How do I monitor Adaptive Search background processes?

Adaptive Search requires several background processes to run periodically. You can monitor these processes on the Monitor UI tab of the Configure Adaptive Search page. For example, you can view the real-time progress of Adaptive Search indexing jobs.

When you click Publish, a progress bar indicates how much of the indexing job has been processed and what percentage remains before completion. This feature provides have better visibility on the Publish job progress so that you can plan your operations accordingly.

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

You also receive email notifications about the status of Publish jobs for Adaptive Search if scheduled jobs haven't completed within a 12 hour time frame. For example, you're notified about the successful completion of published processes or receive an alert of failed processes that might be causing issues with data access. Emails are sent to the user who submitted the last successful publish job, periodic job, or to the user who submitted the first successful publish job if the scheduler process data isn't already purged. You can also specify more email addresses when you schedule the publish job.

Note: If you want, you can reschedule all Adaptive Search jobs to run under a different user. You just need to cancel the parent job for all the jobs and sign in with the new user for the scheduler process jobs and reschedule them.

The Monitor UI tab includes sub tabs where you can monitor the processes. The following table describes the processes, provides a recommended run schedule, and explains what actions you can take on each tab.

Note: Oracle recommends that you perform a full publish each time you do a production to test (P2T) environment refresh. When the full publish job completes successfully, your Adaptive Search configuration becomes the latest active meta model. This ensures that users have the latest features and enhancements and aren't limited in functionality due to an older version of an active meta model being in use. The recommended schedule for some processes might vary according to your business requirements, existing run assignments, and data load schedules.

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.	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, Opty 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 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 Aggregates	Updates the index with total changes.	Weekly or as required.	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.
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.

Note: If you want 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 Workspace saved searches.

Here's how to change the periodic refresh frequency.

Click Navigator > My Enterprise > Setup and Maintenance.
In the Setup and Maintenance work area, go to:
- Offering: Sales
- Functional Area: Sales Foundation
- Task: Configure Adaptive Search
From the Configure Adaptive Search page, click Monitor > Periodic refresh.
Select the job row which is currently running hourly and has a status of Wait.
Click Schedule Periodic Refresh.
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 seeded one. 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 make changes to 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 index 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: Adaptive Search transactional object details are updated asynchronously during Near Real-time Indexing. The asynchronous update happens after the objects in the above list are refreshed.

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) created
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 of 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