The Exact.Search.Tool.exe file
starts the tool that helps the administrators to configure the data that has to
be indexed for the Search All functionality in Exact Synergy Enterprise.
To be able to use the Search All
functionality in Exact Synergy Enterprise, the data must be indexed. There are
two parts of indexing the data, such as the bulk index and incremental index.
The search tool starts the bulk index, and all the data of a specific entity
will be indexed. The incremental index uses the Exact Lightweight
Integration (ELIS) service, and the changes to the data will be
added to the index in Exact Synergy Enterprise.
Note: Keep in mind that this solution requires an additional
implementation that may involve extra costs. Please contact your account manager
for more information.
Keep in mind: The information provided will be
remembered when you run the tool again the next time.
Keep in mind: It may take some time to complete the
indexing process. You cannot perform any action on the database while the
process is running.
Keep in mind: If you have multiple web servers, you
have to place the .xml file in the xmd folder of all ESE installations.
Keep in mind:
The Home tab gives the user a
summary of the (connected) elastic search environment.
The Status field displays the status
of the cluster of Elasticsearch, such as the following:
The Nodes section displays the nodes
that are available in the cluster. For each node, the following configuration
information is displayed:
The Server Info section displays the
Elasticsearch URL that is used (stored in Exact Synergy Enterprise under the ElasticsearchURL
general setting), and the Exact Synergy Enterprise database (and database
server) that is used.
the Change button, you will have the
option to save or not to save the new Elasticsearch URL that has been defined to
the Exact Synergy Enterprise database.
If you have
opted not to save the new Elasticsearch URL, the URL will only be applied to
the current session of the application. The existing Elasticsearch URL will
still be displayed the next time you run the application. This functionality
will be applicable when upgrading to the new Elasticsearch version.
information, see the Migrating from
version 2.4.5 to version 6.6.2 section at How-to: Installing and configuring Elasticsearch.
The Elasticsearch tab displays the
entities that can be included in the Search All functionality in Exact
Synergy Enterprise. The user can select the check box of the entity to be
indexed (included in the Search All functionality). Once the index
process is completed, the total number of the specific entities will be
displayed, for example, the number of resources or documents that were indexed.
You can set the degree of Parallelism. By
default, 1 is displayed. The maximum is “4”. By increasing the degree of
Parallelism, more cores will be used to handle the workload of indexing the
For each of the entity, the page size can
be defined. The page size indicates the number of database records retrieved at a time. This can be used to manage the performance of the data retrieval from the network. For example, downloading large documents or attachments can result in long waiting times, or timeouts if the page sizes are too large. If this occurs, set the page size smaller. However, small resource data can benefit from large page sizes.
The following entities are supported for
a bulk index can interfere with the incremental index process. To ensure this process run smoothly, make
sure the bulk index process is performed when Exact Synergy Enterprise is not used by
To be able to use Elasticsearch for the
attachments, a plugin must be installed by running the following command. Go to
the BIN directory of the Elasticsearch installation, and run the command line
“plugin install mapper-attachments”. For example,
C:\\ElasticSearch\elasticsearch\bin>plugin install mapper-attachments.
If the Enable logging check box is
selected, you will be able to see the progress of the index (and errors if they
occur), and the duration of the total index. This log can also be saved to a
Note: If a
specific entity is not indexed via the tool, the incremental index will not
start for the specific entity. For example, if the Project entity is not
indexed via the bulk index, the changes in the projects will not be included in
the incremental process.
The Settings Editor tab allows the
users to set the data to be indexed, and how it will be indexed.
For each entity, you can set the minimum
relevancy, and index boost. When you use the Search All functionality in
Exact Synergy Enterprise, Elasticsearch will retrieve the data that matches the
search, and assigns a certain relevancy score for each match. If Minimum
relevancy is set higher, Elasticsearch will only return the data that has a
relevancy higher than the minimum that was set. If the Index boost
is set higher, Elasticsearch will return the data of this entity with a higher
relevancy score (higher in the result set). For example, if you want to see a
higher Resources in the result set (for example, above Contacts), the Index boost for the Resources must be set to a value that is higher than Contacts.
You can also boost the specific fields for the entity. For
example, you can boost the FullName field of the Resource property so that it is displayed higher in the result set compared to the similar fields within the same entity. Thus, FullName will have a higher precedence over the other properties, such as ManagerFullName.
For the Documents and Requests
entities, you can influence the data that will be indexed by using the filter options.
For the Documents entity, you can
set the following filters for the data that will be indexed:
If only the approved documents have to be
indexed, you should set the filter of the Status to “30”.
filter values will be added. Thus, if the Type and Status filters
are defined, only the data that fits both the criteria will be indexed.
The settings must be saved before the
filters can be applied (the settings for all the entities will be saved). You
can also export and import the settings, for example, after experimenting with
the correct settings in the test environment.
the settings are saved, the ELIS services must be restarted.
For the Requests entity, you can set
the following filters for the data that will be indexed:
For example, if only tasks and checked
tasks must be indexed, you should set the filter of Type to “0,1”.
values of the filter are added. Thus, if Type and Status are
defined, only the data that fits both the criteria will be indexed.
The settings must be saved before the
filters can be applied (the settings for all the entities will also be saved).
You can also export and import the settings, for example, after experimenting
with the correct settings in the test environment.
In the Log tab, three processes will
be displayed, such as the following:
logs will be created only if the check box for the logs is selected.
By selecting or clearing the check box(es) at the top of the screen, the log will start or stop. If none of the check box are selected, the log details will also be filtered. You can also search for the specific
data. For example, if you want to know whether the specific document is
indexed, you can search the document number.
The logs can be viewed with the integration
log of ELIS to monitor the incremental indexing of the entities (either
via Modules ? System ? Reports ? Exact Lightweight Integration Server ? Monitor, or ELIS
Console). From this monitor, you can see the change, for example, if the
document is picked up by ELIS and sent to Elasticsearch. From the log in
the Exact Search Tool, you can see if the document has been indexed.
In the Synonyms tab, you can define
the synonyms that should be used when Search All is used in Exact
Synergy Enterprise. The words that are on the same line are considered synonyms
of each other.
Note: When saving the
synonyms, the settings for Elasticsearch will be locked. Thus, you will not be
able to use the Search All functionality in Exact Synergy Enterprise. Usually, this will not take long to process.
In the Noise words tab, you can
define the words that you do not want to be included when the Search All
functionality in Exact Synergy Enterprise is used. Thus, the words will not be
included in the search results.
saving the noise words, the Elasticsearch settings will be locked. Thus, you
will not be able to use the Search All functionality in Exact Synergy
A lot of documents can be displayed when
using the Search All functionality in Exact Synergy Enterprise. These
documents might consist of guidelines, manuals, email conversations, and other
type of documents. If you want the specific documents to be displayed higher in the result set (based on certain words) compared to other
documents, the administrator can modify the Settings editor. However, if
this is insufficient, it is possible to add the specific words in HTML in the
document without displaying it to the user. For example,
<meta name=”keywords” content=”update
system, update system, update system, update system” />
Once all the entities have been indexed via
the Search tool, the changes in Exact Synergy Enterprise (for example,
documents, requests, and others) must also be indexed. This is handled via ELIS
through the incremental index mechanism. The incremental index will add the
changed entity to the Elasticsearch index (including creation and deletion).
Note: If a certain
entity is not indexed via the Search tool (no index is created), the
changes made in Exact Synergy Enterprise will not be indexed. The incremental
index will only handle the entities that have indexes created.