Utilities – Indexing utilities

There are two types of Indexing utilities provided:

  • Full text indexing, and
  • Attachment content searching  – document indexing – for those who are licenced for the Attachment Content Searching optional module.

    Full text indexing
    Full test indexing is a part of the standard housekeeping.  However, occasionally, you may see an error when searching for words that indicates that “full text indexing is unavailable” such as “Cannot use a CONTAINS or FREETEXT predicate”. When this error occurs the system will run correctly in all other respects than searching for words, however, in order to allow your searching to be restored as quickly as possible the function in this area have been provided.
    To resolve the problem go to System>Utilities>Indexing utilities and run “Remove full text indexes” then run “Build/rebuild full text indexes”. The rebuild is a background task and although it starts immediately it may run for some time. Once you have started the rebuild, the error message will go away, but the re-index may take some time, and the search results you see will only return the entries that have been indexed so far, until the rebuild is complete.

    Full text indexes are provided for the relevant RefTracker tables (Question, Client, Bib, ILL, QuickText clauses, Notes, and Mail messages) in order to improve searching response times, and in order to prevent fragmentation.  The re-indexing routine built into the Housekeeping will only run between 10pm and 8 am for the default staff location, and only if fragmentation of a table is greater the 10%.  Fragmentation can be seen at System>Utilities>Indexing Utilities>Index status. If the fragmentation for any of the catalogs exceeds the limit, the Reorganise button will be displayed. (By default a fragmentation of 10% is permitted before the housekeeping with automatically reindex.) Clicking the Reorganise button will run the process that reorganises the catalog. See the note above about the impact of running a re-index like this.

    Attachment content (document) indexing
    This Document indexing routine is provided in support of the Attachment Content Searching functionality, for those licenced for this optional module (as shown by Parameter 80.40 Document indexing).  It allows the index used to search the content of attachments (as allowed for by your organisation’s SQL FileStream index’s), to be rebuilt at any time.
    Maintenance of this index is included in the normal housekeeping routines, so this utility only needs to be used if the Content searching index needs to be rebuilt urgently, or when FileStream has been reconfigured (such as when it is initially installed or a new filter has been added).  The rebuild is a background task that starts immediately, but may take some time to complete.  Until the re-index completes searching the content of attachments will return only hits found in the entries that have been indexed so far.