16 Managing How Content is Indexed and Searched

Administrators can set up how catalog and data model content is indexed and crawled so that users find the latest content when they search. By default, the catalog and data models are 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.

Topics

Scheduling Regular Content Crawls of Catalog Objects

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

  1. On the Oracle Business Intelligence Home page, click Administration.
  2. Under BI Search, click Configure Crawl.
  3. On the Catalog tab of the Configure Crawls page, ensure Enable Catalog Crawl is selected.
  4. In the User to Run Crawl As field, enter an administrative user.
  5. For Languages, select all the languages for which you want to create indexes.
    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 an indexes in both English and Italian.
  6. In the Schedule section, select the date and time to begin the crawl.
  7. Select how often the crawl will be run by providing values in the Run Every and Frequency fields.
    By default the catalog is crawled once daily. When the catalog is updated, the index is updated automatically.
  8. To select which catalog objects get indexed, select Index User Folders to index the users’ private content. By default Index User Folders is selected.
  9. Select the folders you want the crawl to include by selecting Index. Exclude any folders that contain content you don't want others to find when they search by selecting Don’t Index.
  10. Click Save.

Scheduling Regular Content Crawls of Repository Content

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

  1. On the Oracle Business Intelligence Home page, click Administration.
  2. Under BI Search, click Configure Crawl.
  3. On the Data Model tab of the Configure Crawls page, ensure Enable Data Model Crawl is selected.
  4. In the User to Run Crawl As field, enter an administrative user.
    The visibility of data and metadata in search results is controlled by the access rights of the administrative user.
  5. For Languages, select all the languages for which you want to create indexes.
    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 an indexes in both English and Italian.
  6. In the Schedule section, select the date and time to begin the crawl.
  7. Select how often the crawl will be run by providing values in the Run Every and Frequency fields.
    By default the data model is crawled once daily. When repositories are updated, you must adjust the next index time to incorporate these updates.
  8. Select which subject areas get indexed in the Select Data Models to Index section.
    By default, all metadata of all subject areas are included in the index. You can select which subject areas, tables, and columns in the subject areas are indexed by expanding the tree of subject areas.
    Any element in the hierarchy provides three options:

    • Index Metadata Only: This is the default selection. This indexes only the metadata associated with the element. For example the column “Product”, “Order” or metric names such as “# of Orders”.

    • Index: Use this selection for indexing both the metadata and the data values. This is applicable only to Dimension or Attribute columns. For example, if you select this on “Product” column, then the metadata about Product as well as data values like ‘iPad’, ‘iPod’, ‘iPhone’ are also indexed.

    • Don’t Index: Use this selection to exclude subject areas, tables or columns completely from the index.

  9. Click the Save icon in the upper right-hand corner.

Monitoring 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. On the Oracle Business Intelligence Home page, click Administration.
  2. Under BI Search, click Monitor Crawl.
    The Crawl Job Status page shows information about the past, current, and next scheduled crawl.
  3. Look at the Status column to find out when the content was last crawled and when the next crawl is due.
    You can filter for specific types of Crawl such as Data Model or Web Catalog, and for jobs in a particular status.
  4. Click Cancel to stop a crawl job that is Running or Scheduled.
  5. If a crawl job fails, restart it by returning to the Configure Crawls page and clicking Enable Data Model Crawl or Enable Catalog Crawl and clicking the Save icon.