From the Global Search Index Tool, you can update Global Search after objects have been enabled or disabled, build an index for an object, view the status of an index build, add custom fields to an object index, and delete object indexes.
To access the Global Search Index Tool, click the Tools tab and select Global Search Index Tool. For versions later than TeamConnect 4.1, if you do not see the index tool under the Tools subsection of the All tab, see Adding the Global Search Index Tool to the Tabs.
Note: Users do not need to use the index tool after making updates to an object that is already enabled. Global search will automatically incorporate these changes as per the Index Frequency time displayed on the home screen.
Adding the Global Search Index Tool to the Tabs
After installation, the Global Search Index Tool might not be immediately accessible in the Tools section of the All tab.
To enable the tool:
- Navigate to the Groups page.
- Click the group you would like to use the index tool.
- Click the Tool Rights link.
- Click the Edit button. Check the boxes for the Global Search Index Tool.
- You may need to enable Export Design Changes and Import Design Changes in order to use the Configuration Transfer Utility (CTU). For more information, see Working with Configuration Transfer Utility.
- Save and close.
In order for object to appear in search results, the object must be indexed. Starting in TeamConnect 6.1, each object has its own, separate index.
Building an Index for an Object
You can rebuild existing indexes or add a new object index using the same steps.
To build an index:
- Open the Global Search Index Tool by selecting it from the All or Tools tab.
- Select the checkbox next to the object. To select all objects for indexing, select the checkbox in the header row of the table.
(Note: If the object does not appear in the Global Search Index Tool table, verify that it is included in Global Search. Open the Setup tool, click the Go to... dropdown menu and select Object Definitions. On the General tab, click the name of the object and clear the Remove from Global Search checkbox. Click Save and Close. You may need to log out of TeamConnect and then log in.)
- Click the Index Selected button. While the object is indexing, two buttons appear:
- Refresh Statuses refreshes the status of each object to show how the indexing is progressing. The index tool page automatically refreshes after all indexing has been completed but not as individual object have been completed.
- Stop All Indexing cancels the process. When the process to index an object is started, the existing index is dropped (deleted). If you cancel the process while an object is being indexed, that object will not appear in search results. For example, if you are re-indexing three objects and you stop the index midway through the second object, the first object will be updated, the second object will have no index, and the third object will remain indexed but is not updated.
- Records added during indexing are indexed after the completion of the initial indexing.
- If a user searches on an object while that object is being indexed, a message will warn the user that the most recent additions to the index may not be immediately available.
- Secured or 'private' matters and objects will not be searchable. However, if these items are indexed, related unsecured records appear in search results when users search the matter name.
- Only 1,000 fields can be indexed on an object, even though TeamConnect does not have a limit on custom fields.
For more information on indexing, see Elements of the Global Search Index Tool.
Users upgrading Elasticsearch for TeamConnect 6.1 will need to delete the indexes using the previous version of Teamconnect before upgrading and then re-index their instance after completing their upgrade. For more information, see Upgrade Considerations in the TeamConnect 6.1 Release Notes.
Adding Custom Fields to an Index
When a new custom field has been created and you want the information indexed and included in search results, update the custom field mappings in the Global Search Index Tool.
Note: If an existing custom field is enabled, the existing information in these fields is not available in Global Search until the the object is re-indexed.
To update the mappings to add a new custom field to search:
- Add the new custom field.
- Open the Global Search Index Tool. A dot will appear in the Updated Mapping column for any object that has new custom fields that have not yet been mapped.
- Select the object or objects.
- Click Update Selected Mappings.
- Click Yes to confirm that you want to continue. Note that only objects with an existing index will be re-mapped.
- Data in the new custom fields will appear in search results for any records changed after the mapping has been updated. Changes that occurred prior to the mapping do not appear in search until the object is indexed or the individual record is changed and saved.
Note: If a custom field is deleted and a new custom field is created with the same name but different type, the icon will not be displayed and there will be no indication that the mapping needs to be updated. For example, if a user deletes a custom field named Verse that is a Text field and then creates a new custom field named Verse as a Memo Text field, the Updated Mapping indicator does not appear for that object.
Deleting an Object Index
Deleting an object index deletes the index and removes it from search results. If you delete an index and then decide you do want the object to be searchable, rebuild the index for that object.
To delete an object index:
- Open the Global Search Index Tool by selecting it from the All or Tools tab.
- Select the checkbox for the object in the Global Search Index Tool table and click the Delete Selected button.
- If you have removed the object index because you do not want the object to appear in search results, follow the instructions for Removing an Object from Global Search.
Note: In the rare case that the object does not appear in the Global Search Index Tool table but you know that the item had previously been indexed, verify that it is included in Global Search. Open the Setup tool, click the Go to... dropdown menu and select Object Definitions. On the General tab, click the name of the object and clear the Remove from Global Search checkbox. Click Save and Close. You may need to log out of TeamConnect and then log in.
Elements of the Global Search Index Tool
Details on the Global Search Index Tool home screen can be found below.
|Columns||Updated Mapping||A dot in this column indicates that new fields have been added to the object, but the fields have not yet been mapped. To update the mapping, select the checkbox for the object and click the Update Selected Mappings button.|
|Object Name||The Object Name field lists all objects available for Global Search. The Name in Plural field of newly created objects will show here after creating the object and refreshing the page.|
|Started||The Started time displays the start time of the most recent re-indexing.|
|Finished||The Finished time displays the finish time of the most recent re-indexing.|
|Status||The Status column displays one of three statuses:
|Records Processed||The number of records that have been indexed, updated periodically during the indexing.|
|Initial Record Count||The number of records for the object, populated when indexing starts.|
|Percentage Complete||Percentage or records that have been indexed during the current process.|
|Buttons||Index Selected||Builds the index for the objects that have been selected.|
|Update Selected Mappings||Updates the mapping for the selected objects.|
|Delete Selected||Deletes the index for the selected objects. If the index for an object is deleted, the object must be re-indexed in order for the search to include the object in search results.|
|Stop All Indexing||This button cancels the index process and only appears while an index is being built. When the process to index an object is started, the existing index is dropped (deleted). If you cancel the process while an object is being indexed, that object will not appear in search results. For example, if you are re-indexing three objects and you stop the index midway through the second object, the first object will be updated, the second object will have no index, and the third object will remain indexed but is not updated.|
|Refresh Status||This button refreshes the status of each object to show how the indexing is progressing and only appears while an index is being built. The index tool page automatically refreshes after all indexing has been completed but not as individual object have been completed.|
|Test connection to search server||The test connection button allows users to ensure that a link between the TeamConnect instance and search server exists.|
|Fields||UUID||The UUID is your unique identifier for global search. Reference this number in any support issues you may have.|
|Index Frequency||The Index Frequency shows how often TeamConnect automatically checks for updates and modifications to existing, enabled objects and incorporates these changes into the global search. This value is set during the initial TeamConnect configuration. The frequency is measured in seconds.|