Content Manager Enterprise Studio 25.1 Enterprise Studio

# Setting up document content indexing and searching

For document content indexing (DCI) Content Manager uses Elasticsearch, an open-source enterprise-grade search engine as described in CM24.4_ElasticsearchInstall_Config.pdf, or OpenText Intelligent Data Operating Layer (IDOL) for document content indexing (DCI) as described in CM24.4_IDOL_DCI_Install_Config.pdf.

You can also use these steps to configure an existing Workgroup Server to use an existing Elasticsearch or IDOL document content index by using the properties of the existing index in the Create Content Index dialog box.

These instructions assume that you have already installed, set up and configured Elasticsearch or the IDOL server or servers. See the relevant documentation in CM24.4_ElasticsearchInstall_Config.pdf or CM24.4_IDOL_DCI_Install_Config.pdf.

- Using Content Manager Enterprise Studio, expand Datasets

If you are using Elasticsearch

- Right-click the dataset to work with and point to Content Index and then click Create Elasticsearch Content Index. The Elasticsearch Content index properties - <database name> dialog appears.

General tab

- Provide detailed logging for content indexing operations - select this option to generate detailed log files.
- A CFS connector is also indexing this dataset - select this option if you have also installed and configured the CFS connector. Content Manager will send messages to the CFS connector to ensure that the Elasticsearch index is up to date with changes to the Content Manger database.
- Use system HTTP proxy when connecting to Elasticsearch - select this option if your organization needs to connect to Elasticsearch using a proxy.

Index Configuration

- Elasticsearch Server URL - enter the Elasticsearch Server URL. If using the X-Pack authentication, specify the https-based URL for the ES server here.

- Elasticsearch Index Name - Name of the Elasticsearch index to use for this CM dataset. The characters in the name must be alphanumeric characters or underscores.

- Index text that was deleted from a document with revision tracking - select this option to index content that was deleted from a document that was edited using revision tracking/ "tracked changes".
- Index hidden text from Microsoft Office files - select this option to index content that is marked 'hidden' in documents, for example, hidden cells in Microsoft Excel.
- Enable Stemming - from the drop-down list select the Elasticsearch stemmer to use, if the required stemmer is not available, type in the name of the Elasticsearch stemmer. If a custom stemmer is entered, you should ensure that is supported by the Elasticsearch version you are using.
  If no stemmer is chosen the content will be indexed without stemming.
  Selecting a stemmer that matches the language used in the majority of the records and documents will ensure the return of more relevant search results.
  This option will be disabled once the index has been created and it cannot be changed unless the index is removed and re-created.
- Number of Shards - sets the number of shards contained in each Elasticsearch index. The default setting is 3. Customers should avoid setting many shards per index as it can have an impact on performance. It is recommended that organisations avoid a shard size of more than 50GB.
  This option will be disabled and cannot be changed once the index has been created.
  An example: if the index size is set to 60 GB and the number of shards to three, the index will have three shards each having a size of about 20GB. Note, the final index size will vary depending on how you have configured shard replication on your Elasticsearch cluster. In this example replication is turned off.
- Enable index lifecycle management policy - select this option to rollover the index to another index when the index rollover capacity is reached. This is useful in large environments that are ingesting lots of new content. If this option is not selected and an index size is not specified an index has the potential to reach a theoretical maximum at which point the Elasticsearch index may experience issues, for example, shard size exceeds 50GB. Using a lifecycle policy based on index size allows you to keep the shard size under 50GB and grow you content index over time. Indexes can be rolled over based on the following settings:
  - Index Rollover Maximum Size - set the maximum size of the index before it is rolled over to another index.
  - Index Rollover Maximum Age - set the maximum age of the index before it is rolled over to a another index.
  - Index Rollover Maximum Documents - set the maximum number of Elasticsearch JSON documents that can be created before it is rolled over to another index.

  - Index Rollover Maximum Primary Shard Size - triggers a rollover when the size of the largest primary shard reaches this value.

  - Index Rollover Maximum Primary Documents - triggers a rollover when the number of documents in a primary shard reaches this value.

  These options will be disabled and cannot be changed once the index has been created.

Text Extraction tab

- Index text that was deleted from a document with revision tracking - select this option to index content that was deleted from a document that was edited using revision tracking/ "tracked changes".
- Index hidden text from Microsoft Office files - select this option to index content that is marked 'hidden' in documents, for example, hidden cells in Microsoft Excel.
- Index the tag names within XML files - select this option to index XML Format text files.
- Set Microsoft Rights Management Services (RMS) credentials - enter the credentials for the Microsoft Rights Management Services (RMS) to allow Microsoft Information Protection (MIP) encrypted documents to be indexed.
  - Tenant ID - enter the RMS Tenant ID.
    - Set Client Secret - if required, click the Set Client Secret option to set the password.
  - Client ID - enter the RMS Client ID.

Setting tab

- Elasticsearch Transaction Limit (KB) - sets the size limit for content to be sent to Elasticsearch for indexing. The transaction limit can be set between 1KB and 1 000 000 KB.
  • Documents that are indexed via the Content Index event processor are queued and processed in a batch based on a timer event. If the amount of text extracted for the queued documents is greater than the transaction limit it is split up and sent in as many transactions as required to complete the indexing. If it’s less than the transaction size, it is sent as a part of the timer event.
  • Documents that are reindexed on the client, via the Reindex option in the Elasticsearch group on the Administration tab in the Content Manager client, the transactions are sent to Elasticsearch by the client. If all the extracted text is smaller than the transaction limit, the client sends that, otherwise it is split into batches based on the size of the transaction limit until all documents have been indexed.

- Elastic Document Content Field size limit (KB) - set the maximum size of the Content field in an Elasticsearch document that is created as a part of the text extraction process. If there is a large file being indexed the extraction process will create multiple Elasticsearch documents and link them together by URI so they are all referenced to the same record. The limits for the document content field size are 1KB to 100 000KB.

- Elasticsearch Document Overlap buffer (bytes) - set the fixed size buffer, measured in bytes that is duplicated in 2 consecutive child documents. It will try to split the text on a word boundary by searching for the first white-space character, but if this fails, it will split at the given byte value.

  The intent of this setting is to ensure that searching on a text phrase succeeds for cases where the split between child documents would have resulted in a failed search. For example, searching for the phrase "Charles Dickens" would fail if the document were split with "Charles" in one child document and "Dickens" in the other. By specifying a small overlap value, we can be assured that "Charles Dickens" would be in both child documents and therefore the search would succeed. The longer the requirement for phrases to match, the higher the value for document overlap required. Be aware that this will increase the size of the index since every child document will have an extra amount of overlap text equal to the value specified.

  The range of values in bytes is 0 - 4096, with a value of 0 disabling the feature. A reasonable lower bound for this setting should be a few 10's of bytes, eg. 20 to 30, to allow longer words to be captured if only 2 term phrases are required to be matched.

- Search Result Buffer Size - default value of 2000. For customers running searches that retrieve many results, increasing the buffer size will reduce the number of service calls to the Elasticsearch server to retrieve all the results.
- Maximum number of results in any search - the maximum number of results Content Manager will get back from Elasticsearch, by default, this is set to 100,000. If the number of results found by a search exceeds this number, a warning displays and the user only gets this number. The maximum value that can be set is 10,000,000.

- Elasticsearch Request timeout (s) - Limits how long Content Manager will wait for Elasticsearch to process a single request.

- Elasticsearch scrolling search timeout (s) - default value is 600 - Limits how long Content Manager Elasticsearch should keep the search context alive. It accepts a value between 60 and 86400. When scroll timeout occurs during an Elasticsearch query, a warning message is displayed Content Manager Workgroup Server on 'local' reported an error. Could not serialize the server-side recordset. The search context has expired for this Elasticsearch query. You will need to reissue the request.
- Maximum size of uncompressed file that can be content indexed (MB) - default: 2048. Content Manager does not index the content of documents whose file size is greater than this number in megabytes.
- Set limit for archive file (zip, gz, tar) that can be content indexed (MB) - default: 2048. Content Manager does not index the content of archive files whose file size is greater than this number in megabytes.

Authentication tab

Enable Elasticsearch X-Pack authentication - select this option to enable X-Pack authentication. You can either specify a user name and password or a certificate.

- User Name - enter the user name to connect to the Elasticsearch server.
  - Set Password - click Set Password to enter the password for the user being used for authentication.
- Client Certificate - if using a certificate for the X-Pack authentication, the certificate must be installed to the Personal store of the Local Computer account. Once installed, the certificate will appear in the Client Certificate drop-down list. Select the required certificate from the drop-down list.
  - View Certificate - click to view the selected Client Certificate.

  TIP: If you get certification validation errors, ensure that the local computer trusts the certificate authority of the certificate that the Elasticsearch server is presenting.

AWS Authentication tab

Enable Amazon Web Service (AWS) authentication - select this option to use the Amazon Web Service (AWS) version of the Elasticsearch service.

- Access Key - enter the AWS Access Key. This is the username for the AWS IAM user that has access to the Elasticsearch services inside AWS.

  - Secret Key - enter the AWS Secret Key. This is the password for the Access Key user.

- AWS Region - enter the AWS Region name.

- Use Amazon Security Token Service (STS) - To create and provide trusted user with temporary security credentials that can control access to your AWS resources.
  - URL – enter the URL for STS endpoint (example: https://sts. ap-southeast-1.amazonaws.com)
  - Region - enter the AWS STS Region name (example: ap-southeast-1)
  - RoleARN - enter the Role that delegates access to the Amazon AWS resource for the AWS IAM user.

If you are using IDOL
Server tab

- Query Server Name - the fully qualified name of the computer that runs the Content Manager IDOL Service; the main IDOL Server
- Port - default: 9000. IDOL Server port number, used for searching. See next option for more.
- Index Port - default: 9001. Used for sending documents to the server.
  The port numbers should remain at their defaults unless you specifically changed the IDOL configuration file in the folder C:\Micro Focus Content Manager\IDOL\TRIM IDOL Service or your equivalent.

- Use encrypted communications (OEM IDOL) - select this option if the IDOL server is the OEM IDOL that is shipped with Content Manager.

- Server Instance name - name of the instance on the IDOL server that this dataset communicates with. Defaults to CM_[database ID]. Should not be changed, unless you re-index the dataset afterwards, as Content Manager Enterprise Studio would create a new instance on the IDOL server when the instance name changes.
- Create Instance - select this option to create the IDOL instance for this Content Manager dataset to use CM_[database ID]
- Delete Instance - select this option to delete the IDOL instance. This will destroy the content index, requiring a full reindex (or restore from backup) to get it back.

- Test - click to test the setup. If it fails, it means that Content Manager cannot communicate with the IDOL Server. Check that the Content Manager Enterprise Studio IDOL configuration data above is correct, for example the server name. Next, check that the IDOL Server is running correctly:
  - For the IDOL OEM version, check your setup against the installation and configuration instructions in CM24.4_IDOL_DCI_Install_Config.pdf
  - If you are using IDOL Enterprise Server, check your IDOL setup against the IDOL documentation. If you are using the Content Manager CFS connector, see CM24.4_IDOL_DCI_Install_Config.pdf for installation and configuration details.

Indexing Settings tab

- Index directly into IDOL via CM Event Processor - if this option is selected whenever Content Manager detects a document or record metadata requires re-indexing, it will call the IDOL server directly to do this using the Content Manager IDOL format.
- A CFS connector is indexing this dataset (for an external database, or for searching within Content Manager) - select this option if you are using an Enterprise version of IDOL, and have also installed and configured the CFS connector. Content Manager will send messages to the CFS connector to ensure that the IDOL index is up to date with changes to the Content Manger database.

- Maximum queued transactions - default: 20, which is the number of records in the queue. The smaller this number, the shorter the queue, which makes processing more reliable. There should be no need to change this number other than for troubleshooting. In that case, you could even reduce it to 1 to process one record at a time.

- Maximum size of any file that can be content indexed (MB) - default: 200. Content Manager does not index the content of documents whose file size is greater than this number in megabytes.
- Maximum size of any archive file (zip, gz, tar) that can be content indexed (MB) - default: 50. Content Manager does not index the content of archive files whose file size is greater than this number in megabytes.

- Provide extensive logging for index management - select for detailed log files.
  See Logging for the Content Manager and IDOL content indexing log file locations

Text Extraction tab

- Index text that was deleted from a document with revision tracking - select this option to index content that was deleted from a document that was edited using revision tracking/ "tracked changes".
- Index hidden text from Microsoft Office files - select this option to index content that is marked 'hidden' in documents, for example, hidden cells in Microsoft Excel.
- Index the tag names within XML files - select this option to index XML Format text files.
- Set Microsoft Rights Management Services (RMS) credentials - enter the credentials for the Microsoft Rights Management Services (RMS) to allow Microsoft Information Protection (MIP) encrypted documents to be indexed.
  - Tenant ID - enter the RMS Tenant ID.
    - Set Client Secret - if required, click the Set Client Secret option to set the password.
  - Client ID - enter the RMS Client ID.

Search Settings tab

- IDOL Connection Timeout (milliseconds) - default: 60000, which is one minute and the number of milliseconds for the Workgroup Server connection with IDOL before timing out. If you are finding that searches are timing out, you may want to try to change this value. It should have a higher value than the value of QueryTimeoutInMilliseconds in the IDOL configuration file C:\Program Files\Micro Focus\Content Manager\IDOL\TRIM IDOL Service\TRIM IDOL Service.cfg. To diagnose the issue: When IDOL times out before Content Manager, then it returns a subset of the result, which appears in Content Manager as usual. When Content Manager times out before IDOL, then the Workgroup Server displays an error message.
- Maximum number of results in any search - default value of 100,000 - the maximum number of results Content Manager will get back from IDOL. If the IDOL part of a search finds more than this number, a warning displays and the user only gets this number. The maximum value this can be set to is 10,000,000.

NOTE: If the Maximum IDOL Results value is altered, the IDOL configuration files will also need to be updated so that the values match. See Advanced configuration of OEM IDOL.

- Search Result Buffer Size - default value of 2000. For customers running searches that retrieve many results, increasing the buffer size will reduce the number of service calls to the IDOL server to retrieve all the results.
- Find records from other datasets - for when a user is searching against an IDOL instance that was created from a different dataset (e.g. an indexed production database where the IDOL index is copied across to a training database). Content Manager won't search multiple IDOL instances, but if this isn't checked, then there won't be any IDOL results that don't match the current database.

Security tab

The options on this tab allow for a connection to an Enterprise IDOL instance via SSL/TLS.

For a basic setup, only the following option is required to be enabled:

- Enable SSL/TLS connection to IDOL - select this option to enable TLS between the client and the IDOL server. The version of TLS will depend on what is configured in IDOL and what is supported by the client operating system. Any errors due to invalid certificates will be ignored by the client.

Communication from the client to an IDOL service is done using both a HTTP/REST interface, as well as using IDOL's ACI API. The REST component requires a certificate from the local certificate store and the ACI API component requires separate certificate/key file in PEM format.For more secure environments where certificate checking is enabled, or required, the following fields are required:

- Client Certificate - from the drop-down list select the SSL certificate used to establish a secure connection with the IDOL Proxy component using HTTP/REST. This is a certificate that has been added to the local certificate store and must include the private key.
  - View Certificate - click View Certificate to view the associated certificate.
- ACI Client API Certificate Path - click Browse to navigate to and select the SSL Certificate file used to identify the client to the IDOL Proxy component via the ACI API. The required file format is PEM.

- ACI Client API Private Key Path - click Browse to navigate to and select the Private Security Key file corresponding to the selected SSL Certificate (Client Certificate). The required file format is PEM.

- ACI Client API CA Certificate Path - click Browse to navigate to and select the Certificate Authority (CA) certificate file of a trusted authority. The required file format is PEM. The IDOL Proxy component trusts communication only with a peer that provides a certificate signed by the specified CA.

- Click OK
- Set up content indexing event processing in Content Manager Enterprise Studio:
  1. Click to expand Datasets
  2. Right-click the dataset you want to set it up for and on the Event Processing menu, click Configure.
  3. For the event processor type Content Indexing, select the configuration status Enabled
  4. In the Run on Workgroup drop-down box, select the Workgroup Server to run the processor on.

     See also Configuring event processing.

  Content Manager indexes the content of electronic documents in the dataset.

- To set a limit on the size of a document that Content Manager should index the content of, use the Content Manager Enterprise Studio Miscellaneous dialog. See Other.

- You may want to exclude particular types of files from your content index.
  See Suppressing document content indexing.

- If you have created a new IDOL index for an existing dataset, start content indexing the existing dataset by using the Content Manager client command Administration - IDOL Record Reindex. See Re-indexing the dataset using IDOL. Content Manager indexes new documents after they are checked in.

Related information

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Version 25.1 | Last updated October 2024
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Product: Content Manager Enterprise Studio 25.1

Topic Title: Setting up document content indexing and searching