Product Documentation

This task automatically indexes newly added text to all issues entered or updated by users in order to speed up keyword searches. Once configured and started, this task will keep the indexes up-to-date as users add or update any text within issues.

This task defines exactly what text will be indexed, and where the indexes will be stored on the file system of your server. The Quickfind indexing mechanism is based upon the Apache Foundation Lucene technology.

Note that files larger than 16MB in size are not indexed. For full end-user information on the use of Quickfind, see the page titled Keyword Searching.

Preparation

Before setting up Quickfind, you should carefully consider where to store the indexe files that are created.  The following pointers should be taken into account:

• You should have sufficient space for the index storage.  This is dependent upon the size of database and the amount of text that is contained within it.  Indexes can vary in size from tens of Megabytes of space to several Gigabytes of space in a very large system
• You must have write permission from the ExtraView WEB-INF folder to this location
• The path to the index files may be relative to WEB-INF, or be an absolute path.  It is recommended that you choose an absolute path.  The reason is that upon a system upgrade, you will probably rename and replace the old ExtraView installation, and the relative path that contains the indexes will no longer be in the correct location.

First-time Setup

The basic setup and configuration of Quickfind is accomplished on the Admin ==> Task Manager screen.

• First, Add a new task, and select the Quickfind Synchronization Task
• Select a Node ID on which to run the task. You must not run the task on more than one node within a clustered system. If you do so, you risk corrupting the indexes created with the utility
• Set the Start Option to STOP_NOW. More configuration is required before starting the task
• You can set the frequency with which the task runs with the Poll Interval. It is recommended that this is set between 60 and 600 seconds. The default is 300 seconds
• Do not alter the class name of the task
• If you enter an absolute path to the index files in the Quickfind Index Location, and the path already exists, the behavior setting named QUICKFIND_INDEX is updated to reflect that path.  If the path does not exist when you create the task, the task is still created, but you will encounter an error, and you are taken to the edit mode, where you can correct the path.  Suggestions for index names are:
  • C:\ExtraView\<instance name>\<index name> on Microsoft Windows platforms,
    e.g. C:\ExtraView\QuickfindIndex
  • /usr/local/extraview/<instance name>/<index name> on Linux and Unix platforms,
    e.g. /usr/local/ExtraView/QuickfindIndex
  • On an NFS mount, include this fact in the index name by using the convention nfs:pathname
• The behavior setting is updated with the index name
• Click Add to create the task
• Notice that the Task Manager screen now shows the FULL_TEXT_SYNCHRONIZATION Quickfind Synchronize task
• Click on the Edit button of the Quickfind Synchronize task. You will now see a screen that looks similar to the following:

  
  The Quickfind task management utility

• Notice the new configuration options that are now displayed
• Set Enable Quickfind to a value of Yes
• Setup the path to the location where the index files will be stored on your file system. If you will use the default path as explained below, you can skip this step. All application servers in your installation must have read and write access to the index file location. The index location is also the value stored in the behavior setting named QUICKFIND_INDEX_LOCATION. Further, you must make sure you have sufficient disk space to store the indexes as they grow. The amount of disk space is highly dependent on the quantity of text and number of fields being stored
• The prompt Allow Quickfind on user defined text fields determines whether the text within all the user defined fields should be indexed. The recommendation is that you set this to Yes
• Observe the dates on which files were last indexed, and the count of files still to be indexed
• If this is new site with no data, then you may now set the value of the Start Option to START_NOW, and Update. This will start the Quickfind synchronization task and begin to index data as it is entered by users
• If this is a site that has existing data, run the external utility named FullTextIndexSetup. This is described below. The utility creates the Quickfind indexes in one fell swoop, in a fast manner. After completing this indexing operation, you can return to this screen, and set the value of the Start Option to START_NOW, and Update
• If you need to re-index all or part of the issue data within your database, the bottom section of the screen will provide an aid.  You can re-index just the issue data, just the attachments or just the data within document field types, or all of these, by entering a date within each category.  To re-index the complete database, put a date in each of the fields, earlier than the date at which data was first entered into the site, and then press Update.  On a large site it can take a considerable amount of time to index the data, but your users may continue accessing the site in the meantime.  Obviously, some searches may not return complete results.  You can use this screen to see the progress and how many items remain to be indexed
• If the behavior setting QUICKFIND_INDEX_ENUMERATED is set to a value of YES, then an additional prompt that allows the administrator to re-index the list field values will also appear on the screen.

Quickfind Properties

The following properties may be set to aid in the running of Quickfind or the investigation of problems:

FullTextIndexSetup

If you are enabling Quickfind on an existing installation, you should index all the existing information by using the external program named FullTextIndexSetup. This should be accomplished with the task named Quickfind Synchronization Task (FULL_TEXT_SYNCHRONIZE) turned off, or the ExtraView application stopped. Some upgrades may also require the indexes to be rebuilt, using the same FullTextIndexSetup program.

The FullTextIndexSetup utility is extremely quick on a new database, but may take some time on a very large existing database. It is difficult to predict exactly how long this will take on a large database, as there are many factors such as the processing speed, memory, amount of text, and the amount of attachments that all have an impact. However, it is unlikely that the process will take more than a few hours. Your users can continue working during this period, and the search results will improve as the process continues. Our recommendation is to start the process after the majority of users leave work for the day.

The utility is found in the directory named WEB-INF/data. The syntax to run this utility is:

For Windows platforms -

FullTextIndexSetup.bat JAVA_HOME TOMCAT_HOME EV_BASE

    where JAVA_HOME is the path to your Java, TOMCAT_HOME is the path to your application server and EV_BASE is the path to the ExtraView installation

or for Linux platforms -

sh FullTextIndexSetup.sh evj

    where evj is the path to the ExtraView installation. Alter the script to set environment variables set for JAVA_HOME and TOMCAT_HOME in the shell script file if needed.

What is Indexed for Quickfind Keyword Searches

The following are indexed as part of Quickfind's operations.

• Inbuilt Fields
  • the SHORT_DESCR field
  • If the behavior setting named QUICKFIND_INDEX_USERS is YES, the following user fields are indexed:
    • OWNER
    • ASSIGNED_TO
    • LAST_UPDATED_BY_USER
    • ORIGINATOR
    • CONTACT
    • All MODULEs: ASSIGNED_TO field
    • User Defined Field USER type fields
  • All User Defined Fields with a display type of TEXTFIELD
  • All large User Defined Fields with a display type of TEXTAREA, LOGAREA, PRINT_TEXT
  • The User Defined Fields with a display type of HTMLAREA, after removing the HTML tags
• DOCUMENT fields
  • Document description
  • File name
  • Document content according to MIME type and content size:
    • Size must be less than 16MB
    • MIME type must not be any kind of video, audio, or image
    • The MIME type is mapped to an extractor – see MIME type extractors below
• IMAGE fields
  • Image description
  • File name
• Attachments - these are only searched when the Search Attachment checkbox is checked
  • Attachment description
  • Attachment content according to MIME type and content size:
    • Size must be less than 16MB
    • MIME type must not be any kind of video, audio, or image
    • MIME type is mapped to an extractor – see MIME type extractors below

MIME Type Extractors

There are two text extractors:

1. PDF Text Extractor: uses iText PdfReader object to tokenize the PDF strings. Document content will NOT be indexed if it is marked as being “encrypted”
2. Office Text Extractor: uses one of the POI extractors appropriate to the type (Word, Excel, Powerpoint, Outlook, Publisher, or Visio). Note: if Excel text extractor fails, it tries to extract text assuming it is a comma-separated or tab-separated text file with an Excel MIME type
3. Other MIME type documents are indexed as text

Notes

As stated above, Quickfind utilizes the Apache Lucene software to provide the indexing mechanism. One support issue is that if your Java Virtual Machine, or your application server (Apache Tomcat or whatever) crashes for any reason, then the indexes may be left in a locked state on the server. The lock files are kept in the directory specified by the org.apache.lucene.lockdir system property if it is set, or by default in the directory specified by the java.io.tmpdir system property (on Unix boxes this is usually  /var/tmp or /tmp). If for some reason java.io.tmpdir is not set, then the directory path you specified to create your index is used. Lock files have names that start with lucene- followed by an MD5 hash of the index directory path. If you are certain that a lock file is not in use, you can delete it manually.