Epicor ERP

Enterprise Search
Administration Course
10.2.300
Disclaimer
This document is for informational purposes only and is subject to change without notice. This document and its
contents, including the viewpoints, dates and functional content expressed herein are believed to be accurate as of its
date of publication. However, Epicor Software Corporation makes no guarantee, representations or warranties with
regard to the enclosed information and specifically disclaims any applicable implied warranties, such as fitness for a
particular purpose, merchantability, satisfactory quality or reasonable skill and care. As each user of Epicor software is
likely to be unique in their requirements in the use of such software and their business processes, users of this document
are always advised to discuss the content of this document with their Epicor account manager. All information contained
herein is subject to change without notice and changes to this document since printing and other important information
about the software product are made or published in release notes, and you are urged to obtain the current release
notes for the software product. We welcome user comments and reserve the right to revise this publication and/or
make improvements or changes to the products or programs described in this publication at any time, without notice.
The usage of any Epicor software shall be pursuant to an Epicor end user license agreement and the performance of
any consulting services by Epicor personnel shall be pursuant to Epicor's standard services terms and conditions. Usage
of the solution(s) described in this document with other Epicor software or third party products may require the purchase
of licenses for such other products. Where any software is expressed to be compliant with local laws or requirements
in this document, such compliance is not a warranty and is based solely on Epicor's current understanding of such laws
and requirements. All laws and requirements are subject to varying interpretations as well as to change and accordingly
Epicor cannot guarantee that the software will be compliant and up to date with such changes. All statements of
platform and product compatibility in this document shall be considered individually in relation to the products referred
to in the relevant statement, i.e., where any Epicor software is stated to be compatible with one product and also
stated to be compatible with another product, it should not be interpreted that such Epicor software is compatible
with both of the products running at the same time on the same platform or environment. Additionally platform or
product compatibility may require the application of Epicor or third-party updates, patches and/or service packs and
Epicor has no responsibility for compatibility issues which may be caused by updates, patches and/or service packs
released by third parties after the date of publication of this document. Epicor® is a registered trademark and/or
trademark of Epicor Software Corporation in the United States, certain other countries and/or the EU. All other
trademarks mentioned are the property of their respective owners. Copyright © Epicor Software Corporation 2018.
All rights reserved. Not for distribution or republication. Information in this document is subject to Epicor license
agreement(s).

ED906905
90521-10-1700-583101001
10.2.300
Revision: October 15, 2018 9:56 p.m.
Total pages: 28
course.ditaval
Enterprise Search Administration Course Contents

Contents
Enterprise Search Administration Course.............................................................................4
Before You Begin....................................................................................................................5
Audience.........................................................................................................................................................5
Prerequisites....................................................................................................................................................5
Environment Setup..........................................................................................................................................5
Enterprise Search Overview...................................................................................................7
Enterprise Searches................................................................................................................8
Enterprise Search - Basic Queries......................................................................................................................8
Enterprise Search - Advanced Queries..............................................................................................................9
Workshop - Enterprise Basic Search................................................................................................................10
Workshop - Using Advanced Search Features.................................................................................................11
Applying an Implicit AND to the Search..................................................................................................11
Applying a Without to the Search...........................................................................................................12
Applying an OR to the Search.................................................................................................................12
Applying Enterprise Search Index Keywords to the Search.......................................................................13
Applying Data Tags to the Search...........................................................................................................13
Wildcard Searches..................................................................................................................................14
Working with Enterprise Search..........................................................................................15
Workshop - Configure a Search Index............................................................................................................15
Optional Exercise - Configure a User Account for Indexing......................................................................15
Register a Search Server..........................................................................................................................16
Create and Build Search Index................................................................................................................17
Deploy the TrainingDefault Index............................................................................................................18
Workshop - Add a BAQ to a Search Index......................................................................................................19
Create the BAQ......................................................................................................................................19
Add BAQ to a New Template..................................................................................................................20
Build and Test a New Search Index..........................................................................................................22
Deploy the XXXEpicorERPWithRMA Index...............................................................................................24
Workshop - Enterprise Quick Search..............................................................................................................25
Workshop - Epicor Enterprise Search Anywhere.............................................................................................26
Conclusion.............................................................................................................................27

Epicor ERP | 10.2.300 3

Enterprise Search Administration Course Enterprise Search Administration Course

Enterprise Search Administration Course

This course describes how to set up and use Enterprise Search to search across the data in the Epicor application
database.
Upon successful completion of this course, you will be able to:
• Perform simple and more advanced Enterprise Search queries.
• Enable the default Enterprise Search functionality for an Epicor installation.
• Customize search results by configuring Business Activity Queries (BAQs) and adding them to Enterprise
Search.

4 Epicor ERP | 10.2.300

Enterprise Search Administration Course Before You Begin

Before You Begin

Read this topic for information you should know in order to successfully complete this course.

Audience

Specific audiences will benefit from this course.

• System administrator.
• BAQ designer.
• Managers.
• IT/Technical Staff.

Prerequisites

To complete the workshops in this course, the necessary modules must be licensed and operating in your training
environment. For more information on the modules available, contact your Epicor Customer Account Manager.
It is also important you understand the prerequisite knowledge contained in other valuable courses.
• An Introduction to Epicor ERP Course - This course introduces navigational aspects of the Epicor application's
user interface. Designed for a hands-on environment, general navigation principles and techniques are available
at each of the interface levels in the Epicor application - system, module, and program. Workshops focus on
each of these levels and guide you through each navigational principle introduced.
• Database Concepts Course - This course reviews the table and field name identification process using Field
Help, Customization Tools, and the Data Dictionary Viewer functionality. It also describes table linking
procedures and requirements, Dataset Relationships Tracker features, and join type definitions and specifications.
• Business Activity Queries Course - This course introduces the Business Activity Query (BAQ) Designer data
extraction tool. It discusses data location concepts and provides an overview of query building techniques
using the Phrase Builder, the Criteria Wizard, and the Calculated Field Wizard.
• Recommended knowledge -
• Familiarity with Epicor application installation process, servers, and components.
• Experience writing Business Activity Queries (BAQs).

Environment Setup

The environment setup steps and potential workshop constraints must be reviewed in order to successfully
complete the workshops in this course.
Your Epicor training environment, in which the Epicor demonstration database is found, enables you to experience
Epicor functionality in action but does not affect data in your live, production environment.

Epicor ERP | 10.2.300 5

Before You Begin Enterprise Search Administration Course

The following steps must be taken to successfully complete the workshops in this course.

1. Verify the following or ask your system administrator to verify for you:
• Your Epicor training icon (or web address if you are using Epicor Web Access) points to your
Epicor training environment with the Epicor demonstration database installed. Do not complete
the course workshops in your live, production environment.
Note It is recommended that multiple Epicor demonstration databases are installed. Contact
Support or Systems Consulting for billable assistance.

• The Epicor demonstration database is at the same version as the Epicor application. The
demonstration database is installed from the Epicor Administration Console using the "Add Demo
Database" command under Database Server. See Epicor ERP installation guides for details. If you are an
Epicor Cloud ERP customer (and have licensed embedded education), the demonstration database is
installed for you.
• Your system administrator restored (refreshed) the Epicor demonstration database prior to
starting this course. The Epicor demonstration database comes standard with parts, customers, sales
orders, and so on, already defined. If the Epicor demonstration database is shared with multiple users
(that is, the database is located on a server and users access the same data, much like your live, production
environment) and is not periodically refreshed, unexpected results can occur. For example, if a course
workshop requires you to ship a sales order that came standard in the Epicor demonstration database,
but a different user already completed this workshop and the Epicor demonstration database was not
restored (refreshed), then you will not be able to ship the sales order. If you are an Epicor Cloud ERP
customer see section below.

2. Ensure the training environment has access to an Enterprise Search Server. It can be a production search
server because, in this course, you will configure Enterprise Search Indexes based only on the training
database.

3. For you to be able to do the Using Epicor Enterprise Search Anywhere workshop, your administrator must
perform the setup procedure for Epicor Enterprise Search Anywhere in the Epicor Administration Console
online help. This procedure includes the instructions for installing, from the Enterprise Search website, the
Epicor Enterprise Search Anywhere client on the machine where you are taking the course.

Epicor Cloud ERP Specific Information

Note If you are an Epicor Cloud ERP customer, then note the following about your Epicor-hosted education
company. All logins referenced in the course (such as manager, or epicor) should be changed to be the
<site ID>-. For example, if your site ID is 98315, then wherever you are instructed to use the login epicor,
instead use 98315-epicor. The password is the same as the login name.

Note To refresh your Epicor training data, enter a support ticket in EpicCare and include your site ID.

6 Epicor ERP | 10.2.300

Enterprise Search Administration Course Enterprise Search Overview

Enterprise Search Overview

Enterprise Search is a full-text indexing solution for open-ended searching of Epicor data.
Like Internet search engines that take your simple text query and find the information you are looking for out of
the enormous amount of material on the Internet, Enterprise Search also takes a simple text query and finds the
Epicor data you are looking for out of the Epicor application database. Unlike using Epicor search forms that
return results for a particular record type, using Enterprise Search you get results that include different record
types but are related to each other by your search query (which for example could be a specific customer name,
a part number, a phrase used in a call detail etc). Enterprise Search results can be displayed in a classic paragraph
style similar to internet search results or a datagrid style more like standard Epicor search results. In either style
of results, users can right-click links in results and perform an "open with" action to open a record in the Epicor
form associated with that record type (for example, open a job record in Job Entry).
Enterprise Search works by using a collection of Business Activity Queries (BAQs) to define the Epicor data that
gets indexed. The BAQs are also used at runtime to run the query against the index in the context of the search
user. The collection of BAQs, other metadata (ranking and keywords can be added outside of a BAQ), and
database connection information make up an Enterprise Search Index definition. Once you have an index definition,
you build the index against which searches are run. You also set a schedule to automatically rebuild the index to
keep the index data updated. Enterprise Search ships with a default index definition (minus the information for
connecting to the target Epicor application database) that returns a broad spectrum of Epicor data. This index is
sufficient for many installations.
Important You cannot create, edit, or delete pre-configured BAQ definitions in Epicor Enterprise Search
standard edition. An Epicor Search Enterprise premium edition license is required to enable the create, edit,
and delete functionality.

Enterprise Search uses two databases: the Epicor application database and an Enterprise Search database. Your
Epicor application database is the data source on which search results are being returned and is the database
that is identified in your Enterprise Search Index definition. The Enterprise Search database, which is a component
of the Enterprise Search Server configuration, contains custom tables for each search index you create. These
tables include the definition data of tables and fields that make up the BAQs in the index as well as an index
table that is built when you index the database, containing a mapping between every unique word that is found
and a key value to map to a record in the Epicor application database. The Enterprise Search database contains
none of the application data and can in fact be deleted and recreated at will since the primary repository for the
Enterprise Search Index definitions is xml files located on the Enterprise Search Server.

Epicor ERP | 10.2.300 7

Enterprise Searches Enterprise Search Administration Course

Enterprise Searches

This section describes how users perform basic and advanced queries in Enterprise Search.
Your instructor may demonstrate these searches, or if you are doing this course on your own, you can return to
this section later once you have performed the workshops in Working with Enterprise Search, where you will
configure Enterprise Search for your training installation.

Enterprise Search - Basic Queries

You can launch Enterprise Search from the application Home Page or Menu application, enter search text, and
retrieve results from a wide range of Epicor data (depending on how your administrator configured the search
index). You can open Epicor records from the results.
For Enterprise Search to be available as a search resource, Enterprise Search must be installed and configured
per the installation guide.

1. Click Search (magnifying glass icon) in the upper right corner of the application Home Page or Menu
application to display the Search application.

2. In the Search Panel, select Enterprise Search from the listed search resources, type a value in the search
field, and click the magnifying glass icon.
The results display on the Enterprise Search pane in list format. In a listing, links that contain references to
the search text display organized by record types. The search index definition determines the ranking of the
record types.

3. Click Next at the bottom of the pane to view more results.

4. In a search result listing, the first line under the link starts with the record type. Other record types display
within the Tags box. Click a different record type in the Tags box to filter the results to only the selected
record type.

5. Click Show all Sources to stop filtering.

6. To display a search result using a specific program (for example open a Job record in Job Entry), select the
link.

7. Within a search result listing, you can hover mouse and when hand icon appears, click to initiate a new
search of the clicked item. You can also click links within results to open the record in its associated program,
or right-click to select among different programs capable of opening the record.
The specific program launches, and it displays a record which contains your search text. You may need to
navigate through the record to locate the search text.

8. Click Switch to Grid View or click Switch to Classic View to view the search results different ways.
Grid View displays the search results in a format typical of other Epicor forms. You can right-click cells in
the grid view to open records in specific programs and export records to Microsoft Excel.
Note When records are deleted in the database, and the search index is not yet updated to reflect
those deletions, the set of records sent for display as a page of results may have gaps. For example,

8 Epicor ERP | 10.2.300

Enterprise Search Administration Course Enterprise Searches

on page 1 of the results, there might be 1, 2, 3, 4, 6, 7, 9, 10 where 5 and 8 had been deleted so no
link could be made. If this happens frequently, increase the frequency of index builds. Note that gaps
can also occur when a user does not have rights to view some search results.

Enterprise Search - Advanced Queries

This topic lists ways to format your search text to return more specific results.

Basic Search
Enter search text to retrieve any records that include the word or words. For example:
• The search text consignment returns records that contain the word "consignment".
• The search text consumer goods returns records that contain both words, but the words do not have to
appear together. This search text is essentially the same as entering consumer AND goods.

Phrase Search
Enter the search text surrounded by quotes to retrieve any records that contain the exact phrase. For example,
the search text "consumer goods" returns records only if they appear together. This search text would not
return records that contain "consumer packaged goods".

Wildcard Search
Enter a wildcard character with your search text to retrieve a range of results. The following wildcards are available:
• * (asterisk) - Represents one or more characters. For example, the search text con* returns records that contain
words beginning with con such as container, containerization, contact, or contract.
• ? (question mark) - Represents a single character. For example, the search text ?ab returns records that contain
"lab" or "tab" but not "grab."

OR Search
Enter OR between words in your search text to retrieve any records that contain the words on either side of
"OR". For example, the search text stock OR non-stock returns records that contain either word - "stock" or
"non-stock".

Explicit Without Search

Enter a hyphen (-) before a word in your search text to retrieve records that do not contain a specific word. For
example, the search text lead time -demand returns records that contain the words "lead" and "time", but
not the word "demand".

Search Keywords
Search keywords are added to Enterprise Search indexes either by your administrator or exist by default as installed.
You can use search keywords to filter results to records that were indexed to be associated with the search
keywords. For example, the search keywords Order and SO are associated with sales order records. The search
text order critical or SO critical returns sales order records that contain the word "critical."
Epicor administrators can view and edit the search keywords in the Enterprise Search Management console. The
keywords are in the properties sheet of each BAQ definition in Enterprise Search Management console.

Epicor ERP | 10.2.300 9

Enterprise Searches Enterprise Search Administration Course

Data Tag Keywords

By default, data tag data is automatically searchable. Any search includes your private tag and all public tag data
as an "OR" condition. So the search term Smith would find "Smith" in any records or "Smith" in any data tag
record. If you specifically want to search only one data tag use the convention of adding tag:<tagname>. So
tag:importantcustomer Smith would search for records that have for the data tag importantcustomer AND
"Smith" somewhere in the record text. You can have multiple tag:tagname items in a single search query.
There is also a special tag:MyTags convention. Adding tag:MyTags to search query limits the search to records
to which you added a private data tag, regardless of the data tag name. For example, the search tag:MyTags
Smith looks for "Smith" among all records to which you added a private data tag.

Date Search
Enter a date in your search text, in any of the following formats, to retrieve records that contain a specific date.
• 2010-01-01T00:00:00 (date:time)
• 01/12/2010 (mm/dd/yyyy or dd/mm/yyyy)
• 1/12/2010 (m/dd/yyyy or d/mm/yyyy)
• 1/12/10 (m/dd/yy or d/mm/yy)

Workshop - Enterprise Basic Search

In this workshop, perform a simple search and switch between the classic and tabular search-results views.

1. If you are in an on-premise environment, log into the Epicor ERP using the credentials epicor/epicor. If you
are in an Epicor Cloud ERP environment, log into the application using <siteID>-epicor; for example enter
94193-epicor.

2. Click Search (magnifying glass icon) in the upper right corner of the application Home Page or Menu
application to display the Search application.

3. In the Search Panel, verify that Enterprise Search is selected, type Dalton in the search field, and click the
magnifying glass icon.
The results display on the Enterprise Search pane in the Classic View list format. Results in this case relate
to the customer Dalton Manufacturing, one of the customers in the Epicor Education database.

4. In the Tags box, click Order Lines.

The search results now are filtered on the Order Lines record type and are displayed by order line number.

5. Choose a list item and, in the displayed information about that item, locate Order=XXXX, where XXXX is
a sales order number.

6. Right-click XXXX to display a menu of all programs that are associated with that order number, and choose
Sales Order Entry.
The Sales Order Entry program opens with Sales Order XXXX displayed.

7. Close the Sales Order Entry Program.

8. Back at the Search Results sheet, click Switch to Grid View.

10 Epicor ERP | 10.2.300

Enterprise Search Administration Course Enterprise Searches

The search results switches to a tabular presentation. Note that filtering on the Order and Line still is applied,
and the available record types now are displayed in a drop-down list at the top of the sheet.

9. In the Grid View, right-click a column header and review the various options for sorting and filtering the
grid, such as ascending/descending sort on selected column, group data by selected column, and filtering
of the data within a column.

10. Click Switch to Classic View.

The search results return to the list view. Again the Orders filter still is applied.

11. Click Show all sources.

This cancels the filtering on the Order Lines record type and all search results now are shown. The Tags box
again displays all applicable record types.

12. Remain in the Epicor ERP application for the next workshop.

Workshop - Using Advanced Search Features

In this workshop, experiment with formatting search text to return more specific results.
Earlier in this section of the course, you saw an overview of the search types that can be enabled by formatting
and adding operators to your search text.

Applying an Implicit AND to the Search

An implicit AND is applied between two words in the search text, causing the search results to return records
that contain both words.
This exercise starts with a basic search on single word. A two-word phrase enclosed in quotes is then added to
the search string. The search applies an implicit AND between the single and phrased words.

1. Ensure that you are logged into Epicor as user epicor/epicor. If you are in an Epicor Cloud ERP environment,
log into the application using <siteID>-epicor; for example enter 94193-epicor.

2. Click Search (magnifying glass icon) in the upper right corner of the application Home Page or Menu
application to display the Search application.

3. In the Search Panel, verify that Enterprise Search is selected, type Addison in the search field, and click
the magnifying glass icon.
This returns all results relating to the customer Addison, INC.

4. To perform a phrase search with an implicit AND, in the Search field, leave Addison, add "Andrew Addisen",
and click Go.
This narrows the search to results that include Addison and the phrase Andrew Addisen.

Epicor ERP | 10.2.300 11

Enterprise Searches Enterprise Search Administration Course

Applying a Without to the Search

A hyphen (-) placed before a word in the search text causes the search results to not include records that contain
that word.

1. In the Search Panel, type EPIC06 in the search field, and click the magnifying glass icon.
All records that relate to the company EPIC06 are displayed.

2. In the Tag box, click Invoices.

This filters the displayed results to records relating to the EPIC06 company and tagged as being related to
the Invoices record type.

3. To filter the results further by applying an explicit without search, in the Search field, leave EPIC06, type a
space and then -Addison, and click the magnifying glass icon.
Note At least one other word must always be included in your search text in addition to the word
with a hyphen (-).

.
The displayed results now relate to the EPIC06 company, are tagged as being related to Invoices, and records
relating to the customer Addison are removed.

4. Click Show all sources.

This cancels the filtering on the Invoices record type and all search results now are shown. The Tags box
again displays all applicable record types.

Applying an OR to the Search

An OR placed between words in the search text causes the search results to include records that contain any of
the words on either side of OR.

1. In the Search Panel, type Davis in the search field, and click the magnifying glass icon.
The search returns a list of Purchase Order records for the Purchase Agent Ewan Davis.

2. Click Switch to Grid View.

This will make it easier to see the results of searching with the OR operator in the next step.

3. In the Search field, change the search text to Davis OR "House Account" and click the magnifying glass
icon.
The search returns a list of Purchase Order records with the Purchase Agent being either Ewan Davis or
House Account.

12 Epicor ERP | 10.2.300

Enterprise Search Administration Course Enterprise Searches

Applying Enterprise Search Index Keywords to the Search

Enter a search keyword to filter results to records that were indexed to be associated with the search keyword.
Search keywords are included in the shipped enterprise search index BAQs. Under Search Management in the
Epicor Administration Console, existing keywords are displayed in the properties sheet of each BAQ in a search
index. This also is the location where you can add your own keywords.

1. Verify that the search results panel is in Classic View with Show all sources selected.

2. In the Search Panel, type dalton in the search field, and click the magnifying glass icon.
Search results include all records that include the word dalton. The tag box on the right indicates that multiple
search index BAQs returned records during the search.

3. In the Search field, change the search text to invoice dalton and click the magnifying glass icon.
In the Enterprise Search configuration, the search index BAQ for invoice records includes invoice as a
keyword. The search results are now narrowed to records returned by that BAQ and with dalton somewhere
in the record text.
Note Keyword searches do not work by themselves - at least one other search word must be included
in your search text. For example, the search word invoice does not return any invoice records, you
must specify another search word to show invoice that include this search word.

The tag box now indicates that search results are from that one BAQ.

Applying Data Tags to the Search

This exercise demonstrates the location for adding data tags to records.
Data tag searches allow you to search for records that are grouped by private or shared tags. The tags are
unstructured text values that provide a way to associate otherwise unrelated records so that you or other users
can search for them.

1. In the Search Panel, type dalton in the search field, and click the magnifying glass icon.
Search results include all records that include the word dalton.

2. In the Tags box, click Quotes.

This narrow the search results to quote records that include dalton.

3. Click the link in the topmost result to open the record in the Opportunity/Quote Entry program.

4. Right-click the Opportunity/Quote number and select Tag Record.

The Data Tags window opens. This is the location for entering private tags (My Tags) or shared tags that
can be applied to enterprise searches.

5. Close the DataTags window.

Epicor ERP | 10.2.300 13

Enterprise Searches Enterprise Search Administration Course

Wildcard Searches

A wildcard character * or ? placed before a search text causes the search results to return words that contain
this search text. The asterisk represents one or more characters while the question mark represents a single
character. Wildcard searches can match only text or numeric values, but not date values.

1. In the Search Panel, type *con in the search field, and click the magnifying glass icon.
The search text con* returns records that contain con, such as container, contact, or contract.
Note Note this query can be slow, as it needs to iterate over many terms. In order to prevent extremely
slow wildcard queries, a wildcard search text should contain as many characters as you can enter.

2. In the Search Panel, change the text to ?ab and click the magnifying glass icon.
The search text ?ab returns records that contain, for example, lab or tab but not grab.

3. Close the Enterprise Search Results window, and the application

14 Epicor ERP | 10.2.300

Enterprise Search Administration Course Working with Enterprise Search

Working with Enterprise Search

In this section, you will complete workshops that demonstrate how to set up the search indexing that is required
to enable Enterprise Search in an Epicor application installation. Two additional workshops demonstrate using
Enterprise Quick Search in the Epicor application and Epicor Enterprise Search Anywhere in Microsoft Office
applications.

Workshop - Configure a Search Index

In this workshop, use Enterprise Search Manager to register a search server and then create, build, and deploy
a search index from the default search template.
Enterprise Search Manager is part of Epicor Administration Console, which is installed with base Epicor installation.

Optional Exercise - Configure a User Account for Indexing

This exercise walks you through creating a "super-user" account that Enterprise Search can use to generate a
search index.
Note This exercise can be skipped when you take this course in the Epicor training environment. In the
training environment, your activities are based on the Epicor System Admin user, which has the access
rights needed for creating a comprehensive index.

The account used to generate the index must have broad rights in Epicor so that access is available for all records
that might be indexed.
To configure the user account for indexing:

1. Note your Windows account user name and domain. Log on to the Epicor training installation using the
epicor account (password: epicor). If you are in an Epicor Cloud ERP environment, log into the application
using <siteID>-epicor; for example enter 94193-epicor.

2. Under the Epicor Education (Main site) company, navigate to System Setup > Security Maintenance.
Double-click User Account Security Maintenance to start User Account Maintenance.

3. In the User ID field, enter your Windows account user name and press the Tab key. Click Yes on the Add
New Confirmation dialog.

4. For Name enter your full name. For Domain, enter your Windows domain. For Domain User ID, enter
your Windows user name.
Note This step is done for the next workshop so that this account can use the stand-alone Enterprise
Search web site.

5. Navigate to the Company sheet. From the File menu, select New > New Company. In the Company
field, select Epicor Education. Click the double right arrow icon to move all sites to the Authorized sites
side.

6. Navigate to the Group sheet. Click the double right arrow icon to move all groups to the Authorized side.

Epicor ERP | 10.2.300 15

Working with Enterprise Search Enterprise Search Administration Course

7. Navigate to the Options sheet. Select Allow Enterprise Search.

8. Navigate to the Detail sheet. Clear the Account Disabled check box.

9. From the File menu, select Save. Close the User Account Maintenance window.

10. Navigate to Sales Management > Customer Relationship Management > Setup.

11. Double-click Work Force to open Work Force Maintenance. Enter AARON for Work Force ID and press the
Tab key.
Note The AARON work force is being used because the View All Territories option is selected.
Having the indexing user with this option ensures that BAQ security does not prevent some sales data
from being indexed.

12. From the File menu, select New > New Authorized User. For Authorized User, start typing your full name
until you can select the full name of the user account you created in the first part of this procedure. From
the File menu, select Save. Close the Work Force Maintenance window.

13. Close the Epicor ERP application. Launch the application again and login with the new user account you
just created. Create a password when prompted. Close the application after successful login.

Register a Search Server

In this exercise, register your Enterprise Search Server in the Epicor Administration Console.
Before proceeding, the Enterprise Search Server components must already be installed .
You may already have an Enterprise Search Server registered. If this is the case, you can skip this exercise.
To register your Enterprise Search Server:

1. You launch the Epicor Administration Console from your server machine. Depending on your operating
system, you launch this tool in different ways:
• If you are on Windows SQL Server 2008 R2, click Start > All Programs > Epicor Software > Epicor
Administrative Tools > Epicor Administration Console.
• If you are on Windows SQL Server 2012, press the <Windows> + F button to display the Charms bar;
from the Apps screen, select Epicor Administration Console.

2. Right-click Enterprise Search Management and select Register Search Server.

Note that you may have to look in the toolbar for the Register Search Server wizard dialog.

3. Click Next on the wizard's welcome screen.

4. Specify the server where the Enterprise Search Server components are installed:

a. For Name, type the name of the server where Enterprise Search is installed. Click Ping Server to validate
the server connection.

b. For Port, type 9098. Click Validate Service to Continue to validate the port assignment.

c. When both validations are successful, click Next.

16 Epicor ERP | 10.2.300

Enterprise Search Administration Course Working with Enterprise Search

5. The Enterprise Search database SearchIndex<Version> already exists in the Epicor training environment
and it is likely that the wizard will skip this step. If an Enterprise Search database is not detected, specify the
SQL Server instance and database that will become the Enterprise Search database that hosts your search
indexes:

a. For Server Name, select the SQL Server instance on the server where the Enterprise Search Server
components are installed.

b. For Log on to the server, select Use Windows Authentication or Use SQL Server Authentication.

c. Click Test Connection to validate the server name and credentials.

d. For Enter the name for your Search Index Database, it is recommended that you select the default
value. For example, select SearchIndex<Version>.

e. Click Next.

If the named Enterprise Search database already exists (for example, a database created using Enterprise
Search Manager's Create Database action), the connection is added to the search server configuration. If
the named database does not exist, it is automatically created and the connection is added to the search
server configuration.

6. A summary page is displayed. Click Finish.

Create and Build Search Index

In this exercise, use the shipping default BAQ collection template and build an index.
The information needed for a search index definition is:
• A BAQ collection template
• The Epicor server to index
• The connection information for the Epicor application database being indexed
To create a search index definition, and build the index:

1. Launch the Epicor Administration Console.

2. Navigate to Enterprise Search Management > Search Server Name > Search Indexes, right-click and
select Create Index.
The Search Index Creation Wizard displays.

3. In the Template field, select EpicorERP (this is the Epicor shipping collection of pre-configured BAQ
definitions). Click Next.

4. Identify the Epicor application server and user:

a. The settings in Endpoint, Binding, Operation Timeout, Validate WCF Certificate and DNS Identity
must match the same settings in the application server configuration.
To access and copy the settings for your application server:
• In the Epicor Administration Console, go to Server Management > ServerName in the tree on
the left.
• Select ApplicationServerName and click Properties in the Actions pane on the right.

Epicor ERP | 10.2.300 17

Working with Enterprise Search Enterprise Search Administration Course

• In the ServerName Properties dialog box, the settings are displayed on the Application Server
tab.
Important Do not change the settings in the ServerName Properties dialog box.

b. For Epicor User name and Password, enter epicor and epicor.

c. Click Test Connection to test your connection to this Epicor application server.

d. Click Next.

5. Click the Select one or more companies radio button and select Epicor Education (EPIC06). Click Next.

6. Set up the connection to your Epicor application database:

a. For Server Name, enter or select the SQL Server instance that hosts your Epicor application database.

b. Select Windows or SQL Server authentication.

c. Click Test Connection to verify you have access.

d. For Connect to a Database, select the Epicor application database . The Epicor Application database
is listed under the Database Server Management node on the tree to the left.

e. Click Next.

7. For name, type TrainingDefault. Do not use any spaces in the name. Click Next.

8. Review your choices. To change any information, use the Previous button. Otherwise click Finish to create
the search index.

9. Right-click the newly-created TrainingDefault index under Search Indexes, and select Rebuild Search
Index. Click OK to start building the index.
When the index build finishes, a text file of index results displays.

Deploy the TrainingDefault Index

In this exercise, make the TrainingDefault search index available to Epicor users.
To set the search index URL and to verify user access to the Enterprise Search feature:

1. Ensure that you are logged into Epicor as user epicor/epicor. If you are in an Epicor Cloud ERP environment,
log into the application using <siteID>-epicor; for example enter 94193-epicor.

2. Under Epicor Education, navigate to System Setup > Company/Site Maintenance > Company
Maintenance and verify that you are on the General Settings tab.

3. For Search URL under Enterprise Search settings, enter http://localhost:8098/search/TrainingDefault.

Tip A search URL set at the company level can be overridden by a search URL set in the user
configuration, which in turn can be overridden by a URL set in the <EnterpriseSearchURL>
element in the .sysconfig file.

18 Epicor ERP | 10.2.300

Enterprise Search Administration Course Working with Enterprise Search

4. Save and close Company Maintenance.

5. Open System Setup > Security Maintenance > User Account Security Maintenance and do the
following:

a. On the Detail sheet, for User ID, type epicor and press Tab.

b. On the Options sheet, under Access Options, ensure that Allow Enterprise Search is selected.

c. Also on the Options sheet, under Enterprise Search, ensure that Use Default URL is selected.

d. Save and close User Account Maintenance.

You can repeat these steps to verify or set up other users. All users in your system who have these options
set and also have access to the EPIC06 company will be able to search using the TrainingDefault search
index.

6. To test the index, run Enterprise Search from within the application:

a. Click Search (magnifying glass icon) in the upper right corner of the application Home Page or Menu
application to display the Search application.

b. In the Search Panel, verify that Enterprise Search is selected, type a word or phrase (for example,
Dalton) in the search field, and click the magnifying glass icon.
This returns all results relating to the search term.

This is an opportunity to again try the search techniques presented in the Performing Enterprise Searches
workshops earlier in this course.

Workshop - Add a BAQ to a Search Index

In this workshop, add a BAQ to a search template, configure the BAQ definition in Search Management, and
build and generate a new index.
You may be interested in modifying (by addition or subtraction) the default collection of shipped BAQs that make
up the default search template. You may, for example, want more or less Epicor data to be available through
Enterprise Search. This workshop demonstrates the process of adding a BAQ so that additional data is indexed.
Important The Enterprise Search standard edition does not allow adding BAQs, removing BAQs, saving
a new search template, or editing the fields on the BAQ Properties form. An Enterprise Search premium
edition license is required to enable those features.

This workshop shows the best practice of copying the default template and making your changes in a new
template. This workshop also shows how to use the Enterprise Search Management website as a resource for
testing the new index.

Create the BAQ

In this exercise, you will create a BAQ for the Return Material Authorization (RMA) business entity by copying an
existing BAQ.
Any BAQ used for Enterprise Search must have a primary key column. Also in order for data tag search syntax
to work in Enterprise Search, BAQs must have the SysRowId column (this can also be the primary key). In this
exercise, you will copy an existing BAQ for RMA data to use it for Enterprise Search since the default set of BAQs
does not include RMA data.

Epicor ERP | 10.2.300 19

Working with Enterprise Search Enterprise Search Administration Course

Important When searching with Enterprise Search, the search string is run against the full index. Before
the search results are displayed, they are filtered by the field security rules that apply to the user performing
the search, and the BAQ SQL itself is run again against the results in the context of the user performing
the search, applying Company, site, Sales Territory, and Payroll Class security.
Your methods of limiting data access through Enterprise Search for BAQs you add are as follows:
• Ensure you have established field security using Field Security maintenance in Epicor on relevant
tables/columns. Note that Field Security Maintenance affects data access from any point, not just
Enterprise Search.
• Construct your BAQ SQL statement so that the user context is part of the SQL query with the purpose
of limiting records as needed beyond the standard BAQ filtering on Company, site, Sales Territory, and
Payroll Class.

To create the BAQ:

1. Ensure that you are logged into Epicor as user epicor/epicor. If you are in an Epicor Cloud ERP environment,
log into the application using <siteID>-epicor; for example enter 94193-epicor.

2. Navigate to Executive Analysis > Business Activity Management > Setup and double-click Business
Activity Query.

3. For Query ID, enter zCustTrackerRMAs01 and press the Tab key.

4. From the Actions menu, select Copy Query.

5. For the Copy To Query ID, enter entSearchRMA and click OK.
You are now working on the entSearchRMA query in BAQ Designer.

6. Select the Query Builder sheet, and then the Display Fields sheet, and do the following.

a. On the left side expand the RMADtl table.

b. Highlight the SysRowID column.

c. Click the right arrow icon to move SysRowID into the list of Display columns.

Now the SysRowID column will be available so you can mark it in a later step as the surrogate (primary) key
in Enterprise Search Management console.

7. Navigate to the General sheet and select Shared.

8. From the File menu, select Save to save the entSearchRMA BAQ.

9. Close Business Activity Query Designer.

Add BAQ to a New Template

In this exercise, you will add the new BAQ to a copy of the default search template and configure the BAQ
definition properties.
To add and configure the BAQ in a new search template:

20 Epicor ERP | 10.2.300

Enterprise Search Administration Course Working with Enterprise Search

1. Launch the Epicor Administration Console from your server machine. Depending on your operating
system, you launch this tool in different ways:
• If you are on Windows SQL Server 2008 R2, click Start > All Programs > Epicor Software > Epicor
Administrative Tools > Epicor Administration Console.
• If you are on Windows SQL Server 2012, press the <Windows> + F button to display the Charms bar;
from the Apps screen, select Epicor Administration Console.

2. In the console tree, navigate to Enterprise Search Management.

3. Under your search server, do the following:

a. Expand Search Templates.

b. Right-click the EpicorERP template and select Copy Template.

c. For Target Template type XXXEpicorERP (where XXX are your initials).

d. Click OK.

4. Right-click the new XXXEpicorERP template, select Add BAQ and do the following:
You may have to look in the taskbar to find the BAQ Selection Wizard dialog when it displays.

a. The settings in Endpoint, Binding, Operation Timeout, Validate WCF Certificate and DNS Identity
must match the same settings in the application server configuration.
This is the same information that you used when you created a search index in the previous workshop.
To access and copy the settings:
• In the Epicor Administration Console, go to Server Management > ServerName in the tree on
the left.
• Select ApplicationServerName and click Properties in the Actions pane on the right.
• In the ServerName Properties dialog box, the settings are displayed on the Application Server
tab.
Important Do not change the settings in the ServerName Properties dialog box.

b. For Epicor User name and Password, epicor and epicor.

c. Click Validate Connection to Continue and verify the connection to the application server was
established.

d. Click Next.

e. In the Name field, enter entSearchRMA. The entSearchRMA BAQ that you created in the previous
exercise is highlighted in the list.

f. Click Finish.

5. Select the XXXEpicorERP template to display its BAQ list and double-click entSearchRMA to open its
properties.

6. Click the Fields tab and do the following.

a. Scroll down and highlight last field RMADtl.SysRowID.

Epicor ERP | 10.2.300 21

Working with Enterprise Search Enterprise Search Administration Course

Having the GUID identifier field SysRowID in your Enterprise Search BAQ is necessary to enable the use
of the data tag search syntax within the results indexed because of this BAQ.

b. Select Surrogate Key so this field is used as primary key.

c. Clear Show In Results since this is only an ID field that does not need to be shown.

d. Ensure that you leave Index field selected. The surrogate keys from a table must be indexed.

e. Click Apply.

f. Scroll to top and select the field RMAHead.RMANum.

g. For Title Position, enter 0 and click Apply.

h. Select the field RMADtl.LineDesc.

i. For Title Position, enter 1 and click Apply.

7. Click the BAQ Definition tab and do the following.

a. For Display Results Header, delete the current text and enter RMA {0} {1}.
This convention will use the Title Position 0 and 1 values you defined in previous step to populate the
results header.

b. For Search Keywords, enter RMA.

c. For Plural Name enter RMAs.

d. Click OK.

8. Right-click the entSearchRMA BAQ definition and select Validate.

9. Click OK on the successful validation message.

Build and Test a New Search Index

In this exercise, you will build a search index from the new template with the added RMA BAQ, and test it using
the Enterprise Search Management website, which is a quick way to test and tune indexes when working in the
Epicor Administration Console.
To build and test the index:

1. On a computer where Epicor Administration Console is installed, navigate to Start > All Programs > Epicor
Software > Epicor ERP folder > Epicor Administration Tools > Epicor Administration Console.

2. Navigate to Enterprise Search Management > Search Server Name > Search Indexes, right-click and
select Create Index.
The Search Index Creation Wizard displays.

3. In the Template field, select XXXEpicorERP (where XXX are your initials) and click Next.

4. Identify the Epicor application server and user:

22 Epicor ERP | 10.2.300

Enterprise Search Administration Course Working with Enterprise Search

a. The settings in Endpoint, Binding, Operation Timeout, Validate WCF Certificate and DNS Identity
must match the same settings in the application server configuration.
This is the same information that you used when you created the new template in the previous exercise.
To access and copy the settings:
• In the administration console, go to Server Management > ServerName in the tree on the left.
• Select ApplicationServerName and click Properties in the Actions pane on the right.
• In the ServerName Properties dialog box, the settings are displayed on the Application Server
tab.
Important Do not change the settings in the ServerName Properties dialog box.

b. For Epicor User name and Password, epicor and epicor.

c. Click Next.

5. Choose the Select one or more companies radio button and select Epicor Education (EPIC06). Click
Next.

6. Set up the connection to your Epicor application database:

a. For Server Name, enter or select the SQL Server instance that hosts your Epicor application database.

b. Select Windows or SQL Server authentication.

c. Click Test Connection to verify you have access.

d. For Connect to a Database, select the Epicor application database .

e. Click Next.

7. For Search index name, enter XXXEpicorERPWithRMA (where XXX are your initials). Do not use any spaces
in the name.

8. Click Next and then click Finish.

9. Right-click the newly-created XXXEpicorERPWithRMA index (where XXX are your initials) under Search
Indexes, and select Rebuild Index.

10. Click OK to start building the index.

When the index build finishes, a text file of index results displays. In the text file, search for entSearchRMA.
There should be some positive number of crawl records indexed for the RMA BAQ.

11. In the tree, navigate to Search Indexes, right-click the XXXEpicorERPWithRMA index (where XXX are
your initials), and select Launch Search.
The Launch Search URL window opens and displays the URL for the Enterprise Search website, including
the selected index. For example:
http://localhost/EES/XXXEpicorERPWithRMA/search.htm
The URL may be different if you are not working in the Epicor training environment. Also include the port
number that Enterprise Search is running on if it is anything other than port 80.

Epicor ERP | 10.2.300 23

Working with Enterprise Search Enterprise Search Administration Course

Important To avoid confusion now and later when working in the Epicor client, keep in mind that
the URL applied here to access the Enterprise Search website is different than the search index URL
applied in the Epicor client setup for Enterprise Search.

12. Click OK to launch the URL in your browser.

13. As a test, in the search field, enter Dalton.

Results for the Epicor customer Dalton Manufacturing are displayed. Notice that, in the tag cloud on the
right, there is an RMAs item.

14. Click RMAs.

RMAs related to Dalton display. Note the display title has used the title substitutions that you set in the
search index configuration.

Deploy the XXXEpicorERPWithRMA Index

In this exercise, make the XXXEpicorERPWithRMA search index available to Epicor users.
To set the search index URL and verify user access to the Enterprise Search feature:

1. Ensure that you are logged into Epicor as user epicor/epicor. If you are in an Epicor Cloud ERP environment,
log into the application using <siteID>-epicor; for example enter 94193-epicor.

2. Under Epicor Education, navigate to System Setup > Company/Site Maintenance > Company
Maintenance.

3. Navigate to the General Settings sheet.

4. Under Enterprise Search, for Search URL, enter http://localhost:8098/search/XXXEpicorERPWithRMA,

where XXX are your initials.
Tip To reinforce an important point from the previous workshop, a search URL set at the company
level can be overridden by a search URL set in the user configuration, which in turn can be overridden
by a URL set in the <EnterpriseSearchURL> element in the .sysconfig file.

5. Save and close Company Maintenance.

6. Open System Setup > Security Maintenance > User Account Security Maintenance and do the
following to verify your user setting:

a. On the Detail sheet, for User ID, type epicor and press Tab.

b. On the Options sheet, under Access Options, ensure that Allow Enterprise Search is selected.

c. Also on the Options sheet, under Enterprise Search, ensure that Use Default URL is selected.

d. Save any changes and then close User Account Security Maintenance.

7. Close the application and then log back on as epicor.

This refreshes application session data to include the change you just made in Company Maintenance and
any changes you needed to make in User Account Security Maintenance.

24 Epicor ERP | 10.2.300

Enterprise Search Administration Course Working with Enterprise Search

8. To test the index, run Enterprise Search from within the application:

a. Click Search (magnifying glass icon) in the upper right corner of the application Home Page or Menu
application to display the Search application.

b. In the Search Panel, verify that Enterprise Search is selected, type Dalton in the search field, and click
the magnifying glass icon.

Results for the Epicor customer Dalton Manufacturing are displayed. As you saw when testing the index in
the previous exercise, there is an RMAs item in the tag cloud on the right.

Workshop - Enterprise Quick Search

In this workshop, configure an Enterprise Quick Search to be launched from an Epicor entry form and test it.
When you are using Epicor entry forms you can use Enterprise Quick Search to find a record from records of the
appropriate type. You can choose the columns that are included in the results display.

1. Log on to the Epicor application using the epicor account (password is epicor).

2. Navigate to Epicor Education > Main site.

3. Navigate to Sales Order Entry.

Menu Path: Sales Management > Order Management > General Operations > Order Entry

4. Navigate to the Header > Detail sheet.

5. Right-click the empty field to the right of Sales Order and select Enterprise Quick Search Entry.

6. In the Enterprise Quick Search Maintenance form, click File > New.

7. Enter SOes in the ID and Description fields.

8. For BAQ ID, select zES_SalesOrder.

9. For Return Column, select OrderHed.OrderNum.

10. Under Available Columns, select OrderHed.OrderNum. Click the right arrow (>) so that
OrderHed.OrderNum appears under Display Column(s).

11. Under Available Columns, select Customer.Name. Click the right arrow (>) so that Customer.Name
appears under Display Column(s).

12. Click File > Save and close the Enterprise Quick Search Maintenance form.

13. Place your cursor in the empty field to the right of Sales Order on the Sales Order form, and press Ctl +
Shift + S.
This launches the Enterprise Quick Search form.

14. Enter Dalton for search text and click Search.

The grid displays all the records returned by the search results.

Epicor ERP | 10.2.300 25

Working with Enterprise Search Enterprise Search Administration Course

15. Click the Orders drop-down list. The results are organized by category, indicating how many record types
contain the word "Dalton".

16. Click the Switch to Classic View button.

The Enterprise Search interface displays.

17. Scroll through the results and select one of the sales orders listed.
The selected sales order displays in Sales Order Entry.

Workshop - Epicor Enterprise Search Anywhere

In this workshop, launch Epicor Enterprise Search Anywhere from Microsoft Word and return search results
retrieved from your Epicor application.
The idea behind Epicor Enterprise Search Anywhere is this: users are working in any application (such as a
spreadsheet, a word processing document, or an email), they highlight a word, complete a certain keystroke to
submit the highlighted word to Enterprise Search and get back search results from the Epicor application database.
They can then copy certain results back to the application where they are working.
For you to be able to do this workshop, your administrator must perform the setup procedure for Epicor Enterprise
Search Anywhere documented in the Epicor Administration Console online help. This procedure includes the
instructions for installing, from the Enterprise Search website, the Epicor Enterprise Search Anywhere client on
the machine where you are taking the course.

1. Verify that the Epicor Enterprise Search Anywhere icon (Epicor icon with the binoculars overlay) is present
on your Windows taskbar.
This indicates that Epicor Enterprise Search Anywhere is installed on your machine. Right-clicking the icon
should display a menu of actions for working with the application.

2. Open Microsoft Word or Notepad.

3. Type Dalton.

4. Highlight Dalton.

5. Press and hold the Windows key and the space bar at the same time.
The Enterprise Search web site displays with results for the Dalton search term.

6. Try the various Copy options in the displayed results to bring search results back to Word.

7. On your Windows taskbar, right-click the Epicor Enterprise Search Anywhere icon and select Help.
Read about and try other Search Anywhere key combinations.

26 Epicor ERP | 10.2.300

Enterprise Search Administration Course Conclusion

Conclusion

Congratulations! You have completed the Enterprise Search Administration course.

Epicor ERP | 10.2.300 27

 Additional information is available at the Education and
Documentation areas of the EPICweb Customer Portal. To access
this site, you need a Site ID and an EPICweb account. To create an
account, go to http://support.epicor.com.