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Building Express Search Indexes

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Performing an Express Search build often takes a considerable amount of time. Because of this, you should try to limit the number of times you build. The easiest way to do this is to make sure that all of the fields you want included in the build are set up before you build.

If you want to find out what will be included in your express build for a particular form, simply run a search and look at the grid view. All of the columns used in the grid view will be available for the express search (although you can choose to omit fields if you want). If there are fields that you would like added to your express search, you can add them as additional columns or include them in the formatting of fields already present. You can find the procedure to do that at:

Once you have added all of the fields you want for your express build and verified that your grid looks the way you want it to, it is time to build the Express Search.

To build the Express Search, follow these steps. Make sure you are logged into your Specify database as an administrative user.

  1. Select Tools->Admin->Express Search Configuration from the top menu bar.
    Express Search Image 1
  2. A dialog will appear listing all of the possible tables that the Express Search can be created for, as well as the status of the Express Build on each.
    Express Search Image 2
  3. If the status of a table is "Not Created" or "Needs to be rebuilt" then you will have to build the Express Search for that table. The "Needs to be rebuilt" message usually occurs when you change the formatting for some element on that form or add fields. When you edit the form in the form customizer, a message will appear when you make a change that will require the Express Search table to be rebuilt.
  4. Select the table you would like to build and then click the "Build" button. You will see a message notifying you that it may take a long time to build the Express Search for the table.
    Express Search Image 3
  5. If this is the first table you have built this session then you will see a Bulk Insert Settings dialog. You should enter the name of a directory that can be used for storing temporary files in the first box and then "sa" for the administrator username and the associated password in the box. If you have additional questions about this dialog, refer to the documentation.
    Express Search Image 4
  6. At this point you may encounter a dialog warning you that you have not changed the formatting for some fields from the defaults. This is really just a notification and will not have an effect on your express build.
    Express Search Image 5
  7. Next you will see stage 2 of the Express Search Index Build. This section takes the longest of all and can reach times of several hours for large tables and databases. You will see a progress bar and a time estimate if it will take a long time.
    Express Search Image 6
  8. When you reach stage 3 you can customize the Express Build for the table in question. You can enter words to "Exclude From Search", common words are already included in this text box.
    You can also enter punctuation and whitespace characters that the Express Search will ignore.
    Express Search Image 7
  9. You will see another progress bar as the Express Search is finished for the table and then a confirmation will appear.
    Express Search Image 8
  10. You will return to the Express Search Configuration dialog and the status of the table that you just built will be updated. Repeat the procedure for all of the tables you would like to have Express Search capabilities for.

Created by cj
Last modified 2006-05-24 01:23 PM

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