Search globaly reference field data

[saba tanveer]

There is some OOB table, on which we have created a custom reference field which refer to a custom table, so the requirement is when we search globaly any specific field of that custom table it should return the OOB table record.

[pratikjagtap]

Hi @saba tanveer ,

Option 1: Use a Display Field in the Reference
If the custom table’s display value is u_code, and the field u_custom_app_ref on the OOB table is configured to show that, then:

• Set the display field of u_custom_app to u_code
• Ensure u_custom_app_ref is marked as Display = true (or at least part of the default display)

Option 2: Index the reference field or create a denormalized field
If Option 1 isn't enough, you can denormalize the reference field’s key data into the OOB table and index that for search.

• Create a new field on the OOB table, e.g. u_custom_code_copy
• Use a Business Rule or Flow to populate it with current.u_custom_app_ref.u_code
• Mark u_custom_code_copy as:
  • Display = true (optional)
  • Text-indexed or include it in the global search configuration
• Rebuild the text index or allow time for reindexing

If my response helped, please hit the 👍Thumb Icon and accept the solution so that it benefits future readers.

Regards,
Pratik

[Daniel Madsen]

Hi Saba Tanveer,

What you're trying to do is configure Global Search to return records from an out-of-box (OOB) table (like incident) based on values stored in a related custom table. This is a common requirement when extending the ServiceNow data model.

Here's how to approach this:

1. Ensure both tables are indexed: Go to System Definition > Search Sources and verify that both your OOB table and the custom table are included in the search sources.

2. Check the searchable fields: For the OOB table (e.g., incident), confirm that the reference field to your custom table is present, though the actual search behavior comes from referencing further fields.

3. Configure Referenced Field: This is the key part.

   • In your search configuration (from the Search Sources record), scroll to the Referenced Field Configurations related list.

   • Add a new configuration that maps the reference from the OOB table to your custom table and specifies which fields on the custom table should be searchable.

For example:

• OOB Table: incident

• Custom reference field on incident: x_custom_reference

• Custom table: x_my_custom_table

• Field to search: x_important_field

Your referenced field config will look like:
incident → x_custom_reference → x_important_field

1. Reindex: After saving, go to Search Engine > Indexes, find your index, and trigger a reindex so the new configuration takes effect.

Let me know if that helps — and if it solves your issue, feel free to mark this as the accepted answer.

Best,
Daniel Madsen