1. Sales Questions and Answers
  2. How do I run and monitor Adaptive Search background processes?

How do I run and monitor Adaptive Search background processes?

You can run and monitor the different Adaptive Search background processes, such as the Publish process, on the Monitor tab of the Configure Adaptive Search page.

Start the Full Publish and Partial Publish processes from the Configure Adaptive Search page Setup tab. You can monitor their progress on Monitor tab, Publish subtab.

Note: If you update the job request parameters after a job is submitted, then the results displayed on the progress bar might be unreliable.

You receive email notifications if the scheduled processes haven't completed within 12 hours. Emails are sent to the user who submitted the last successful process. You can also specify more email addresses when you schedule a process.

Note: Oracle recommends that you perform a full publish each time you do a production to test (P2T) environment refresh.

You can run and monitor other processes listed in the following table on their respective subtabs.

Important: You must have the Application Implementation Consultant job role to run the processes.

Process and Tab Name

Process Description

Recommended Schedule

Available Actions

Periodic Refresh

Indexing enables Adaptive Search to find records based on keyword search terms entered, search filters, saved search criteria, and other search criteria. Periodic Refresh enables Adaptive Search to search for imported records and records that have gone through the mass update process. While records you create and update in the UI are automatically indexed and made searchable within seconds, imported records or records updated by background processes aren't available for search until the process completes.

Note:

The Publish process should be completed before running the Periodic Refresh process.

When you run the periodic refresh, the application checks if the needed entities for the Redwood user experience have already been published.

Every hour

  • Change the process frequency by clicking Schedule Periodic Refresh.

  • Start the process immediately by clicking Start Process.

  • Cancel Process cancels the instance of the process you selected.

Publish

Publishes the Adaptive Search configuration you set up in the Quick Setup and Advanced Setup UIs.

Note:

For CLOB (Character Large Object) fields, only the first 4000 characters are indexed.

New CLOB fields are no longer supported in Workspace.

Note:

Formula fields can't be configured.

Also generated ID fields aren't available to enable for any objects in Adaptive Search.

For example, you can't search on ID fields in Workspace such as Party ID, SR ID, Opportunity ID, Record ID for custom object, and so on. Such fields aren't searchable and can't be indexed by design.
You must click Publish to run the process each time you:
  • Make changes on the Setup tab.
  • Perform a production to test (P2T) environment refresh

When you run the periodic refresh, the application checks if the needed entities for Oracle Sales in the Redwood User Experience have already been published. If the Redwood entities haven't been published, then a Full Publish is submitted.

Here are the different phases you can monitor from the progress bar:

  • Preparing for Indexing

  • Indexing in Progress

  • Updating References

  • Updating Latest Changes

  • Activating Indexes

  • Completed

Your changes become effective when the process completes.

You can monitor the progress of the publish process. Your configuration is active when the process completes successfully.

If the process fails to complete successfully, contact your help desk.

Maintenance

Backs up the current active meta model, removes older snapshots, and cleans up any search server index or snapshots that aren't associated with any workflow state of the meta model.

Note:

Restore from Backup is disabled if a meta model is being published.

Daily

You can restore the current active Adaptive Search configuration by clicking Restore from Backup. This action clears any saved changes that aren't yet published.

To restore the last active Adaptive Search configuration version, click Revert to Previous Version.

Any other actions should be taken by your help desk.

Territory and Resource Hierarchy Refresh

Updates the index with sales territory and resource hierarchy changes.

Weekly

  • Change the process frequency by clicking Schedule Periodic Refresh.

  • Start the process immediately by clicking Start Process.

  • Cancel Process cancels the instance of the process you selected.

Update Rollups

Updates the index with latest changes in rollups.

Hourly or as required.

  • Run the Adaptive Search Publish and this job will be scheduled automatically to run once every hour.

  • Start the process immediately by clicking Start Process.

  • Cancel Process cancels the instance of the process you selected.

Synchronize Access Rules Data

Updates access group object sharing rules.

Automatically runs when a job, Perform Object Sharing Rule Assignment Processing, or job set is submitted for a batch of access group object sharing rules for all the available assignment objects.

Depending on your requirements, you can change the process frequency by clicking Schedule Periodic Refresh. You can also manually Start or Cancel the process at any time.
Synchronize Lookup Values You can run the Synchronize Lookup Values job to sync values for the Subscription object predefined lookup type fields with Adaptive Search indexes. The Subscription objects include Subscription, Subscription Product, and Subscription Covered Level.

This scheduled process helps to keep Subscription data up to date in Adaptive Search so that searching and filtering can be performed based on the latest data.

 Runs once a week by default.
Note: If the schedule for the Synchronize Lookup Values job isn't already created, it will be automatically scheduled to run weekly after the Adaptive Search Publish job is run.

Depending on your requirements, you can change the process frequency by clicking Schedule Periodic Refresh. You can also manually Start or Cancel the process at any time.
Note: The Publish and Periodic Refresh indexing processes include records based on the following condition: 
LAST_UPDATE_DATE is greater than (CURRENT DATE - MAX_AGE_IN_DAYS) days.

For example, only those opportunities that were created and updated within the last 365 days are indexed and available.

To view records older than 365 days for your specific object, you need to update the MAX_AGE_IN_DAYS entity to a greater number than 365.

How To Change Periodic Refresh Frequency

The default periodic refresh process runs every hour. However, you might want to change the frequency to run every 15 minutes so that any new records quickly appear in your saved searches.

Here's how to change the periodic refresh frequency.

  1. Click Navigator > My Enterprise > Setup and Maintenance.

  2. In the Setup and Maintenance work area, go to:

    • Offering: Sales

    • Functional Area: Sales Foundation

    • Task: Configure Adaptive Search

  3. From the Configure Adaptive Search page, click Monitor > Periodic refresh.

  4. Select the job row which is currently running hourly and has a status of Wait.

  5. Click Schedule Periodic Refresh.

  6. Click Change Frequency and adjust the schedule to run every 15 minutes or per your specific requirement.

Adaptive Search Meta Model Types

Adaptive search saves the published configuration so you can restore the behavior you had before. Or you can restore to the one provided by Oracle. Meta models encode the information that's necessary to index the entities that are searched. Adaptive Search supports the following meta models, each with a distinct workflow state.

  • Seeded Meta Model

    A ready to use model that's shipped to customers. You can click Restore Defaults to revert to the predefined meta model.

  • Sandbox Meta Model

    A modified version of the Adaptive Search configuration is stored and saved when you change the configuration and click Save or Save and Close.

  • Being Published Meta Model

    When the configuration changes are saved and you click Publish, the meta model is in a state of being published.

  • Active Meta Model

    When the full publish job completes successfully, it becomes the active meta model.

  • Archived Meta Model

    The previous successful version of the configuration becomes the archived meta model. There's only one archived version available.

Index Date Ranges for Adaptive Search Objects

Adaptive Search objects are categorized into transactional objects and reference objects. Transactional objects store Sales and Fusion Service transactions while reference objects don't. The following sections outline how the search records for both types of objects are indexed.

Transactional Objects

When indexing transactional object search records for the first time, Adaptive Search only indexes records that have the "Last Updated Date" within the last 365 days. Thereafter, records that are changed or created from transactional objects are incrementally added to the index. Here's a list of the Adaptive Search transactional objects:

  • Activities

  • Campaigns

  • Case

  • Deal Registration

  • HR Help Desk Request

  • Internal Service Request

  • Leads

  • Opportunities

  • Quotes and Orders

  • Quote and Order Lines

  • Revenue Lines

  • Service Requests

  • Work Order

Note:

There are two ways Adaptive Search indexes are kept up to date. Create, update, and delete operations in the UI are indexed near real time, usually in less than a second. However, bulk operations, such as import, are indexed by the Periodic Refresh process, which is run hourly by default.

See the following transactional object examples of what content is indexed for a specific action on a particular date for Opportunity records:

Date

Action

Index Content

Dec 15, 2018

Publish job is run

Records, which have Last Updated Date > Dec 15, 2017

Jan 10, 2019

New Opportunity created with name Green Servers

All previously indexed records plus the new opportunity record (Green Servers)

Jan 20, 2019

20 new opportunities created by an import job

All previously indexed records plus the 20 new records created (after the periodic refresh job completes)

Reference Objects

All records from the reference objects are indexed. Custom objects are treated as reference objects and hence all their records are indexed. Here's a list of the Adaptive Search Reference objects:

  • All custom objects

  • Account

  • Asset

  • Contact

  • Installed Base Asset

  • Partner

  • Partner Contact

  • Product

  • Product Group

  • Territory