Date: Thu, 28 Mar 2024 04:31:15 -0700 (PDT)
Message-ID: <1642515291.644.1711625475032@ip-172-30-17-85.ec2.internal>
Subject: Exported From Confluence
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Indexes are meant to impro=
ve saved or advanced ad-hoc search speed for specific fields. The system au=
tomatically performs a full text index of all data in the system on all tab=
les, including in attached files. The Indexes tab in the Table wizard allow=
s administrators to create additional indexes for specific fields that are =
used very frequently in searching to speed up those searches. From the Inde=
xes tab, you can also change the fields that appear in the drop-down of the=
main search block.
Creating Indexes
You should only turn on indexing for specific tables if you are comforta=
ble working with databases, have a good feel for the makeup of the data, an=
d know which searches are most frequently used. If a certain field is often=
used for searching, and the number of matching records is much lower than =
the number of records in the knowledgebase, you can improve search speed by=
adding a database index for that field.
For example, adding an index to the Assigned To field will increase perf=
ormance if there are 100 records assigned to a particular team or individua=
l in a database of 100,000 records. However, if there are 50,000 records as=
signed to that team or individual, adding indexing will not help at all and=
may actually hurt performance.
To set up a field index:
- Click the Setup gear in the top-right corner and go to=
Tables.
- Select the table where you want to add an index and click Edit.
- Click the Indexes tab.
- Click New.
- Select the field you want to index and click Finish.
When you save the index setting, the system takes the time to index the =
selected field immediately.
Typically, you would only index a single field at a time, but it is poss=
ible to create a compound index by choosing multiple fields. For example, i=
f you have a frequently-used saved search that uses both the Status and Ass=
igned to fields, and the number of matching records is much lower than the =
number of records in the knowledgebase, indexing can improve the performanc=
e of that saved search.
Considerations for Cre=
ating Indexes
If you are unsure whether adding an index is right for your situation, c=
ontact Agiloft consulting services to discuss the options or to =
request assistance.
Because database indexing that is implemented poorly can adversely affec=
t knowledgebase performance, it is important to be careful and consider the=
following:
- Database locking makes the table unavailable while you are adding an in=
dex. For this reason, consider adding indexing outside of working hours.
- Inappropriate or excessive indexes will actually hurt performance. In g=
eneral, tables should not have more than 7 or 8 indexes.
Synchronizing Indexes
Indexes may sometimes become out o=
f sync with the system database, which can prevent the index from working p=
roperly. This can occur if the system is restarted while an index is being =
created or deleted. You can use the Check Indexes button and Synchronize&nb=
sp;Indexes button on the Indexes tab to identify and address synchronizatio=
n issues:
- The Check Indexes button compares=
the indexes found in the database with the indexes recognized by Agi=
loft and reports discrepancies. The button opens the report in a new w=
indow that lists the index name, the indexed fields recognized by Agi=
loft, the indexed fields found in the database, and the index status.
- The Synchronize Indexes button syncs the table's indexes with the database. The amount of time to compl=
ete this process depends on the number of records in the table. For example, a table containing one =
million records takes about five minutes to sync. You only need to sync wit=
h the database if the Check Indexes button reports a problem, or if you oth=
erwise suspect that the database is out of sync, such as a log file message=
that reports a synchronization issue.
Turning Off Indexing
The indexing process is resource i=
ntensive and should be turned off for tables where it is unnecessary, such =
as tables that do not require instantaneous searches of their content. The&=
nbsp;Communications table is a good example of where inde=
xing should be turned off because searching on this table is not common. Tu=
rning off indexing means that you cannot choose to make searches on certain=
fields faster, but it will improve the overall search performance of the e=
ntire table.
To turn off field indexing:
- Go to Setup > Tables.
- Select the table where you want to turn off indexing and click Edit.
- Click the Indexes tab.
- Clear the "Create FTS index for this table" checkbox.
- Click Finish.
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