Creating Full Text Indexes

Full text Indexes records store information about keywords and their location within the database, specifically a given column within an Aptify entity. Follow the steps below to create a new Full Text Indexes record:

1. Open a new record from the Full Text Indexes service.
   • Alternatively, you can open a new Full Text Indexes record from the Full Text Indexes tab of a saved Full Text Catalogs record.
      
2. Enter a Name for the index.
3. Enter the name of the entity to be indexed in the Entity field.
   • The field links to the Entities service.
      
4. If you want Aptify to generate an indexed view, select the Indexed View Is Generated option.
   • If you select this option, do not specify an Indexed View since this option generates a new one.
   • To use an existing indexed view leave this option cleared.
      
5. Enter the name of the Indexed View using one of the following scenarios.
   • Generation Based on Name: If you leave the Indexed Views field blank, a new indexed view will be created based on the Name of index. For example, if the name of the Index is AddressSearch, upon saving the Full Text Indexes record, the view would be generated as IndVwAddressSearch and is populated in the Index View field. If an indexed view already exists with the same name, the indexed view's name will be incrementally appended starting with 1. For example. If IndVwAddressSearch already exists, then a view with a name of IndVwAddressSearch1 would be generated.
   • Specify a Pre-existing Indexed View: You can select an existing indexed view to be used. Note that the original view will be deleted and new view is created with the name of the previously indexed view
   • Manually Enter a Name: You can also manually enter a name for the index view. Once entered, press the Tab key and click OK when prompted that no record were found for the view. During the save process, Aptify automatically creates a view for this index using the name provided.
   1. • Per Aptify's naming conventions for indexes, enter IdxVw and then the Name as the Index View name.
      • For example, if the name of the Index is AddressSearch, enter IndVwAddressSearchin the Index View field.
         
6. If you want the index to be enabled, place a check box in the Enabled field.
   
    
7. Select the Index Settings tab.
8. Enter the name of the appropriate catalog in the Full Text Catalog field.
   • This field links to the Full Text Catalog Service.
      
9. Select from the File Group drop-down menu.
   • Aptify provides support for SQL filegroups to allow administrators to create multiple filegroups to manage entities and indexes within Aptify. Leveraging the use of filegroups can have its advantages especially for large databases that are transaction driven. See Creating Multiple Filegroups for more details.
      
10. Select an appropriate Stop List from the drop-down menu.
    • A stop list is a list of common words to exclude from a search. For example, in the English language words such as "a", "and", "is", and "the" can be excluded to produce a more useful search.
    • The default values are System (a default list) and Off.
    • Aptify does not currently support the creation of user-defined stop lists. 
      
       
11. Select one of the following population methods from the Change Tracking drop-down list:
    • Auto: The index is auto-populated each time a change is made to a record in the entity.
      • Note that when Change Tracking is set to Auto, the NO POPULATION option on the General tab is unchecked and disabled.This ensures that the index is populated correctly when changes are made to records in the entity.
         
    • Manual: The index is manually populated by an administrator through the Full Text Indexes record or by reorganizing or re-indexing the index's catalog.
    • Off: The index will not be auto-populated.
       
12. Go to the Fields tab.
13. Right-click in the gray area and select New from the pop-up menu.
    • A new Fields record is displayed.
    • Note that if you specified a pre-existing indexed view, the field must be included in the view.
       
14. Enter the name of the field you want to be included in the index in the Field Name field.
    1. Full text indexes are created for entity's that have character-based data. Therefore, the field's type must be char, varchar, nvarchar or varbinary.
    2. The field must exist in the entity specified on the General tab.
        
15. If the field specified stores documents within Aptify, enter the field in the entity that represents the document type in the Type Field.
    • Graphics and large documents can be stored within an entity using the varbinary file type. If you want to be able to search these documents, an additional field must be added to the entity that represents the file extension type so that the full text search functionality can search the file correctly.
       
16. Specify a Language from the drop-down list.
    • The default value is {DEFAULT}, the system's default language.
    • Aptify's full text functionality will perform linguistic searches based on lexical rules for the language specified. 
      
       
17. Click OK to close the record.
18. Add additional fields as desired following the Steps 12 through 17 above.
    • Alternatively, you can click the OK and New to save the record and open a new Fields record in one step.
       
19. Save the Full Text Indexes record.

Once the Full Text Indexes record is saved, the following may apply:

• If the index is enabled, a full text population is performed. If the index is disabled, population is not performed until the Enabled check box is checked.
• If index generation was selected, the index view is generated and the name of the view populated in the Index View on the General tab.
• The Name and Entity fields on the General tab are disabled and cannot be modified.
• The Full Text Catalog and File Group fields on the Index Settings tab are disabled and cannot be modified.
• The NO POPULATE and Start Population options are visible on the General tab.