Manage How Content Is Indexed and Searched

Administrators can set up how catalog content is indexed and crawled so that users find the latest content when they search. By default, the catalog is crawled once a day and all the shared folders are included. You can set up a different schedule to better suit your business and exclude any folders you don't want searched. Administrators also determine whether or not to index data sets.

Configure Search Indexing

Content is crawled and indexed so people can quickly find content when they search.

  1. Click Console.
  2. Click Search Index.
  3. To ensure users find the most recent information when they search for data model objects, in the Data Model pane, select Enable Data Model Crawl and set up a full crawl.
  4. To ensure users find the most recent information when they search for content saved in the catalog, in the Catalog pane, select Enable Catalog Crawl and set up a full crawl.
To temporarily suspend indexing, deselect Enable Data Model Crawl and Enable Catalog Crawl.

Schedule Regular Content Crawls

It’s the administrator’s job to select which folders to crawl and schedule when and how often to crawl the content.

  1. Click Console.
  2. Click Search Index.
  3. Select Data Model or Catalog.
  4. Schedule when to run the crawl. Click Select Date and Time and specify the month, year, time, and time zone.
  5. Schedule how often to run the crawl. Enter values for Run Every and Frequency to choose the best interval between crawls.
    By default, a crawl runs once a day. The index updates automatically as users add or modify content.
  6. For catalog crawls, select Index User Folders to include private user content in the index.
    User folders are indexed by default. Deselect this option if you don’t want any content stored under user folders to be indexed or searched.
  7. Select the folders you want to crawl and exclude any folders with content you don't want others to find when they search.
    First select Index User Folders, and then select either Index or Don’t Index from the Crawl Status list for each folder.
  8. For Languages, select all the languages you want to create indexes for. Crawl results are added to the index in the languages that you specify. For example, if your company's headquarters are in the United States, and you have offices in Italy, then you can choose English and italiano to create indexes in both English and Italian.
  9. Click the Save icon to save your changes.

Monitor Search Crawl Jobs

Administrators can check the last time content was indexed and monitor the status of crawl jobs. You can stop any crawl job that is running or cancel the next scheduled crawl before it starts.

  1. Click Console.
  2. Click Search Index.
  3. Click Monitor Crawls.
    The Crawl Job Status page shows information about the past, current, and the next scheduled crawl.
  4. Look at the Status column to find out when the content was last crawled and when the next crawl is due.
  5. Click Cancel to stop a crawl job that is Running or Scheduled.

Enable Users to Search Data Sets

If a visualization user adds a data set and wants other users to be able to search it using BI Ask, they ask an administrator to certify the data set. Administrators use certification to control how much compute time is consumed by indexing data sets, which can affect system performance.

Before you can certify a data set, the user must have shared the data set with you.

  1. From the navigator on the home page, click Data, then click Data Sets.
  2. For the data set you’d like to certify, click Options, then click Inspect.
  3. On the General tab, click Certify.
    When the data is indexed, other users can search it in BI Ask on the home page.