Some Indexing Facts

This topic discusses some indexing facts in eroom Advanced installation.

1. Indexing is a background task that runs on an indexing server and is managed by the eRoom Scheduler service. The Scheduler indexes the content of all files in eRoom so they are included in eRoom searches.
2. eRoom Advanced installation is a multi-server application, in which the web server, indexing server,
   database server, and file server typically reside on different machines.
3. While it is possible to install the eRoom 7 indexing server on the database server or the web server, it is recommended that you install it either on a separate server, or on the file server itself. Do not install the indexing server on the Real Time Server.
4. All eRoom servers communicate with the indexing server on port 2060.
5. Installing the indexing server before you run the eRoom 7 Advanced installation setup program can save you time.
6. Indexing runs every five minutes by default, and is configurable in the eRoom MMC snap-in by right-clicking “eRoom Server” and picking Server Tuning.
7. eRoom 7 creates one full-text index per facility. Indexing can be enabled or disabled for the entire site on the Scheduler page of Site Settings.
8. Site administrators (or community administrators with “rebuild facility indices” permission) can rebuild indexes for individual facilities using the “rebuild index” button on the General page of Facility Settings (which you access via the Facilities page of Community Settings).
9. Back up the eRoom Data directory whenever you perform backups. However, do not back up the
   \~FullText directory. Backing up this directory might cause the full-text index database to fail.
10. You can also exclude the \~Logs directory from backups because this directory will be recreated the next time eRoom is run.
11. The eRoom indexing process requires exclusive access to the full-text database files at all times in order for eRoom searching and indexing features to work correctly.
12. File-locking during a back-up process disrupts that exclusive access, and this can break the full-text index. In such cases, the full-text index must be completely rebuilt, which, if a facility contains many documents, can take a significant amount of time.Hence,be sure to exclude the eRoom full-text database files from the backup.
13. The location of the full-text database files depends on the eRoom configuration.
    For an eRoom Standard installation, exclude the following folders from backups:
    <eRoom server data>\~Fulltext
    <eRoom file server>\~Fulltext
14. For an eRoom Advanced installation, the full-text database files may be located on more than one server,depending on how the site is configured.
    • If the site has eRoom servers that also function as indexing servers, exclude from backups the<eRoom server data>\~Fulltext folder on each of those servers.
    • If the site uses standalone indexing servers, exclude from backups the <eRoom data>\~Fulltextfolder on each of those servers.
    • On each eRoom File Server, exclude from backups the <eRoom File Server>\~Fulltext folder.
15. eRoom displays errors in the Windows server event log. eRoom also creates a FailedOperation.csv file in the data directory you specify for the index files. Additionally, .log files are created within the same directory for each index eRoom maintains. Lastly, eTrace is the most useful utility to diagnose indexing problems. Enable the etrace settings for Full Text Index at 5 and recreate the indexing problem. Technical support may request the eTrace, Windows event logs, .csv file, and .log files when troubleshooting indexing issues.
16. An eRoom file that is linked to the Content Server is indexed like any other eRoom file.physical linked file is stored in the Content Server, but is indexed in both eRoom and the Content Server. From an end user’s point of view, searching the eRoom or the site level works exactly the same whether the eRoom file is linked to the content server or stored in eRoom.
17. Note that in eRoom 7, the eRoom application does not cache the linked file on the eRoom
    web server. Instead, eRoom retrieves the file from the Content Server every time it needs to be
    indexed.

(Collected from eRoom indexing Server 7.pdf from EMC website)