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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 a web app (insight.war) that contains a batch process to extract all the latest submissions from  and create Insight Server documents for them. Indexed submission data is stored in <frevvo-home>\data\solr directory and is needed for the 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:

  • All forms/workflows in all tenants or a specific tenant - 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 .
  • 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 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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Warning
  • If refreshing production forms/workflows, remember to run the process when the forms/workflows are not being used!
  • You should be able to see all submission 60 seconds after the batch completes.

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  1. The Start Refresh of Searchable Fields screen displays.
  2. Select the tenant(s) for the batch job run. The choices are:
    1. All Tenants on the server
    2. A Specific Tenant
    3. If you select Specific Tenant then you must specify the tenant name. Type part of the tenant id into the search field and click the Search button. In the image, the Refresh Searchable Fields process will run for a tenant named mycompany. Notice only a partial portion of the tenant id was typed into the search box to display the list of tenants that meet the search criteria:



  3. Click Submit to start the process. The Refresh Job Status screen redisplays with a success message, the Date and time the batch job began, the user who initiated the process, a description of the process and the status of the process as Started.



  4. Click the Back to Manage Server link to return to the Manage Server screen.

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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 Abandoned.

Abandoning the Insight Data Batch Process

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If you are not interested in data before a certain date, configure the property  index.submission.start.date  to a date in the YYYY-MM-DD format in the <frevvo-home>\tomcat\conf\frevvo-config.properties file. The batch will then exclude any submissions before this date.

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The version of the Oracle thin JDBC driver must be ojdbc7. Update your existing driver to the ojdbc7.jar. in the <frevvo-home>\tomcat\lib directory.