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.
By clicking 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.
For more 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 activities.
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 the indexing:
Note: Creating 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 anyone.
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 file.
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”.
Note: The 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.
Note: Once 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”.
Note: The 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:
Note: The 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.
Note: When 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 Enterprise.
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.