Index Smart Search knowledgebases

User Role: Administrator

To index Smart Search knowledgebases, follow these steps:

  1. Make sure that you have backed up your content data before performing a full reindex on the knowledgebases. For more information, see Back up and restore content data.

  2. Make sure that the KMReindex process is running in System Status.

  3. From the System Navigator, click System Administration > Ongoing Maintenance > Smart Analytics > Smart Search.

    The Smart Search Configuration page is displayed.

  4. (Only for the sclib libraries) Do one of the following to schedule the full reindex.

    • If you want to start indexing immediately, select the Run full reindex immediately check box.
    • If you want to start indexing based on a pre-defined schedule, clear the Run full reindex immediately check box, and then click the Schedule Full Reindex button to update the time period record:
      1. Add rules. For how to define a rule, see Create a time period.
      2. Approve the time period. For details, see Submit a time period for approval and Approve a time period.

        In this case, the full reindexing process only runs between the start time and the end time of each occurrence for the time period.


        • When you create the time period, the total time for all the occurrences should be long enough to index the selected libraries based on the data column. If all the occurrences have finished but the system does not complete indexing, you can update the time period record to add more occurrences with more time.
        • If two occurrences are overlapping, the system only runs the indexing process in the first occurrence and skips the second one.
  5. Click the Save button.

  6. From the Current Knowledgebase List section, select the knowledgebases that you want to index, and then click the Full Reindex button.

    Tip Alternatively, you can click the knowledgebase name in the list to open the Knowledgebase Maintenance page of a knowledgebase, configure the index conditions as needed, and then click the Full Reindex button on the Knowledgebase Maintenance page.

    On the Knowledgebase Maintenance page, you can also configure some advanced settings such as the number of threads for indexing the sclib library. For more information, seeManage Smart Search Knowledgebases.

    Tip If you want to index multiple libraries at one time, we recommend that you select the libraries with similar data volume.

    After you click the Full Reindex button, for the sclib libraries, the system creates one or multiple back-end processes (workers) that send the data in batches (jobs) from Service Manager to the Smart Analytics database for indexing, starting with the latest records.

  7. To make sure that the data is successfully indexed to the Smart Analytics database, check the overall index status for each knowledgebase from the Current Knowledgebase List section of the Smart Search Configuration page.

    From the Current Knowledgebase List section, you can check the following information.

    Field Description
    Knowledgebase Name

    Specifies the name of the Smart Search knowledgebase.

    Note When the administrator adds a new library, users can only see this library available on the list after next login.

    Type Specifies the type of the Smart Search knowledgebase.
    Display Name Specifies the display name for the Smart Search knowledgebase. You can change this value from a knowledgebase details page.
    Interval Displays the current interval used to update the selected knowledgebase index. Each interval unit is 5 minutes (default). You can change this value from a knowledgebase details page.
    Index Status

    Displays the current index status of the library. A library has the following four index status:

    • Offline: the library is newly added.
    • Not started: the Full Reindex button is clicked for the library and the indexing is in the queue. If the indexing is not started for the library, users can still use Smart Search for this library based on the previous indexed result.

    • Indexing: the indexing for the library is ongoing.

      Tip If you want to stop indexing before the process is finished, click the library link to open the Knowledgebase Maintenance page, and then click More > Force Stop.

    • Finished: the indexing for the library is finished.
    Doc Count

    Displays the current number of records in the library.

    The number of the records is affected by the replica settings. When a content server is disabled, the number may be incorrect before you redistribute the server data. In addition, the doc count keeps changing during indexing process or even after the Index Status is displayed as "Finished". For example, if the full reindex has completed but later you successfully perform indexing for some failed jobs, the Doc Count will increase.

    Tip If "Doc Count" is empty, check the status of the Smart Search server to see if it is offline.

    Thread Count Displays the number of worker threads to process the records in the library.
    Last Index Time Displays the time when the library completes its last indexing.

    Tip You can also check the index job status for the knowledgebase libraries in the "sclib" type. For more information, see View index job status.