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Work with index status

The Index Status page displays the portal's active cases that have indexed documents. For each case, it also shows the number of documents that have yet to be indexed, have failed indexing, or were excluded from indexing. On the Index Status page, administrators can run an index job to update a case.

System administrators and portal administrators can view and update index statuses for all cases in the portal. Case administrators can view and update only the cases to which they have access.

For portal administrators, when organization security is enabled, the list of available items depends on membership in a provider or client organization. To understand how organizations are managed in Ringtail, see Organizations. For a summary of how organization security affects portal access for each Ringtail user category, see Portal security table.

View index status

You can view the index status for all of the cases on the portal, including the total number of documents in a case and the number of documents waiting to be processed or that were excluded from indexing.

Use the following procedure to view the index status.

1.On the Portal Home page, under Portal Management, click Processing.

2.In the navigation pane, click Index Status.

The following table describes the information under the Documents columns on the Index Status page.

3.To view further details about Waiting, Excluded, and Failed documents, click the number in the respective column.

Update an index

You can run an indexing and enrichment job from the Index Status page. The job will run immediately. To schedule a regularly occurring indexing and enrichment job, see Work with scheduled jobs.

Use the following procedure to update an index.

1.On the Portal Home page, under Portal Management, click Processing.

2.In the navigation pane, click Index Status.

3.On the Index Status page, select the check box next to a case, and then click Index.

4.Optionally, in the Indexing and enrichment dialog box, select one of the following options:

oScan only level folders that have new documents or documents that have been submitted to refresh for indexing and enrichment. This option is selected by default.

oScan all Ringtail level folders. Selecting this option will take longer than the previous option.

5.Optionally, in the Indexing and enrichment dialog box, select the following check box:

oUpdate case metrics: When selected, this option runs the case user metrics and case aggregate metrics stages of the job.

6.Click OK.

Ringtail submits the job for processing.