--- id: CON-PFM-QRY-005 name: Search Index feature: FEAT-PFM-QRY-06 product_area: platform module: queries revision: 1 status: draft product_intent: proposed implementation_evidence: observed source_sha: services-platform: ad3f6a6582843008ed0f5a17b131878d15829af1 react-console: baf6dae382d6f41dce976c7f848667ccc37e076f definition: >- The search index is a derived collection of searchable contact and organization information maintained outside the record store for fast typed discovery. owned_by: MOD-PFM-QRY synonyms: - Quick Search - The search box not_to_be_confused_with: - An ordinary query or record-list execution against the source store - The demonstration data on the standalone Search page - CRM duplicate-detection work facets: - name: Record type meaning: A declared searchable kind connects a dataset to its access requirements. used_for: Choosing which records a search may return. source: 'services-platform:docs/quick-search.md' provenance: documented - name: Field list meaning: Configured eligible fields occupy three ranking tiers. used_for: Defining the values staff can search. source: 'services-platform:docs/quick-search.md' provenance: documented - name: Search credential meaning: A signed short-lived key embeds workspace and record-type restrictions. used_for: Allowing direct provider searches under constrained access. source: 'services-platform:docs/quick-search.md' provenance: documented - name: Discoverability meaning: Index markers identify records omitted by ordinary status and archive discovery. used_for: Applying the search dialog’s default visibility. source: 'services-platform:docs/quick-search.md' provenance: documented - name: Generation and rebuild meaning: A replacement document generation is prepared and validated before activation. used_for: Changing index content while retaining the prior searchable generation. source: 'services-platform:docs/quick-search.md' provenance: documented - name: Repair passes meaning: 'Scheduled work resubmits targets, reconciles documents and retires old deletion counters.' used_for: Recovering from missed or interrupted index maintenance. source: 'services-platform:docs/quick-search.md' provenance: documented - name: Degraded field meaning: A configured field remains listed after it becomes unavailable for indexing. used_for: Making retired metadata visible for correction. source: 'services-platform:docs/quick-search.md' provenance: documented relationships: - to: CON-PFM-QRY-001 statement: Search documents are projected from the contact and organization query datasets. provenance: documented source: 'services-platform:docs/quick-search.md#Quick Search: Operations' lifecycle: - state: unprovisioned meaning: The workspace record type has no indexing configuration yet. how_it_changes: Initial use provisions defaults and requests population. - state: populating or rebuilding meaning: A replacement generation is being prepared while an existing one can continue answering. how_it_changes: Validation permits the replacement generation to become active. - state: ready meaning: The current generation serves search while change events maintain its documents. how_it_changes: Configuration changes request replacement work and workspace purge removes the resources. acted_on_by: - CAP-PFM-QRY-016 - CAP-PFM-QRY-017 visible_to: - ACT-PFM-013 - ACT-PFM-007 - ACT-PFM-012 evidence: - 'Pinned reference: services-platform:docs/quick-search.md' supersedes: [] --- # Search Index ## What It Is The search index is a prepared copy of information used to find records quickly. Staff type a name, e-mail address or part of a phone number and receive recognizable contact or organization hits. Rhythm maintains selected values with an external search provider so that every keystroke does not require another ordinary record query. Documents carry record identity, display information and indexed field values. The workspace’s configuration chooses eligible fields and their ranking tiers. Phone values can include normalized alternatives so punctuation does not prevent a digits-only search. This information remains derived: the application’s record is still the authoritative source. A shared provider index serves workspaces through restricted credentials. The credential embeds the workspace, live-document and permitted-type boundaries. The browser sends direct search requests with that credential and adds its own narrowing choices. The stored index and the access credential therefore answer different product questions: what has been prepared for discovery, and what this person is allowed to search now. ## What It Is Not The index is not an editable contact or organization store. Opening a hit reads the actual record through its owning application. It is also narrower than an Explorer query, because it holds configured search fields for declared record types rather than every queryable value. The console’s separate Search page currently uses sample records and should not be treated as this live search surface. Duplicate detection belongs to separate CRM work. ## How It Is Used Staff use the header search dialog for repeated short lookups. Ordinary discovery excludes records marked inactive or archived unless the person asks to include them. That choice resets on opening the dialog again. Search access currently uses contact-read authority for organization hits as well; the conflict with a later organization-access ruling remains a product question. Administrators maintain field configuration through the API. Rhythm processes source changes, refreshes related contact documents and rebuilds generations when configuration changes. A failing provider write for one workspace does not invalidate other workspaces’ events. Scheduled repair supplies recovery when events or rebuild submission are missed. Missing provider configuration makes the surface unavailable. ## Its Facets **Record type.** The registry currently covers contacts and organizations, with a dataset and access requirement for each. **Field list.** Eligible values and ranking tiers define the customer’s useful search vocabulary. Default fields apply before explicit configuration. **Search credential.** The key lasts fifteen minutes, so access changes can remain stale until renewal. Its embedded boundaries cannot be widened by a browser request. **Discoverability.** Status and archive markers let the dialog narrow ordinary searches while permitting an explicit inactive-record search. **Generation and rebuild.** Replacement work preserves the old generation until validation permits activation. **Repair passes.** Owed targets, nightly reconciliation and retained deletion counters address different maintenance failures. **Degraded field.** Retired metadata stops contributing to index content but remains visible in configuration so the administrator can repair it. ## How It Relates Datasets supply projections and CRM supplies record-change events. Metadata changes can retire configured fields. Workspace lifecycle creates and removes resources. Search hits provide a route back to authoritative records rather than transferring their ownership to the provider. ## What It Could Become The product should resolve organization-search authority and decide when configuration deserves a console screen. More record types could extend discovery after their ownership and access are specified. The pinned record states that production lacks the provider; current deployment availability should be checked separately from this specification.