Run the Refresh Searchable Items Process

Follow these steps to manually Refresh Searchable Fields for all forms/workflows in all tenants or a specific tenant. This process is initiated by the frevvo cloud and in-house superuser administrators.

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 the details.

Start the Refresh Searchable Fields Process

1. Login as the server admin - admin@d

2. Click the Refresh Searchable Items link on the Manage Server screen. The chart shows the following information for the last 1000 batch runs:

   1. Date and time when the batch job was Started

   2. Date and time when the batch job completed/failed/stopped or was marked abandoned. 

   3. Status of the batch jobs previously run - completed/failed/stopped/abandoned.

   4. The user id and name of the user who ran the process.

   5. Description of the process - was it run for all tenants, a specific tenant or a particular form/workflow.

3. Click the

   icon to initiate a new process. Use the
   Refresh icon to update the table with the most recent information.
   
   

4. The Start Refresh of Searchable Fields screen displays.

5. Select what Searchable Data is to be refreshed:

   1. Fields within Forms/Workflows will refresh the Searchable Fields selected in Form/Workflow properties.

   2. Searchable Items (Projects, Forms, Schemas, etc.) will refresh the names & descriptions used in the Search feature.

   3. All - refreshes both of the above data types.

6. Select the tenant(s) for the batch job run. The choices are:

   1. All Tenants on the server

   2. A Specific Tenant

      1. 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:
         
         

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7. 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.
   
   
   

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

Stop the Refresh Searchable Fields Process

Once you have initiated the Refresh Searchable Fields process, the 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.

You will notice a Stop column in the row in the table for the process that was started. To stop the job:

1. Click the Stop icon

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2. Click Ok to confirm.
   
   
   

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3. When the process is stopped, the status column will update.
   
   
   

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Restarting a Stopped Insight Data Batch Process

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

The Refresh Searchable Fields process can be abandoned if it is not in the STARTING or STARTED state. The process must be stopped to mark it as abandoned. This prevents it from being restarted. You may want to abandon a batch job if it failed and restarting it would result in another failure. Abandoning the batch job allows you to start over again with a new process.

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:

1. Stop the Refresh Searchable Fields Process

2. Click the

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   Abandon icon in the row in the Abandon column for the process you want to prevent from restarting.
   
   
   

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3. Click Ok to confirm.
   
   
   

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4. The Refresh Job Status screen will update.
   
   
   

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