The "Indexes" configuration node

Indices enable searches in fulltext and fields. Indices are assigned to an archive. Indexing an archive document is optional. Only if a document is indexed can it be found on the xSuite Archive Prism UI. An index can contain hit lists and search forms.

The following data is indexed:

Notice

This data is stored by Elasticsearch in the All field. This field is used when the user performs a full-text search.

All index fields
All attachments
All notes
All metadata

You can use the properties of an index to define the following functions, among others:

Function	Description
Thumbnails	Thumbnails can be stored for attachments and displayed in the hit list. Thumbnails must already be created during indexing. In the index, you can configure the creation of thumbnails using the ForceThumbsize property. Further information can be found at Editing the properties of an index.
Hit highlighting	Hits can be highlighted in the attachments of documents. Hit highlighting for attachments is only possible if the attachments are saved in the index. You can configure highlighting in the index using the AttachmentHighlighting property. Further information can be found at Editing the properties of an index and Configuring highlighting. Caution This property can only be activated in the process of creating an index. Activation at a later point in the process is not possible. Notice General settings for highlighting in all indexes are available via SystemSettings → Index.
Search in index fields	Fields and metadata can be searched by field. Area searches are also possible. Wildcards`(*`) can be used to search for strings. The index can be used to display suggestions when searching. You can configure the composition of these suggestions in the index. Caution The maximum number of searchable fields in the index is 1024. If more than 1024 fields are held in the index (sum of all fields of all document types used in the index and "Free Fields"), increase the number of fields permitted in Elasticsearch. To do this, add the following parameter to the `elasticSearch.yml` file in the Elasticsearch installation directory: `indices.query.bool.max_clause_count: <Number>` Increasing this parameter has a negative effect on the performance of Elasticsearch. xSuite Group GmbH recommends not exceeding the value of 1024 fields per index.

Function

Description

Thumbnails

Thumbnails can be stored for attachments and displayed in the hit list. Thumbnails must already be created during indexing.

In the index, you can configure the creation of thumbnails using the ForceThumbsize property. Further information can be found at Editing the properties of an index.

Hit highlighting

Hits can be highlighted in the attachments of documents. Hit highlighting for attachments is only possible if the attachments are saved in the index.

You can configure highlighting in the index using the AttachmentHighlighting property. Further information can be found at Editing the properties of an index and Configuring highlighting.

Caution

This property can only be activated in the process of creating an index. Activation at a later point in the process is not possible.

Notice

General settings for highlighting in all indexes are available via SystemSettings → Index.

Search in index fields

Fields and metadata can be searched by field. Area searches are also possible. Wildcards(*) can be used to search for strings.

The index can be used to display suggestions when searching. You can configure the composition of these suggestions in the index.

Caution

The maximum number of searchable fields in the index is 1024.

If more than 1024 fields are held in the index (sum of all fields of all document types used in the index and "Free Fields"), increase the number of fields permitted in Elasticsearch.

To do this, add the following parameter to the elasticSearch.yml file in the Elasticsearch installation directory:

indices.query.bool.max_clause_count: <Number>

Increasing this parameter has a negative effect on the performance of Elasticsearch. xSuite Group GmbH recommends not exceeding the value of 1024 fields per index.

Creating an index

Notice

Alternative to manually creating an index, when you are creating a new archive you can automate the creation of an associated index. To do so, use the archive property Create and assign index automatically.

Open Archive Administration.
Open the configuration nodes Archive → Indexes.
Notice
To create the new index below an existing index, click on the existing index.
Click on the button and then go to Create new node.
➣ The Create new node dialog will open.
Enter a name for the index.
Click Confirm.
Notice
To open the properties of the index directly after creating it, activate the Open node afterwards checkbox.
➤ The index has now been created.
➤ You can edit the properties of the index.

Editing the properties of an index

Open Archive Administration.
Click on an index under Archives → Indexes.
➣ The properties of the index will open.

Define the following properties:

Property	Description
TopVersionFlag	Controls whether the latest versions of a document are flagged. Caution This property can only be activated in the process of creating an index. Activation at a later point in the process is not possible. If this property is activated, new documents will be flagged and older documents unflagged. This allows the user to search for the latest version of a document. You can use the hit-list property ForceTopversionFlag to define whether this flag is to be used in the search.
StoreAttachments	Controls whether the entire attachment, including the text, is to be saved in the index. Saving the entire attachment greatly increases the volume of the index.
Deactivate did you mean search	Deactivates the "Did-you-mean" search. The "Did-you-mean" search shows the user suggestions that come closest to the user's search entry.
AttachmentHighlighting	Controls whether attachments are written in full to the index to enable highlighting. Activated highlighting consumes memory space. Caution This property can only be activated in the process of creating an index. Activation at a later point in the process is not possible.
AllowWildcard	Controls whether the wildcard search in index fields is activated. Notice The wildcard search is resource-intensive. If you activate this function, expand the working memory.
SuggestionFields	Controls whether default fields are used. The following values are available: None: no suggestions All: suggestions from all fields Suggestion: suggestions from suggestion fields (indicated by the Suggestion property) Notice The suggestion function does not serve as a correction for incorrect user input or as a fuzzy search. Only the last five SuggestionFields entries that are very similar to the word entered will be displayed to the user.
ForceThumbsize	Size of the preview images (thumbnails) Enter a numerical value as the value (e.g., `128`). You can use this property to force thumbnails to always be calculated. If this value is not set or is `0`, the indexing application will determine whether thumbnails are generated.
IndexName	Elasticsearch index name This index name is generated automatically and is not displayed in xSuite Archive Prism.
BlockedMimeTypes	MIME types that are not indexed You can specify multiple MIME types.
Label	Index display name You can use Locale to define the name for different languages (e.g., `de` for German and `en` for English).

Click Save.
➤ The properties are now saved.

Adding a hit list to an index

Open Archive Administration.
Open the configuration nodes Archive → Indexes.
Click on the HitList tab.
➣ The hit-list view will open.
Click on HitList.
➣ The New grouping (HitList) dialog will open.
Enter a name for the hit list.
Click Confirm.
➣ The hit list has been added.

Define the following properties:

Property	Description
Label	Display name of the hit list You can use Locale to define the name for different languages (e.g., `de` for German and `en` for English).
DocType	Document type If a document type is specified, the search with the hit list will only include this document type.
AggregationField	Name of the field used for aggregation Syntax: `Fieldname@DocumentType` The aggregation provides information on how many documents in a field contain the value X.
AggregationSize	Maximum number of aggregations Default value: `50` Notice The quantity must be limited, as a field might have a different value in each document. Example: There are 10 million documents in an archive. The aggregation field LfdNummer contains the number `1-10,000,000`. If the aggregation is not restricted, 10,000,000 entries will appear per hit-list page.
OrderByModificationTime	Controls whether the documents are sorted according to the date of modification. If this property is activated, the most recently changed documents will appear first in the hit list.
TreeColumnCount	Number of columns displayed in the tree structure
ForceTopVersionFlag	Controls whether the user can search for the latest document version in the hit list. Prerequisite: The index property TopVersionFlag is activated.

Click Save.
➤ The hit list has now been added to the index.
➤ You can now add fields to the hit list.

Add a field to a hit list

A hit list is used to display the results of a search. When the user searches in the archive (e.g., via a search form), the search results will appear in the form of a hit list. You can define which fields are available in the results list and how the search results are sorted.

Open Archive Administration.
Open the configuration nodes Archive → Indexes.
Click on the HitList tab.
➣ The hit-list view will open.
Click on an existing hit list.
➣ The properties of the hit list are now displayed.
Click on Fields.
➣ The New grouping dialog will open.
Enter a name for the field.
Click Confirm.
➣ The field will be added to the list of fields.
Click on the field name in the list of fields.
➣ The properties of the field are now displayed.

Define the following properties:

Property	Description
Size	Maximum size (as text) in the hit list Default value: `100`
SortOrder	Sorting order The following values are available: `None`: No sorting `Ascending`: sorting starting with the lowest and going up `Descending`: sorting starting with the highest and going down
Type	Field data type If the field already exists in the index, this property will be pre-assigned and cannot be changed. The following values are available: `String` `Bool` `Integer` `Date` `Decimal` `Attachment`
Label	UI name of the field You can use Locale to define the name for different languages (e.g., `de` for German and `en` for English).

Click Save.
➤ The field will now have been added to the hit list.

Configuring highlighting

Highlighting for index fields in the hit list can be configured. By default, there is always an Attachment field that appears at any position in the hit list. This field is used to configure the highlighting for attachments.

Open Archive Administration.
Open the configuration nodes Archive → Indexes.
Click on the HitList tab.
➣ The hit-list view will open.
Click on an existing hit list.
➣ The properties of the hit list are now displayed.
Click on an existing field in the list of fields (e.g., Attachment).
➣ Highlighting properties are displayed in the Highlighting area.
Notice
Click on the button Highlighting to add a new highlighting.

Define the following properties:

Property	Description
Size	Maximum size of the highlighting fragment as an integer (e.g., the text excerpt from an attachment)
PreTag	HTML code that initiates highlighting This setting overwrites the setting under SystemSettings → Index. Example: `<font color="red"><b>` This example is of highlighting in bold, red font.
PostTag	HTML code that ends highlighting This setting overwrites the setting under SystemSettings → Index. Example: `<b` `></font>` This example ends the highlighting as it was introduced in the example under PreTag.

Property

Description

Size

Maximum size of the highlighting fragment as an integer (e.g., the text excerpt from an attachment)

PreTag

HTML code that initiates highlighting

This setting overwrites the setting under SystemSettings → Index.

Example: <font color="red"><b>

This example is of highlighting in bold, red font.

PostTag

HTML code that ends highlighting

This setting overwrites the setting under SystemSettings → Index.

Example: <b ></font>

This example ends the highlighting as it was introduced in the example under PreTag.

Caution

Incorrect HTML tags in the highlighting might mean that the HTML page cannot be displayed.

Click Save.
➤ Highlighting has now been configured.

Adding a search form to an index

Search forms are used to provide the user with pre-defined search fields for searching in the archive. To add a search form, define which fields are available in a search form and how these fields are displayed. An example of what you can define would be lookups.

Open Archive Administration.
Open the configuration nodes Archive → Indexes.
Click on the Queryforms tab.
➣ The search form view will open.
Click on QueryForm.
➣ The New grouping (QueryForm) dialog will open.
Enter a name for the search form.
Click Confirm.
➣ The search form has now been added.
Click on Fields.
➣ The New grouping dialog will open.
Enter a name for the field.
Click Confirm.
➣ The field will be added to the list of fields.

Edit the following field properties:

Property	Description
ValueLookup	Controls whether a lookup is activated for this field. If a selection list is to be used for the field, this property must be activated.
Type	Field data type The data type of the field determines what type of value the user can enter in the search. If the field already exists in the index, this property will be pre-assigned and cannot be changed. The following values are available: `String` `Bool` `Integer` `Date` `Decimal` `Attachment`
DefaultValue	Standard search value The field is pre-assigned with this value in the search form.
Label	UI name of the field You can use Locale to define the name for different languages (e.g., `de` for German and `en` for English).

Click Save.
➤ The search form has now been added to the index.

In this section:

Elasticsearch index name

xSuite Archive Prism User Guide