Managing Document Collections

Indexing is the process in West km that prepares documents for retrieval. Taken as a whole, it includes the indexing, synchronization, and full-text indexing processes. This topic explains the tasks to accomplish the first phase of indexing.

Documents are organized into collections for indexing in West km. A document collection is defined using a saved search (or query) in a document management system (DMS), a vetting group in the West km Vetting Toolkit, or an NTFS folder. You add document collections and index them on the Manage Collections page.

To access the Manage Collections page,

1. Click Setup.
2. Click the Indexing tab.

A list of your currently indexed document collections is displayed.

You can complete these tasks from the Manage Collections page:

Adding or Editing a Document Collection
Filtering the List of Document Collections
Removing Document Collections
Starting Indexing
Suspending Indexing

Before Indexing

Before you can index documents in West km, you must first do the following:

• Add connections for the data sources that contain your documents. For details, see Managing Data Source Connections.

• If you are using the West km Vetting Toolkit, vet the document collection before you add it. For details, see Overview of the Vetting Toolkit.

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Adding or Editing a Document Collection

To add a new document collection, click New Collection on the Manage Collections page.

For details about adding or editing a collection, see Adding or Editing a Collection.

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Filtering the List of Document Collections

To filter the list of document collections, type or select values at the top of the Manage Collections page and click Apply.

• In the Data Sources and Library Groups lists, select the values you want.

• In the Filter box, type a search string. Document collections that contain the search string in the collection name, data source name, or library group name are found. To display all document collections, click Clear.

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  Removing Document Collections

  To permanently remove one or more document collections,

  1. On the Manage Collections page, select the check box to the left of each collection that you want to remove.
  2. Click Remove Selected.

  If you remove a document collection that has already been indexed, it will prevent the collection from being re-indexed. However, note the following:

  • The documents as they were last indexed are available to users until the document collection is synchronized.
  • The documents are represented in full-text indexes until full-text indexes are updated.
  • Documents that are duplicated in other collections are not removed.

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  Starting Indexing

  Once you add a document collection, you need to index its documents. You can do this by scheduling automatic incremental updates or by manually launching indexing.

  For details, see Starting Indexing.

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  Suspending Indexing

  You can suspend indexing of all document collections, or you can suspend one or more indexing components for all document collections.

  For details, see Suspending Indexing.

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