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Definition

On the Indexing Documents tab page, there are various functions that you use in document management to enable you to check and change the status of the index and the index job.

Note that these functions are obsolete. We recommend that you use metadata search/indexing. See:BW Metadata Search andTab Page: Metadata Indexing.

Use

The following preconditions must be met before you are able to search in the documents belonging to BW objects:

  1. Indexing must be switched on.
  2. The program for indexing (RSTIRIDX) must run as a regular job.

If a document has been placed in the index queue and has been processed by this queue, it is included in the search.

Structure

The Indexing Documents tab page contains the following fields and functions:

Status display

Field

What You Need to Know

Status of search engine

Display options: OK/Not Completely Installed/Simulation (Test)

Indexing status

Selection options: On/Off

If the index is 'off', change the setting in the Index Status dropdown box to 'on'.

This ensures that new, deleted, and modified documents are included in the index queue.

Help

Displays a help text for the Indexing Documents tab page (in the performance assistant).

Index jobs

Field

What You Need to Know

Status of the indexing job

Display options: Scheduled/Not Scheduled

Schedule Index Job

The Start Time dialog box appears. Specify that you want the indexing program to run as a regular job. This ensures that the index queue is processed regularly. All the words contained in the documents are included in the index. It handles documents in all languages. For each language, an individual index is built.

Note

We recommend that you schedule the job to run daily (for example, along with loading jobs for BW).

Indexing Job Overview

The Simple Job Selection screen appears. The job name field contains the name of the indexing job.

Note

You can also restrict the jobs to be displayed in the overview with respect to Job Status, Job Start Condition, and Job Step. To display a scheduled job, you must select the Planned option under Job Status. Help is available under Information.

Choose Execute. The Job Overview screen appears. For more information, seeManaging Jobs with the Job Overview.

Additional functions

Field

What You Need to Know

Re-Index All Documents

The Re-Index a Class or a Document Area screen appears.

You can re-index all of the documents in a document class, and not just the documents that are in the index queue. The result of the re-indexing process is similar to that of a reinitialization process. All documents are placed in the queue.

Tip

This is necessary, for example, if you have edited documents without having the index switched on.

We recommend that you re-index after the BW system has been upgraded to BW Release 3.0, because until this point the search function has not been available for documents for metadata.

Monitoring the Indexed Documents

The KPRO IMS: Monitoring screen appears.

Monitoring Tab Page:

Use input help to select a document class.

Choose the Refresh function.

The system uses the traffic light colors ( and ) to show you whether or not the following settings are available in each of the document areas:

  • Index possible
  • Auto-index
  • DocArea activated

    The system displays the Attributes That Can Be Indexed, the Valid Index- Category Attributes, and the Index Category in tables of the same name.

Tools Tab Page:

You need specialist knowledge to use this function.

Index/De-Index: You use the Trigger Process function to either start the index queue immediately or schedule it to run in the background. You get a report on the De/Indexing of Documents That Have Been Checked in.

Under the header Single Actions, you are able to select individual documents that you want to either add or remove from the index.

Under the header Mass Actions, you are able to re-index a whole class or a whole document area (restricted to the selected language).

Under the header Extras, you are able to

  • Use the Test Search function to find documents
  • Use the Problem Cases function to display documents with which there are problems
  • Use the Indexed Documents function to find out which documents have been indexed already
  • Use the Scheduled Documents function to find out which documents are still in the index queue.

Under the header Information About, you can

  • use the input help to select a document area and click on the DocArea function to get information about the
    • Document classes and whether they can be indexed
    • Index categories that belong to the document class that you selected
  • Use the input help to select an index category and click on the Index Category function to get information about the
    • Available language indexes
    • Attributes that can be indexed
    • Document classes and whether they can be indexed