Full-text search and indexing

With the Full Text Search from Vertec 6.8 onwards, it is now possible to search not only the texts in Vertec, but also the emails (including attachments) and documents stored in Vertec.

When the full-text search is launched for the first time, a general indexing must be performed in order to search and find the existing data. This will be triggered automatically by the Vertec Cloud Server as soon as it starts after the installation of version 6.8. Therefore, the full-text search and the indexing of changes in the Vertec Cloud App and the Vertec Web App run automatically without any additional settings, both in the Cloud Suite and On-Premises.

When operating On-Premises, additional configurations must be made in the following scenarios:

• On-Premises customers who have multiple Vertec Cloud Server in operation can find the correct parameterization of the individual instances in the article Multiple Cloud Server Instances.
• On-Premises Customers who still use the Vertec Desktop App from time to time must configure full-text search as described in Use of full-text search on-premise-Premises in the article full re-indexation. Otherwise, you risk incomplete or incorrect search results because Desktop App changes not automatically are indexed, but only after complete re-indexing.

The full text search works as follows:

• Which texts are searched in Vertec is controlled with the Index Field Configuration. Vertec provides a standard that can be easily changed and extended.
• The search of emails (incl. attachments) and documents (Word/PDF) can be switched on or off in the System Settings Full Text Search. The prerequisite is that the emails and documents are saved in Vertec (system settings General > Document Storage  Intern).
• All texts and documents to be searched are indexed and stored in an index. The search mechanism then accesses this information and can thus deliver the desired results very efficiently.
• When creating, modifying or deleting data in Vertec that are relevant for the search due to the index configuration, the indexing/re-indexing of the corresponding object is performed automatically or automatically removed from the index upon deleting.
• Automatic indexing may not work as intended (for example, because someone deletes an object within the same notification interval and someone else makes changes to the same object). Therefore, a scheduled task in Vertec will perform a full re-indexing once a week to clean up the index (see next section).
• Indexing can also be initiated by Vertec Administration at any time via Python. The available methods can be found in the article Vertec Python Features.

Planned task for full indexing

There is planned task    Index für Volltextsuche erneuern, which runs by default every Saturday night and thus cleans the full-text search index every week.

The scheduled task can also be executed manually by right-clicking > Run Now. However, this must be done with caution, as the entire index will be re-created and search will be limited during this time.    

Individual objects, object lists or objects by class can also be re-indexed via Python features vtcapp.indexlist() and vtcapp.indexclass(), documents and emails via vtcapp.indexactivities().

User rights Full Text Search

If the user who starts a full-text search does not have Index Field Configuration on certain objects or fields of the Read Permission, then the corresponding entries are filtered out of the results list and do not appear in the search results.

For documents and emails (here the indexing is set in the System Settings) the following rights apply:

• Word/PDF Documents: On the activity, the document content is readable on content checked, for the document name on documentFullName.
• Subject, text and attachments (Word/PDF) of emails: On the activity the reading right is assigned to content checked. Please note that the text of the email is also in the text field of the activity, which is present by default in the index configuration. In this case, the text of the email is still found and the activity is shown as a result.