Indexing, Re-Indexing, and Removing Documents - Full-Text Search - English - Foundation 22.1 - OnBase - external

Full-Text Search

Platform
OnBase
Product
Full-Text Search
Release
Foundation 22.1
License

The Process tab is used to index, re-index, and remove documents in a Full-Text Search catalog. When a catalog is configured, indexing automatically occurs day-forward for that catalog, but the existing documents in that Document Type (also known as backfile documents) are not immediately available for searches.

CAUTION:

Prior to indexing or re-indexing, ensure that enough space is available in the relevant disk groups for the indexing process. At minimum, 10GB of space is recommended.

The Process tab also allows backfile documents to be queued for indexing by entering a date range before the catalog was created. It also allows documents already in a catalog to be re-indexed. Additionally, documents in a catalog can be removed from the catalog.

Only documents in active Full-Text Search catalogs are processed (see Activating or Adding Full-Text Search Catalogs). Documents in processing batches, such as scanning batches, are not processed by Full-Text Search until they are committed.

Tip:

For information on the current indexing status of documents, see Re-Queuing Documents That Failed to Index.

To index, re-index, or remove documents in catalogs for full-text searches:

  1. Launch the OnBase Configuration module.
  2. Select Full-Text Search from the Utils menu. The Full-Text Configuration Module dialog box is displayed.
  3. Click the Process tab. The options for processing documents into full-text catalogs are displayed.
  4. In the Date Range pane, you can enter a start and end date of documents to process. This can help reduce the number of documents being processed. If no start or end dates are defined, all documents are processed.
    • Start Date and Time: Enter the date and time after which documents will be processed.

    • End Date and Time: Enter the date and time before which documents will be processed.

  5. In the Date Range pane, select a Date Type for the dates entered:
    • Date Stored: Use the date assigned to the document that reflects when the document was first stored in OnBase. This date is assigned by the system and cannot be changed.

    • Item Date: Use the default date assigned to the document on commit. This date may not be the same as the date the document was first stored in OnBase.

  6. In the Date Range pane, select the Operation to perform:
    • Add Data: Documents are added to their corresponding catalogs. New documents are indexed and existing documents are re-indexed.

    • Remove Data: Documents are removed from their corresponding catalogs. Removed documents are no longer included in full-text searches. This does not remove the document from OnBase.

  7. In the Date Range pane, enable the Failed Documents Only option under Modifiers to process only documents that have previously failed to process.
  8. In the Document Types pane, select the Document Types to include in the processing. Each full-text catalog corresponds to its Document Type, and only Document Types with existing catalogs are listed.
    Tip:

    To add a new catalog, see Activating or Adding Full-Text Search Catalogs.

    To filter the Document Types listed, select a Document Type Group from the drop-down list at the top of the Document Types pane:

  9. To select all Document Types listed, select the check box at the top of Document Types pane. If a Document Type Group is selected, only the Document Types in that Document Type Group are selected.
  10. In the File Types pane, select the file types to be processed. The file types listed are those currently configured for use in OnBase. Files of each type may or may not be associated with the Document Types selected.

    To select all file types, select the check box at the top of File Types pane:

  11. Click Begin Processing at the bottom of the dialog box.
  12. You are prompted to confirm this action.
    CAUTION:

    Depending on the number of documents to process, processing can use considerable resources on the Application Server, which may result in degraded system performance during processing. It is a best practice to perform processing outside of normal business hours, such as overnight, and to stop the Hyland Full Text Server service during processing (stopping the service also means searches cannot be performed).

  13. A confirmation prompt is displayed when the processing has completed.
    Tip:

    For information on the current indexing status of documents, see Re-Queuing Documents That Failed to Index.