User Documentation

Create Search Filter for Entities

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Search criteria allow you to define specific conditions for searching Customer and Transaction entities. After you create the filter, you can use the Search API to perform the search. The maximum number of search filters with Prefix criteria (OR) you can create for a Customer entity per organization is two, and the maximum number of Combination criteria (AND) for an entity per organization is five.

To create a search filter, perform the following:

  1. Navigate to the Search Filter Configuration Page

  • Access the Organization Settings. Navigate to Master Data Management> Search Filters.

  • Alternatively, you can directly access the Search Filter configuration page using the provided URL: {host}/search-criteria/ui/. For example, for the Europe cluster, the URL is https://eu.intouch.capillarytech.com/search-criteria/ui/.

  1. Initiate New Search Filter Creation

  • On the Search Filter configuration page, click on the New search filter button. This action will open a new section where you can define your search filter.

  1. From the Entity drop-down, select the Entity. The available options are Customer and Transaction.

  2. In the Name field, enter a name for the Search Filter.

  3. Select the Search Condition (AND or OR).

    TransactionCustomer
    Only the AND condition is available. You can set the combinations of available fields and configure the search. For example, to enable search using bill number and bill date, you can select those fields with the AND condition. You can also set certain fields as mandatory as per your requirement.Both AND and OR conditions are available.

    AND: This is used for combination searches. For example, to search using a first name and the last name of a customer.
    OR: Used for partial search. For example, searching for a customer using first few letters of his name or mobile number.

  4. (Applicable only for AND condition) Specify the Search duration, which defines the data retention period for the filter. The maximum duration you can define is 365 days. By default, for the Customer entity with OR criteria, the search duration is 10 years.

  5. Select the fields you want to include in your search filter under the "Searchable fields" section. The available fields depend on the selected entity type (Transaction or Customer) and the search condition (AND or OR).

Transaction (AND)Customer (AND)Customer (OR)
Standard fields: outlierStatus, billDate, billNumber, andtransactionType .Standard fields: firstName, lastName.Standard fields: firstName, lastName, mobile, externalId, fullName, email.
Additional fields: storecode--
Custom fields and extended fields can also be selected.Custom fields and extended fields can also be selected.No custom and extended fields are available for OR filter.
The maximum number of allowed optional fields in AND filter for transaction is 5, and the maximum number of allowed mandatory fields is 6.The maximum number of allowed optional fields in AND filter for customers is 5, and the maximum number of allowed mandatory fields is 6.No limit
Only one date or date-time field is allowed in an AND filter for a transaction.Only one date or date-time field is allowed in an AND filter for a customer. The registration date is not a standard searchable field.-

  1. Select the mandatory fields that should be used while searching. For AND criteria, at least one field needs to be indexed and up to 6 mandatory and 5 non-mandatory fields are allowed. For OR criteria, there is no parameters are mandatory.

  2. Once you have selected the searchable fields and defined the search condition and duration, click the "Validate" button.

  3. On theConfirm filter creation dialog box, click "Yes, Sure". The validation takes 15-20 minutes.

  4. After successful validation, you need to activate the filter. To activate, navigate to the search filter you want to activate and select Activate from the meatball menu and click Create on the dialog box. The status of the criteria will be shown as "Activation in progress" and after activation, the status changes to Active.

  5. To deactivate a search filter, from the Search Filter list page, navigate to the search filter you want to deactivate and select Deactivate from the meatball menu. Once a filter is deactivated, it cannot be reactivated. You will need to create a new one if needed.


FAQs

  1. How are null values handled in the search?
    If a search is created using a field that has no value associated with it, you won’t receive any matching records when you perform the search. For example, if an indexed field called age has no assigned value, the system will not include those records in the search results.
  2. What is the default order for the search results?
    The search results are returned in descending order based on the registration date. This is the time when the customer data was initially entered into the collection—not the auto-update time. Even if a record is later updated, the ordering remains based on the original registration timestamp.
  3. What happens to deleted customers (PII deletion) in search results? Are changes to customer identifiers reflected in search?
    Deleted customers (due to PII deletion) are removed from search results. When a customer identifier is changed, these changes are also reflected in the search functionality.
  4. How can I perform a search?
    You can use or integrate the Search API to search.

Updated 1 day ago