Configure Search Across Specific Dataset

By configuring special types of Datasets in Search Setup and applying security settings, we have extended the capabilities of Global Search and security model.

Content does not have to be physically located in Metric Insights in order to be searchable in the system. Users can create a Report list Dataset to be able to find Reports from this Dataset in search; however, Tiles won't be created for them. Optionally, searchability of the Reports can be restricted to particular Users/Groups based on Security Access Datasets.

For this functionality to work, it is required to have:

  • a list of Reports' links loaded into Metric Insights in the form of a Dataset. This Dataset must include the Title and Link columns. The rest of the columns are optional. See the example Dataset below. This Dataset must be added to the list of Datasets across which the system can conduct search.

1. Map Dataset Columns

  1. Title Column: specifies the field by which the system searches for a Report.
    • By default, it is the Title column; however, you can add more columns under Dataset Columns for Search.
  2. Description: description of the searched object; will be displayed under the Title.
  3. Link Column: attaches an URL links to Titles; an external URL will be opened in a separate tab, while a URL from the same instance will be opened in the current window.
  4. Thumbnail Link Column: identifies the preview to be displayed in the search results.
  5. Content Type Column: includes names of content types based on which specific icons will be shown in search results.
  6. Category ID Column: includes IDs of actual Categories to be shown under the Description; Category IDs can be used for filtering from the left-hand panel.
  7. File Path Column: includes paths to links located locally/in a file sharing system.
    • NOTE:
      • Required to fill out if you want to restrict Group access to content based on file paths. See the section below.
      • Users that have access to parent folders inherit access to content in child folders if links to this content are included in the Report Link Dataset. The inheritance doesn't apply to folder paths that include backslash "\" signs (for example, domain\folder-name\page-name). 
  8. Tags Column: can include actual Tags/Glossary Terms and other text inputs.
    • Actual Tags/Glossary Terms will appear in search results as clickable and can be used for filtering; text inputs will appear as non-clickable text.
  9. Certification Flag Column: includes the Certification state ("Y"/"N" or none).
    • Proceed with the rest of the Certification-related configuration at Step 13, if needed.
  10. Discoverability Flag Column: includes the Discoverability state ("Y"/"N" or none). Discoverability settings work only if Apply Access Restrictions = "Yes".
    • If a User doesn't have access to content based on the User/Group Restriction Dataset and Discoverability is set to "Y", the lock icon will appear next to the Report's name in search results.
  11. Engagement Column: includes Engagement counts that are not tied to those calculated by the system. Can be set to any number.
  12. Folder ID Column: includes IDs of existing Folders.
    • NOTE: This functionality is implemented for sorting by Folder IDs on Portal Pages.
  13. The following configuration is optional; however, will be ignored if the Certification Flag Column is not set-up.
    • Certification Level Column: includes the existing Certification levels.
    • Certified By Column: can include the existing MI Users or other text inputs.
    • Certification Date Column: includes the certification date in the following format:  2019-06-04 07:58:40
  14. Icon: upload an icon that will appear next to the Report Link Dataset in search tabs.
  1. Apply Access Restrictions: can be set to "Yes" in case you want to proceed with search restrictions for content that resides outside of Metric Insights; otherwise, it should be set to "No". See more details in the following section.
    • NOTE: With this configuration set to "No", Power and Regular Users will be able to see a Report list Dataset in search tabs only if they have at least View Access to this Dataset.
  2. [+Add Dataset column]: add Dataset columns across which the system can conduct search

3. Manage Access to Third-Party External Content in MI

In case you want to restrict searchability of the Reports to particular Users/Groups (Apply Access Restrictions = "Yes"), you will need the following to be loaded into MI in the form of Datasets:

  • A List of Groups that grants access to its members
  • A List of Individual Users to whom access is provided

Depending on your needs, either one or both must be added under the Access Management section.

NOTE: Group access can be configured based on access to either Report links or paths to folders where these Report links are stored. For the Folder Path option, the Report Link Dataset must include the File Path Column.

IMPORTANT: Access Control Datasets need to include pairs of actual MI Group Names/Usernames and Report URL/Folder Paths to which these Groups/Users will have access from search:

Example: User X in "User" column = https://externalresource/reportX in "Link" column


With the "Apply Access Restrictions" setting enabled, it is no longer required for a User to have access to a Category in which the link is placed in order to find the associated object in search. The User are able to find the object in search and filter by Category (if one is included in a Report list Dataset).

  1. Set Apply Access Restrictions to "Yes"
  2. Choose the pre-loaded Group Access Control Dataset to restrict access for Groups
  3. Depending on the selected Source Type, map the required columns
  4. Choose the pre-loaded User Access Control Dataset to restrict access for Users
  5. Map the required columns

4. Add Custom Field Mapping

You can map the Report Link Dataset Columns to the existing Custom Fields and populate Values from the Dataset and use them for filtering in search.

Custom Fields accept and display values in search depending on the type ("Field is") of the Custom Filed in Metric Insights.

  1. Click [+Add Mapping]
  2. Map a Dataset Column to a Custom Field
  3. [Save]

NOTE: Do not forget to save your changes and update search indexes to make changes effective.