Re-index File Properties in a Vault

Re-index File Properties in a Vault

Re-indexing scans the selected vault database and extracts and indexes properties from the files in the vault database. The extraction and indexing process uses the latest available iFilters/Content Source Property Providers for the files. Only properties currently set to Enabled and properties that have read-mappings are re-indexed. During re-indexing, existing property (e.g., user-defined property) values are updated.

Reasons for re-indexing:

• New iFilters or Content Source Property Providers have been added that extract more relevant information.
• Property definitions have been set to Enabled.
• Read-mappings have been modified.

Which Properties Get Indexed

When files are added to a vault, any file properties that are defined as Enabled in the Properties Management dialog in Vault are indexed. The following are some of the property definitions that are automatically created and set to Enabled when Autodesk Data Management Server is installed:

• Author
• Comments
• Keywords
• Thumbnail
• Material
• Part Number
• DWG Creator Name
• DWG Creator Version

Additional property definitions can be created by the administrator.

Note: For more information and complete instructions for managing file properties, see Properties Administration.

Indexing and Server Performance

The re-indexing process is assigned "Below Normal" priority on the server, allowing users to continue accessing the Autodesk Data Management Server even while files are being re-indexed. If the vault is backed up during the re-indexing process, the re-indexing is paused for the duration of the backup and then automatically restarted once the backup has finished. If a vault is being re-indexed and the same vault is restored, the re-indexing operation stops and all properties re-indexed to that point are replaced by the properties from the restored version.

Note: To run the re-indexing process at a higher priority on the server, use the command line. While running the re-indexing process as a high priority is faster, the priority cannot be changed once the process begins.

When migrating a vault, all property definitions that are set to Enabled remain Enabled. Once migrated, the administrator can disable those property definitions which are no longer needed. Any new property definition added to the vault following migration is set to Enabled by default. Re-indexing processes files from newest to oldest. In the event that the server is suddenly re-booted or loses power, re-indexing automatically starts on the last file processed when the server is brought back on line.

When re-indexing properties in a replicated environment, the re-index operation processes files located on the server from which it was started.

Re-index File Properties in a Vault

1. From the Server Console, select a vault from the Vaults folder.
2. Select Actions > Re-index File Properties.
3. By default, only latest versions and released versions are re-indexed.

   All versions can be re-indexed as an option.

   Clients can access the vault while it is being re-indexed. Not all properties may be up-to-date until the re-indexing has finished.

4. Click Calculate to see the number of files that will be re-indexed based on the selection set.
5. Click OK.
6. Click Yes on the prompt to begin re-indexing file properties.

Filters

You can use filters to limit the number of files that are re-indexed. Following is a list filters that can be used to refine the re-indexing process:

• File Extension–use to re-index files of a particular type.

  Usage: Input file extensions with or without leading dots. Separate each extension by a comma or a semi-colon (with or without spaces).

• Provider– use to re-index files based on the iFilter or Content Source Property Provider.

  Usage: Select provider(s) from the pre-defined list of providers.

• Date– use to re-index files that are checked in within a specified time period.

  Usage: Select the start and end dates to define the date range. The reindexing process will only index files that were checked in during this time frame.

Note: All three filters can be used in combination with each other. Use the OR operator between File Extension and Provider filters. Use AND between Date and other filters.

Force Re-Index

Vault maintains re-index status for every file. So even though certain criteria are selected for a re-index operation, it is not necessary that all files that fall under the criteria be re-indexed because some files may be up-to-date thus not needing a re-index. However, the Administrator may choose to force a re-index on all files that meet the selected criteria by selecting the Force Re-Index option that can be exposed by expanding the dialog.

Force Re-Index is especially useful when a new iFilter is added, and also after migration. Apart from that there is really no need to run a Force Re-Index.

Note: Re-Index operation can take longer to complete when Force Re-Index is selected, so, use this option only when it is absolutely needed.
Note: The selection on the Re-Index dialog is per vault. The selection persists for the next session for that vault except for the Force Re-Index option, which is unchecked every time the dialog opens.
• To force a re-index, click the expand button and select the Force Re-Index check box.

Check the File Property Re-indexing Status

Once the re-indexing operation has been initiated for a vault, you can check the progress using the Re-Index File Properties Status dialog. The Re-Index File Properties Status dialog indicates which vault is being re-indexed, what percent of the files have been re-indexed, as well as the total number of files that have been re-indexed and the number of files remaining. The re-indexing can also be stopped using the status dialog.

The Re-Index Status dialog summarizes the files that failed to be re-indexed.

Check the Property Re-Indexing Status

1. Launch the Autodesk Data Management Console.
2. Select a vault.
3. Select Actions > Re-index File Properties.
   • If a vault is currently being re-indexed, the Re-Index File Properties Status dialog is displayed indicating the current progress.
   • If re-indexing has finished or has been stopped, the Re-Index File Properties dialog is displayed. Click Status to view the status of the last re-indexing operation.

Stop Re-Indexing

Note: Once stopped, any properties re-indexed up to that point are retained.
1. In the Re-Index File Properties Status dialog, click Stop.
2. You are prompted to confirm stopping the re-indexing operation.
   • Click OK to stop re-indexing.

View Re-Indexing Details

1. In the Re-Index File Properties Status dialog, click Details.
2. The files and file types that failed to re-index are listed. Click Report to save the list in a text file.

Possible reasons for a file failing to re-index include:

• An error occurred during the property extraction for an individual file. If an individual file fails to re-index and the corresponding iFilter is registered and can be loaded, then the failure is with the file and not the file type. Check the failed file to make sure it is not corrupted.
• The iFilter for a particular file type cannot be loaded. If a file cannot be re-indexed because the corresponding iFilter cannot be loaded, the file type is listed. Re-register the necessary iFilter.
• The iFilter is missing. If a file cannot be re-indexed because of a missing iFilter, that file type will be skipped each time it is encountered during the re-indexing operation.

If any files fail to re-index, either correct the corrupted file or make sure the iFilter for the specified file type is registered and then run the re-indexing operation again.