Configure the index

Set result limits

Set how many results Universal Search shows per page, cap results per table in the All view, limit index size per table, and pause indexing when needed.

updated: Oct 8, 2026applies-to: 1.0.0.1

This page applies to version 1.0.0.1; the current product version is 1.0.0.0.

Four settings on Universal Search Setup control how much Universal Search shows and how much it stores. You only need to change them if users find result lists too long or too short, one large table crowds out the others, or you want to limit the storage the index uses.

Prerequisites

The BAA SEARCH ADM permission set, or SUPER.

Change the settings

Open Universal Search Setup from Tell Me. The settings are in the General group.
Set Max Results: how many results a search shows at first, and how many more each Show more results adds. The default is 25, and the allowed range is 5 to 100.
Set Group Cap in All View: the most results any one table shows in the mixed All view. The default is 5. Enter 0 for no cap.
Set Max Records per Table: the most records of each table that a rebuild indexes, which limits the storage the index uses. Records added or changed after the rebuild are still indexed. The default is 0, which means no limit.

Max Results, Max Records per Table and Group Cap in All View settings on Universal Search Setup — *Steps 2 to 4: the four settings in the General group.*

A new Max Results value applies the next time a user opens Universal Search. A new Group Cap in All View value applies to the next search. A new Max Records per Table value applies the next time a table is rebuilt. See Build the index now.

How the group cap works

In the All view, results from all tables are ranked together. Without a cap, a table with many close matches could fill the whole list. With Group Cap in All View set to 5, each table shows at most five results, and its group header reads "showing 5 of" the total, followed by view all. Choosing the header, or that table's filter chip, shows only that table with no cap.

All view where one table group header reads showing 5 of a larger total with a view all link — *Group Cap in All View at work: the rest is one click away.*

The cap grows with the page. When a user chooses Show more results, the cap for each table grows in step: with Max Results 25 and a cap of 5, the second page allows 10 results per table.

Show more results

Each Show more results loads another Max Results worth of results for the same search. A single search returns at most 200 results, whatever Max Results is set to.

Pause indexing

Turn off Indexing Enabled to stop queuing record changes for the index. The index you already built stays in place and remains searchable. Turn it back on, or choose Start Indexing, to resume. Changes made while indexing was paused are not queued; choose Rebuild Selected Table and Process Now for the affected tables to catch up.

For the tooltip text of every setting, see the field reference.

What's next

Setup is complete. Show your users how to search: Search from Tell Me.