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Exact Synergy Enterprise   
 

Exact search tool help file

Introduction

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. 

Procedures

How do I start the Exact Elastisearch tool?

  1. Go to the installation directory of your ESE, and then open the bin folder.
  2. Run the Exact.Search.Tool.exe file.
  3. In the displayed screen, connect to the SQL server where your ESE database resides.

Keep in mind: The information provided will be remembered when you run the tool again the next time.

How do I index existing data?

  1. Once you have started the tool, click the Elasticsearch tab on the left panel.
  2. Select the check boxes next to the respective entities to be indexed.
  3. Define the page size for each entity.
  4. Specify whether you want to use the Max degree of Parallelism setting.
  5. Click Create.
  6. Once the process is completed, click Thanks!.

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.

How do I adjust the settings?

  1. Once you have started the tool, click the Settings Editor tab on the left panel.
  2. Modify the settings for each entity at the respective tabs.
  3. Click Export to export the changes to an .xml file. Place the .xml file in the xmd folder of the installation directory of your ESE.

Keep in mind: If you have multiple web servers, you have to place the .xml file in the xmd folder of all ESE installations.

How can I view the log?

  1. Once you have started the tool, click the Log tab in the left panel.
  2. Select Show to display the required log details.

How do I define sets of synonymous words?

  1. Once you have started the tool, click the Synonyms tab on the left panel.
  2. In the box at the bottom of the screen, type the first word, and then click . This word will now be displayed on the right side of .
  3. Type another word (the synonym of the first word), and click  again. Similarly, this word will now be displayed on the right side of . Repeat this step to add more words to this set.
  4. Click Add set to create this set with all the defined words.
  5. Click Apply to save the changes.

Keep in mind:

  • Applying the changes in this screen is a lengthy and intensive process. Apply the changes only when the server load is minimal.
  • When you use the Reset function via the Settings Editor tab, the synonymous words defined will be deleted.

How do I define sets of synonymous words using plain text?

  1. Once you have started the tool, click the Synonyms tab in the left panel.
  2. Click Plain Text.
  3. Type the words to be added as a set of synonymous words on the same line and separate each word with a comma. For example: “Authorise,Authorize,Approve”.
  4. To define more sets of synonymous words, use a separate line for each set.
  5. Once you have defined the required sets, click Apply to save the changes.

Keep in mind:

  • Applying the changes in this screen is a lengthy and intensive process. Apply the changes only when the server load is minimal.
  • When you use the Reset function via the Settings Editor tab, the synonymous words defined will be deleted.

How do I delete a word from a set of synonymous words?

  1. Once you have started the tool, click the Synonyms tab on the left panel.
  2. Search for the set of synonymous words which contains the word.
  3. Click  next to the word to remove it from the set.
  4. Click Apply to save the changes.

How do I delete sets of synonymous words?

  1. Once you have started the tool, click the Synonyms tab on the left panel.
  2. Search for the set of synonymous words.
  3. Click  on the right side of the set to delete it.
  4. Click Apply to save the changes.

How do I delete sets of synonymous words using plain text?

  1. Once you have started the tool, click the Synonyms tab on the left panel.
  2. Click Plain Text.
  3. Remove the relevant lines of the corresponding sets.
  4. Click Apply to save the changes.

How do I define noise words?

  1. Once you have started the tool, click the Noise words tab on the left panel.
  2. In the box at the bottom of the screen, type the word(s). You can add multiple words at once by separating the words with commas or spaces.
  3. Click Add word(s).

Keep in mind:

  • Applying the changes in this screen is a lengthy and intensive process. Apply the changes only when the server load is minimal.
  • When you use the Reset function via the Settings Editor tab, the noise words defined will be deleted.

How do I define noise words using plain text?

  1. Once you have started the tool, click the Noise words tab on the left panel.
  2. Click Plain Text.
  3. Type the word to be added as a noise word.
  4. To define multiple noise words, use a separate line for each word.
  5. Click Apply to save the changes.

Keep in mind:

  • Applying the changes in this screen is a lengthy and intensive process. Apply the changes only when the server load is minimal.
  • When you use the Reset function via the Settings Editor tab, the noise words defined will be deleted.

How do I delete noise words?

  1. Once you have started the tool, click the Noise words tab on the left panel.
  2. Click on the right side of the respective words to be deleted.
  3. Click Apply to save the changes.

How do I delete noise words using plain text?

  1. Once you have started the tool, click the Noise words tab on the left panel.
  2. Click Plain Text.
  3. Remove the relevant word(s).
  4. Click Apply to save the changes.

Home

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:

  • Green — This means everything is working correctly.
  • Orange — This means the cluster can be improved.
  • Red — This means the cluster or part is not working.

The Nodes section displays the nodes that are available in the cluster. For each node, the following configuration information is displayed:

  • Name
  • Version of the Elasticsearch
  • Elasticsearch URL
  • Heap size (or warning if the heap size is not set)
  • Queue size for the bulk index, index, and search

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.

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:

  • Resource
  • Document
  • Attachment
  • Request
  • Account
  • Project
  • Item
  • Contact

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.

Settings Editor

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:

  • Type (multiple types can be set up, separated by commas)
  • SecurityLevel
  • Status
  • Group (the document category if the classic document structure is supported by Exact Synergy Enterprise)

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:

  • Type
  • Status

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.

Note: Once the settings are saved, the ELIS services must be restarted.

Log

In the Log tab, three processes will be displayed, such as the following:

  • Search
  • Bulk Index
  • Incremental Index

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.

Synonyms

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.

Noise words

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.

Tips

Getting some documents displayed higher in the result set of 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” />

Incremental index does not work for the entities that are not indexed via the Search tool

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.

Related documents

 

     
 Main Category: Attachments & notes  Document Type: Online help main
 Category:  Security  level: All - 0
 Sub category:  Document ID: 27.845.763
 Assortment: Exact Synergy Enterprise  Date: 04-11-2019
 Release:  Attachment:
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