Issue:
Search form e-mails using subject text and body text doesn't bring back results.
Related:
Type-ahead not working in a view
Searching attachments doesn't work
Encrypted documents not found when performing searches
Research and Resolutions:
What type of search is not working?
View Type-ahead Resolution:
If type-ahead is not working as expected, the in-box folder (or whatever current folder or view) is likely sorted by a different column. For example: You have your mailbox sorted by date descending, but want to type ahead on the sender (Who). First click the Who column to change the sort to the name/e-mail and then type the name or e-mail desired.
In addition, the column must contain what you are type-ahead searching. For example, the From or Two column will have a mix of name and email addresses depending on how they were received or composed/sent. We can only type-ahead on the values actually presented in the column.
Lastly, as a technical point, the type-ahead feature uses the view index, not the mail file or application full-text index. We don't have to have an app full-text indexed in order to use column type-ahead filtering/searching.
Limited or Partial Results Returned:
If full-text searching returns limited or partial results, your mail file or application likely needs to be full-text indexed. Typically, administrators will turn this off so they can get more People on a server.
If you are a Mindwatering customer, we encourage you to create, delete, and change your indexing settings. The instructions to fix and enable full-text search indexing are below.
Steps to fix:
1. Check your application's full-text properties and confirm if an index exists.
2. Create/re-create the index and ensure the attachments are index "using conversion filters". Also, select the option for encrypted fields/data you have encrypted mail or other data in your application.
Attachments:
If you have an index, but your administrator unchecked to index attachments, then all attachments won't be included. To fix it, the current full-text index needs to be deleted and a new one created with the attachments indexed "using conversion filters". It is very important to switch the default value for indexing attachments to use the conversion filters. Otherwise, the attachment search is on the digital file itself, rather than specifically the contents of the digital file attached.
Steps to fix:
1. Check your application's full-text properties and confirm if an index exists.
2. If a current index exists, delete it.
3. Create/re-create the index and ensure the attachments are index "using conversion filters". Also, select the option for encrypted fields/data you have encrypted mail or other data in your application.
Encrypted Data:
If you have an index, but your administrator unchecked to full-text search enable encrypted fields and data, then that encrypted data won't be included. To fix it, the current full-text index needs to be deleted and a new one created with the encrypted data option enabled/checked.
Steps to fix:
1. Check your application's full-text properties and confirm if an index exists.
2. If a current index exists, delete it.
3. Create/re-create the index and ensure the option for encrypted fields/data is selected. In addition, ensure that option for attachments attachments is selected including the sub-option to index "using conversion filters".
How to Check for a Full-Text Index:
1. In the Notes client, under the menu, choose File --> Application --> Properties.
2. The 6th tab is a magnifying glass, this is the Full-text index tab. Click it.
3. There are three buttons: Update Index, Create Index, and Delete Index.
You should never need to click Update Index as the system indexes documents by default every 15 minutes if not immediately.
If you have an index, it will display "Last index time: ...". If you do not have one, it will say, "Database is not full text indexed".
How to Delete the Full-Text Index:
1. In the Notes client, under the menu, choose File --> Application --> Properties.
2. The 6th tab is a magnifying glass, this is the Full-text index tab. Click it.
3. Click the Delete Index button.
4. Close the database/application properties box.
How to Create a Full-Text Index:
1. Do steps 1-3 above and verify you have one.
2. Click the Create Index button.
3. In the Create Full-Text Index dialog:
- Add a check to the Index attached files, set the radio button underneath to Using conversion filters on supported files (searching is often more accurate).
- Add a check to the Index encrypted fields. (This allows you to search successfully into emails that have been sent with encryption.)
- If you work for a company that creates words with periods and commas (e.g. bill number 1234.123) also indexing sentence and paragraph breaks can help. For most of us, we can skip this one.
4. Click OK. and close the database/application properties box.
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