running , in queue, or completed within the last 5 minutes.
Once you have launched your indexing process, you are free to leave your Salesforce session or continue to work. The indexing jobs will continue running regardless. You can even begin searching, although you will get only partial results for the jobs that completed. Total indexing time will vary depending on the amount of data you have in your org and the load you have on your system from your other apps.
Add KonaSearch Tab to Your Apps
KonaSearch includes a tab you use to search your data. The steps in this task let you add the tab to your Salesforce apps.
- Click "Your Name" | Setup | Create | Apps.
- Click Edit for each app you wish to add the KonaSearch search tab to (e.g. Sales).
- In the Available Tabs list, find "KonaSearch" and Click Add to add it to the Selected Tabs list. Position it by clicking Up and Down. We recommend placing it one or two tabs from Home. Click Save.
Add KonaSearch Gadget
KonaSearch includes a gadget that appears as a slide-out sidebar on the right side of most pages, allowing you to search from virtually anywhere in Salesforce. The steps in this task let you add the gadget to your Salesforce pages.
- Click "Your Name" | Setup | Customize | Home | Home Page Layouts.
- Click Edit for each Home Page Layout you wish to add the KonaSearch Gadget to.
- Under Select Narrow Components to Show select Kona DataSearch Gadget and then Click Next. "Kona DataSearch Gadget" should appear last in the Narrow (Left) Column list. You can position the component anywhere you like but we recommend keeping it last as you will not need to interact with it, the gadget itself is configured next. When finished, Click Save.
- Click "Your Name" | Setup | Customize | User Interface.
- Under Sidebar click Show Custom Sidebar Components on All Pages and then Click Save.
In this series of steps, you assign your KonaSearch licenses to your users (allow them to see and use the KonaSearch tab and Gadget). KonaSearch does not require license parity with Salesforce, so you may have fewer licenses of KonaSearch then Salesforce.
- Click "Your Name" | Setup | Manage Users | Profiles.
- Click Edit for each Profile you wish to assign a KonaSearch license.
- Under Custom Tab Settings, KonaSearch should be set to Default On. If not, please set it and then Click Save. This will return you to the Profiles list.
- Click Profile name to open Profile for reading. Scroll to Enabled Visualforce Page Access table (bottom of page) and click “Edit” button.
- The Visualforce pages listed in the following image should all be in the Enable Visualforce Pages list. If not, please add them and then click Save.
KonaSearch Testing Guide
Now that you have everything installed, it's time to test. To test the KonaSearch Tab and the KonaSearch Gadget, follow these steps:
- Select an application you added KonaSearch to and click the KonaSearch tab.
- If your sidebar is collapsed, expand it. This will make the Kona facets visible.
- Enter the wildcard character * in the search box. This should return all indexed content.
- Add up the facet counts under the Objects facet. The sum should be the total number of searchable records based on your current object profile.
In this example, we have a total of 124 objects in the index.
- Enter a term in the search box you know is in your data and examine the results.
- Select a facet (e.g. object type) to see if it filters the set of results properly.
- Select a Layout (e.g. Home or Leads) where you added the KonaSearch Gadget. The Gadget should be visible on the right edge of your window just below the Salesforce Quick Access menu (which is only visible if you are SA).
- Click the Gadget. It should slide out revealing a simple search layout.
- Enter a term in the search box you know is in your data and examine the results.
- Scroll the window vertically (if you can). The Gadget should not move up or down.
Click “Your Name” | Setup | Monitoring | Scheduled Jobs and you should see 1 or more of the following three jobs in the queue. Delete them. This should allow KonaSearch to uninstall successfully.
If an error occurs during the installation process, we suggest you retrace your steps. Make sure the authentication process succeeded, for example. Failing this step will not allow your org and index to recognize or communicate with each other. You can try it any time by clicking on the Authenticate tab in the KonaSearch app.
If an error occurs with search – missing data for example – you can re-index your data by clicking the Status tab in the KonaSearch app and then “Upload All Objects” button.
Still having problems? Please contact Kona and we'll be glad to help you out. Here’s how to get a hold of us: