Understanding the Build Index Process

This topic provides overviews about:

  • Parts of an Index

  • Deploying Indexes

  • Building an Index

For more information about the Build Index Process, see the PeopleTools: Search Technology.

This topic discusses:

  • Queries and Search Definitions.

  • Search Categories

Queries and Search Definitions

The PeopleTools Search Framework requires queries to build searches. Queries and connected queries are pre-defined for all indexes provided by PeopleSoft. Query security must be granted to the callback user defined on the Search Instance page to build and generate queries. Modifications to queries should always be well documented.

A deletion query is also provided where necessary, to synchronize indexes and transaction tables.

Queries are associated with search definitions and define all searchable portions of the data. Fields, also known as attributes, which can be used in a search, are authorized on a search definition. Some fields can be turned on or off without needing to modify the search page. This is the case with component Keyword Search and Global Search. The number of fields that are indexed can affect performance. A search definition can also be thought of as the physical index that is created.

Facets are also defined on a search definition and can be turned on or off.

Note: When modifying facets, or attributes, associated with a search definition you must also make similar changes to the search category. The number of facets that are indexed can affect performance.

See Understanding Performance Considerations within Financial and Supply Chain Management Search

Search Categories

Search Categories are objects that are used for searching. A search category contains a search definition or a group of search definitions also known as indexes. In order to search across multiple indexes for values, the indexes must first be combined into a single search category. Predefined search categories are provided by PeopleSoft.

Important! Modifications to existing search categories, facets, or attributes that are associated with a search definition is considered a minor customization and should be well documented.

After indexes are defined, the next step in the build process is to deploy the search definition. You always deploy search definitions and you must deploy search categories that contain more than one index. Search categories with only one index, which is the same name as a search definition, are automatically deployed.

Warning! The Deploy Search Definitions page also allows you to delete search definitions. Deleted search definitions are not reversible.

If a category contains more than one search definition, such as EP_PROCURE_TO_PAY, you can deploy it by following the same steps for a search definition and using the Search Categories tab. Deploying these search categories can occur before or after individual search definitions are indexed.

For more information about the Deploy Search Definitions page and the Deploy Search Category page, see the PeopleTools: PeopleSoft Search Technology, Administering PeopleSoft Search Framework, Administering Search Definitions and Search Categories.

To submit a search definition to be indexed, or built, use the Schedule Search Index page (PeopleTools, Search Framework, Administration, Schedule Search Index). Assign a name that reflects the index you are building. If more than one user is building a particular index, each person must create their own run control.

From the Build Search Index run control page:

  • The Search Definition field, lookup option, lists only search definitions that have been deployed.

  • The indexing type must also be selected:

    • A full index is a complete rebuild of an index that removes old data and applies completely new data to the index.

      For performance reasons, full indexes should not occur where there are large amounts of data.

    • An incremental index is used to update an existing index, remove old obsolete records, and add new records that were modified or added since the last index build.

      The indexed document retains a date and time at the header level, which is updated from various pages, transactions, and batch jobs each time the header or child record changes. If a previous build of the index has occurred, information pertaining to the last build is displayed on the run control page. Incremental indexes are typically more efficient than a full index when there is a large amount of data.

  • When search results change often, incremental index builds should be run nightly or whenever the system is lightly used.

    This keeps the search data current. However, there are some exceptions that require the index to be rebuilt. This can include:

    • Related data changes, such as a buyer’s name, which is not updated in locations where the buyer ID is stored.

    • Effective dated information where correction mode is used against an existing date and no new effective date is created.

For more information about the Build Search Index page, see the PeopleTools: PeopleSoft Search Technology, Administering PeopleSoft Search Framework, Working with Search Indexes.