HomeTraining Manual Archives-Worldox GX4:: Professional - AdministratorAdministering WorldoxIndexing

8.1. Indexing

Introduction to Indexing

Worldox Cloud

You've probably used the concept of indexing a lot and don't even realize it.

For example, if you want to purchase a book online from Amazon.com, you can search for the same book in several different ways.   You could search for the book by the author, or by the title of the book.  Or if you're just browsing and don't have a specific book in mind, you may search for books in the category "Mystery, Thriller & Suspense".  Regardless of the search method you use, you'll always find that same book.

You can search for documents in Worldox similarly to how you would search for a book at your favorite online bookstore.  You may wish to search for a document by the client name, its category or doc type, or even the title (description) of the document.  You can search for documents in a variety of ways based on the profile card of that document.

The Indexer software running on your Worldox Cloud Server is responsible for keeping the indexes up-to-date.


Worldox Professional

You've probably used the concept of indexing a lot and don't even realize it.

For example, if you want to purchase a book online from Amazon.com, you can search for the same book in several different ways.   You could search for the book by the author, or by the title of the book.  Or if you're just browsing and don't have a specific book in mind, you may search for books in the category "Mystery, Thriller & Suspense".  Regardless of the search method you use, you'll always find that same book.

You can search for documents in Worldox similarly to how you would search for a book at your favorite online bookstore.  You may wish to search for a document by the client name, its category or doc type, or even the title (description) of the document.  You can search for documents in a variety of ways based on the profile card of that document.

The Indexer software running on your Indexer machine is responsible for keeping the indexes up-to-date on your file server.

Worldox now allows you to run the Indexer as a Service, or "IaaS".  


What is the Indexer

Worldox Professional

 https://www.youtube.com/watch?v=N37TTKsSRd4

One component of the Worldox document management system is an application called the Indexer.  The indexer performs background processing to ensure the Worldox index files are kept up-to-date.  This application must run on a dedicated computer referred to as the Indexer workstation.

Indexer Workstation  The Indexer workstation must be used exclusively for performing Worldox indexing operations, and needs to remain logged on 24x7.  For this reason, users may not use the Indexer workstation for day-to-day operations such as scanning or regular office use.  Its sole job is to be logged on for the various document management software applications that your firm uses.

Indexer Software — The Indexer software is one of the programs that run on the Indexer workstation.  Worldox offers the option to run the Indexer as a Service ("IaaS"), or you can stay with the traditional method of running it as a normal application.  Obviously, when running as a normal application, the Indexer needs to stay logged in for the Indexer software to function.  

The Indexer software keeps the Worldox indexes up to date. The Indexer software does a nightly rebuild to update the profile information and the text information for text-in-file searching.  It doesn't actually *store* any documents.  Its job is to connect to the server location where your documents are stored and look for what has been added and what has changed.  This keeps the "indexes" updated so that you can search quickly.  See below for a screenshot of the Indexer software:

Indexer not running:


Indexer running:


Legacy Indexer Running:

 

Hardware Requirements

Minimum system requirements for the Indexer PC can be found here: Minimum System Requirements

Requirements for the Indexer service account:

- Full rights to the network Worldox folder 
- Must be a local machine admin
- Must have “full control” permission to all files to be indexed (i.e. Docvault plus any other legacy cabinets)

If Worldox enhanced (Active Directory) security is enabled:

- The Indexer service account must have Account Operator permissions 

Port requirements (if running Indexer as a Service):

Port 5009 is needed by WD IaaS — The installation process will attempt to open that port on the Windows O/S Firewall.  If you have a 3rd party firewall installed, you will need to open port 5009 manually following that firewalls methodology for opening a port.  

Special Note:

The only Worldox recommended "safe way" to reboot either a Server or Indexer — You MUST do the following:

> Log on to the Indexer PC
> Pull up the Worldox Indexer Console
> Click 'Stop' to take out of 'Server Mode'   

It is then safe to reboot the server or Indexer.  After the server and/or Indexer is back up: 

> Log on to the Indexer PC   
> Pull up the Worldox Indexer Console   
> Click 'Start' to put the Indexer back in 'Server Mode'   

Worldox Cloud

One component of the Worldox document management system is an application called the Indexer.  The indexer performs background processing to ensure the Worldox index files are kept up-to-date.  This application runs on your Worldox Cloud server.

What happens if the Indexer isn't running?

Worldox Professional

Remember, the WDIndex software running on your Indexer machine is responsible for keeping the indexes up to date on your file server.

So, what happens if the Indexer machine isn't logged in?  What happens if there is a problem with the Indexer software?

First, it's important to understand that the Worldox Document Repository is located on your file server.  Therefore, when you complete a profile card to file a document, that document *is* getting saved on your file server.  The Indexer software monitors that directory but does not actually store documents on the Indexer workstation.

An analogy is often helpful for understanding the implications of the Indexer software or machine not running.  Let's take the concept of a cookbook.  Let's say you're looking for a recipe for a chicken casserole.  Unless it's a favorite recipe, you probably look at the index in the back of the cookbook to find what page the recipe is on, right?  You can find that recipe under, say, "Chicken" or "Casseroles". 

Let's say that you insert a recipe for a chicken casserole in the middle of your cookbook.  Now, if you don't update the indexes at the back of the cookbook, is the recipe still there?  Sure.  You might have to "thumb" through the cookbook to find it, but it's in there.  It's just not yet indexed.

So when you file documents to Worldox, you're really putting "recipes in the cookbook".  What happens if the indexes don't get updated (in other words, the Indexer isn't running)?  The document is still filed on your file server, you just have to "thumb through" the documents to find the one you're looking for.  This is called performing a non-indexed search.  (Perform a Search Without Using the Indexes)

Now, just like in the cookbook, when you thumb through the book to find the right recipe, you will see *all* the recipes in the book, not just the one you added.  Same concept with a non-indexed search.  Also, just like finding recipes by thumbing through the pages, this is going to take a bit longer, and the more you know about the location of the document the faster the non-indexed search will be.

Worldox Cloud

Remember, the WDIndex software running on your Worldox Cloud Server is responsible for keeping the indexes up to date.

What happens if there is a problem with the Indexer software?

First, it's important to understand that the Worldox Document Repository is located on your Worldox server as well.  Therefore, when you complete a profile card to file a document, that document *is* getting saved to the Worldox Cloud Server.  The Indexer software monitors that server but does not actually store documents itself.  It is possible (and quite likely) that your Worldox Cloud Server is functional, but the Indexer software on that server may be encountering issues.

An analogy is often helpful for understanding the implications of the Indexer software not running.  Let's take the concept of a cookbook.  Let's say you're looking for a recipe for a chicken casserole.  Unless it's a favorite recipe, you probably look at the index in the back of the cookbook to find what page the recipe is on, right?  You can find that recipe under, say, "Chicken" or "Casseroles". 

Let's say that you insert a recipe for a chicken casserole in the middle of your cookbook.  Now, if you don't update the indexes at the back of the cookbook, is the recipe still there?  Sure.  You might have to "thumb" through the cookbook to find it, but it's in there.  It's just not yet indexed.

So when you file documents to Worldox, you're really putting "recipes in the cookbook".  What happens if the indexes don't get updated (in other words, the Indexer isn't running)?  The document is still filed on your file server, you just have to "thumb through" the documents to find the one you're looking for.  This is called performing a non-indexed search.  (Perform a Search Without Using the Indexes)

Now, just like in the cookbook, when you thumb through the book to find the right recipe, you will see *all* the recipes in the book, not just the one you added.  Same concept with a non-indexed search.  Also, just like finding recipes by thumbing through the pages, this is going to take a bit longer, and the more you know about the location of the document the faster the non-indexed search will be.

Perform Searches without the Indexes

If the Indexer software or Indexer workstation are not running, you can still find your documents.  Documents that are successfully saved to Worldox are stored on your file server, regardless of whether the Indexer is running or not.  If you have recently saved a document that you cannot find, it's most likely because your Indexer is not running properly, so the file hasn't been indexed.  Perhaps you've had a power outage and the machine hasn't been logged back in, etc.

When the Indexer is down, you can still perform searches for your documents.  Here's how:

  • Open a search card

  • Enter as much criteria as you can to search for the document

  • Select the "Search What" button in your search card

  • In the Search What window, select the "Folder Tree" radio button, then "OK"
  • Then click "Search" in your search card
  • Note:  This search technique will find all documents regardless of whether or not the Indexer has indexed them.  This search is simply crawling through the directory structure rather than relying on the indexes.

    Important:  This type of searching is very slow and should be used only as an alternative search technique when the Indexer application is not running! 

If you are having problems finding documents by performing indexed searches, but are successful at finding them with non-indexed searched, please contact us by emailing support@trumpetinc.com

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