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Searchable Fields are controls in your form/workflow used as search criteria for submissions and tasks. It is up to the form/workflow designer to designate which controls should be set up as Searchable fields. Forms/workflows can be a work in progess - requirements change over time. What happens if you need to add or delete Searchable fields and you want your previous submissions to reflect your changes? includes frevvo includes a web app (insight.war) that contains a batch process to extract all the latest submissions from and frevvo and create Insight Server documents for them. Indexed submission data is stored in <frevvo-home>\data\solr directory and is needed for the frevvo Reports feature and Submission and Task searches. This web app is embedded in the <frevvo-home>\tomcat\webapps\frevvo.war file in the tomcat bundle.
Searchable fields can be refreshed for:
- Tenant level searchable items - must be initiated by the frevvo Cloud or customer in-house superuser administrator. Cloud customers must contact frevvo to request a refresh of Searchable fields for your entire tenant. frevvo will run the Refresh process during a time when your users are NOT using frevvo.
- Fields within forms/workflows in all tenants or a specific tenant will refresh the Searchable Fields selected in Form/Workflow properties.
- Searchable items (Projects, Forms, Schemas, etc.) in all tenants or a specific tenant will refresh the names & descriptions used in the Search feature.
- An individual form or workflow - can be initiated by Designers (owners), Tenant Admins or any designer user given permission to edit forms/workflows for a Cloud frevvo Cloud or in-house installation. If refreshing production forms or workflows, run the job during a time period when the forms or workflows are not being used.
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The in-house superuser or the tenant admin can also initiate a refresh for a particular form/workflow. See Admin Initiation of Refresh for a particular form or workflow for AdminInitiationofRefreshforaparticularformorflow for the details.
Start the Refresh Searchable Fields Process
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Once you have initiated the Refresh Searchable Fields process, the UI frevvo UI allows for the job to be stopped or aborted. The process can be stopped if it is in the STARTING or STARTED state.
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When the Refresh process runs, tables that store the state of the job are created in the frevvo database. By default, if a job were to fail or be stopped, starting the job again would restart the failed/stopped job from where it failed/stopped.
To restart a Stopped/Failed batch job, simply start the batch job again with same tenant and it will resume the last stopped job.
To prevent the last stopped job from restarting, change the status to AbandonedAbandoningtheInsightDataBatchProcess.
Abandoning the Insight Data Batch Process
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When you stop a batch process, you will notice Stop and Abandon columns in the row in the table for the process that was started. To abandon the job:
- Stop the Refresh Searchable Fields ProcessStoptheRefreshSearchableFieldsProcess
- Click the
Abandon icon in the row in the Abandon column for the process you want to prevent from restarting.
- Click Ok to confirm.
- The Refresh Job Status screen will update.
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When the Tenant Admin clicks the icon, the list of Refresh Searchable Fields processes that were run for the tenant and for specific forms/workflows displays in the table. The Tenant Admin has the ability to stop StoptheRefreshSearchableFieldsProcess/abandon AbandoningtheInsightDataBatchProcess a process but they cannot initiate a refresh for the entire tenant.
only frevvo only allows one process to run at a time. If a process is running and another process is initiated, the process that is running shows a status of STARTED while the queued process appears in the table with a status of STARTING. A Start date/time for the queued process does not get assigned until the job is actually running.
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