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Documentation & User Guides | FotoWare

An overview of the index status page

This topic explains what you see on the status page in the Index Manager configuration.

Accessing the configuration

The Index Manager configuration is accessed from the FotoWare Operations Center. Go to the Index Manager tab and click on the Configure button to open the Index Manager configuration interface in a separate window.

To access the Index Manager configuration you need to be a member of the FotoWare Administrators group. The configuration screen consists of four tabs, some of which have a number of pages associated with them:

Index Manager status screen

The Status tab

This tab shows the same activity information as the plugin in the Operations Center. It shows a grid of all the configured indexes and a status panel on the right side of the screen.

Service actions button

The Service actions button near the top of the Status window gives you access to start, stop and restart the Index Manager service. Keep in mind that when you stop the service, Index Manager will not be able to receive searches from clients. Hence, the service should only be stopped/maintained at non-critical hours.

Index actions button

The Index actions button makes it possible to manually rebuild, rescan or optimize indexes. It can be found both at the top of the Indexes window and at the top of the right side panel.

Rebuild: Selecting an index in the list and clicking Rebuild will delete all existing index data and completely rebuild the index. Rebuilding the index can be a time-consuming operation if it contains many files, and should typically only be done outside office hours to avoid rendering the system temporarily unavailable. We recommend reading this topic before attempting to rebuild an index.

Rescan: Selecting an index in the list and clicking Rescan will make Index Manager scan through all document folders added to an index to make sure all files are correctly added to the index and made searchable. Learn more about rescanning an index.

Optimize: Selecting an index in the list and clicking Optimize makes Index Manager defragment the index by removing unused index entries. This reduces the size of the index and makes it possible to perform faster searches. An automatic optimization schedule can be set in the Index Manager configuration, accessible by clicking on the Configure button in the Operations Center. Read more about index optimization.

Information in the index grid

The index grid shows the all the indexes and unions that are configured on the server. From here you can read out the Index name, Number of files in the index, see the Last search request to the index and the Last update, i.e. the last file that was added to the index. You can read out the full path to the last updates file by hovering over the Last update field with the mouse.

The Group filter above the status grid lets you choose which indexes you want to display. To also show indexes that have been disabled, tick the Show disabled checkbox.


The indexes will light up when there is activity to make it easy to monitor server activity. A failing index will turn yellow or red, depending on how critical the error is. For example, a union that loses its main index will turn yellow to indicate that it has switched to the backup index, whereas an index that turns red has lost contact with the indexed folders, for example because a file server is unavailable. When errors happen, you will find more information about what's wrong by clicking on the index and checking the Status field in the panel on the right.

The index information panel

You can get more information about each index by clicking on it and reading out more information in the panel on the right.

Using the Index actions menu you will be able to rebuild, rescan or optimize an index. Information about these functions can be found in a paragraph above.

The Status field will indicate whether an index is being built or updated, when it's ready for search and provide troubleshooting information if the index status turns yellow or red.

Under General you find the number of indexed files, folders and subfolders, as well as the actual size of the index folder where the index is stored. You also have a bar chart showing the number of searches in the index the last 24 hours. The graph runs from 0:00 midnight to 24:00 midnight and the yellow bar indicates the current time of day. A similar bar chart gives you an overview of the number of now files in the indexes the last 24 hours.

Details contains valuable information to evaluate the server response:

Unused entries gives you an indication of fragmentation in the index and whether an index optimization would be in place. Read more about that here.

Searches (24h) tells you have many searches have been made in the index the last 24 hours.

Avg. search time tells you the average time it takes to process a search in the index.

Last search lists the last search that was made in the archive.

Updates (24h) tells you how many files have been added to the index the last 24 hours.

Last update tells you which file was last added to the index. By hovering over this field with the mouse cursor you can extract the full path to the file.