Keeping up to date with The Scheduler

Keeping large numbers of ISYS Indexes up to date can be a daunting task. Many ISYS database Administrators are using the ISYS Scheduler to take away much of the effort from the day-to-day (and sometimes multiple updates during the day) routine of keeping the indexes updated. In ISYS:desktop version 8 the Scheduling Wizard feature which will make the task of setting up the schedule much easier. Select 'File' from the ISYS Utilities program menu and then select 'Scheduler'. This will display the ISYS Scheduler Wizard dialog box, which will guide you to create a new schedule activity.

Select the action you would like to perform whether it be update, add, reindex, optimize, purge deleted or refresh security.

Update - ISYS automatically detects deleted, added or modified documents and will assimilate these changes into the index.

Add - New documents will be detected and added to the ISYS index. Any documents deleted or modified will not be updated.

Reindex - Completely rebuild your ISYS index.

Optimize - Reconstruct the ISYS index optimized for maximum retrieval speed and minimal disk space.

Purge Deleted - Remove the deleted items from the ISYS index, scheduling this is recommended if you have a large number of document changes and wish to avoid the cost of the purging of changes during the normal update runs.

Refresh Security - If the index has cache security information set via the index options, scheduling an update of this information ensures that changes to file or user security are maintained in the index.

Locate the application index by providing the path to the folder in which it is located. You can browse to the folder to find the index by selecting the open folder icon on the right hand side of the field. You can either select your index from the Catalog, Disk Directory or Recent tab.

It will then ask you to select the schedule method.

Regular Intervals - Run this task at regular intervals between specified hours.
This option allows for the regular processing of an index (for example, every hour), and is designed for constantly changing data.

1. Select the day/s on which the task will run, intervals at which the task will run, and hours between which to run. You can also select All day, which will blank out the hours selection box.
   
   
2. Click Next.

Same time on selected days - This task will run at the same time on each day selected. This will run the set task at the same time on the days selected; for example, at 7pm every weekday.

1. Select the day/s on which the task will run, and the time the task is to start running.
   
   
2. Click Next.

Automatic upon file changes - This task will start when a change occurs in the specified folder

This option forces ISYS to automatically begin the processing of the index as soon as a new or changed document is detected in the directory indicated. You should not use this option if you have constantly changing data, as this would resulting in updates being continuously processed. At regular intervals would be a better option. It is recommended that you use the Allow query users while index is being updated option with this method. This option can be found under 'Tools' - 'Index Options' - 'General' tab.

i) Select the folder to monitor. You can include or exclude sub-folders.

ii) Select the day/s on which the task is to run and the hours on those days between which it is to run (or select All Day).

iii) Click Next.

We have selected our schedule to occur at regular intervals so the next window is prompting for the days for the schedule to occur as well as the regularity. We have scheduled our update to occur 5 days per week and for the intervals to be every 30 minutes between the hours 9am to 5pm.

The last dialog window will ask you to select either Windows Task Scheduler or the ISYS Scheduler. Windows Task Scheduler - ISYS Utilities may be closed down when using this method, so you can run the task when overnight and during weekends. ISYS Scheduler - ISYS Utilities must be kept open in order to run this task. This is the only choice for Automatic upon file changes.

Select 'Finish' once you have decided which option is best suited. If you decide to select Windows Task Scheduler it will then prompt you with the option to enter your Windows Logon password which will allow for the task to run while you are logged off.

Give the Scheduler a try. I am sure you will find it an excellent way of managing the maintenance of your ISYS indexes.

Quick Tip: ISYS:desktop version 5 and above, enables you to jump from ISYS Utilities to ISYS Query by selecting "File" on the menu then "Switch to ISYS". ISYS Utilities will shut down and Query will start.

Q&A

How can I leave notes in my documents for either myself or others to read?

You can add a number of different "Annotations" that attach themselves to documents like "sticky notes".

When you are browsing a document in ISYS, click "Edit", then select "Annotate" and a fly-out menu will appear with the different annotation types available. To add a text note select "Text Note", your mouse cursor will now change to a "fountain pen". Click on the screen where you would like to place the note. A dialog box will appear on the screen allowing you to enter your comment. Click OK when you are done and an icon will appear on the page. To view the annotation click the icon and your comment will be displayed.

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