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Global Search Index Tool (TCE 5.2 and 6.0)

The Global Search Index Tool is used to update Global Search after objects have been enabled or disabled and to clear search server information. The indexing must be completed in full after installation for global search to function. 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.

The Global Search Index Tool can be accessed by clicking the Tools tab and selecting Global Search Index Tool .

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:

  1. Navigate to the Groups page.
  2. Click the group you would like to use the index tool.
  3. Click the Tool Rights link.
  4. Click the Edit button. Check the boxes for the Global Search Index Tool.
  5. 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.
  6. Save and close.

Indexing Objects

In order for object to appear in search results, they must be indexed. In preliminary testing, indexing took roughly one hour per 4 GB of data.

To build an index:

  1. Open the Global Search Index Tool by selecting it from the All or Tools tab.
  2. Select the checkbox next to the object. To select all objects for indexing, select the checkbox in the header row of the table.
  3. 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. However, if you are re-indexing three objects and you stop the index midway through object two, the first object will be updated, the second object will have no index, and the third object will remain indexed but not is not updated.

Records added during indexing are indexed after the completion of the initial indexing.

For more information on indexing, see Identifying Parts of the Index Tool.

Users upgrading Elasticsearch for TeamConnect 5.1 will need to re-index their instance after completing their upgrade.

Note: 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.

Identifying Parts of the Global Search Index Tool

Details on the Global Search Index Tool home screen can be found below.

Screen Identifier Description
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:
  • Indexed: The data for this object is present and indexed on the search server.
  • Not Indexed: This object is enabled for search but has no data on the search server. Click the checkbox next to the object and click Index Selected to move data to the server.
  • Disabled: This object does not return results or store data on the search server. See Disabling Objects from Global Search.
UUID The UUID is your unique identifier for global search. Reference this number in any support issues you may have.
Index Frequency (seconds ) 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.
Test connection to search server The test connection button allows users to ensure that a link between the TeamConnect instance and search server exists.
Clean unused data from Search server Clean unused data from search server removes leftover data from the search server from objects that you have recently disabled. Any item that has been previously indexed must be cleared after being disabled. See Disabling Objects from  Global Search.
Delete all search server information The Delete all search server information button (the Drop Index button) removes search data for all objects on the search server. Objects must be re-indexed if this button is pressed for search to return any results.
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