AI Document Sync in Reveal - Workflow Guide

1

Index new data.

AI Document Sync starts automatically when indexing of new extracted text sets and OCR finishes, for example after processed data is exported to Review. You don’t start it manually.

2

Wait for the 60-minute delay.

After basic indexing completes, the AI sync job is created but waits 60 minutes before it begins. The clock starts when the last of these project-level jobs finishes:

• Index jobs

• Deletion jobs

• Other AI Sync jobs

If another of these jobs finishes later, the 60-minute wait restarts from that point.

3

Open the Jobs page.

Access depends on permission settings, so not every user will see it.

4

Go to the AI Document Sync page.

Your job is listed with its status, document counts (total, added, updated, deleted), and timing.

• Green gear icon: the job is running. The status details show which stage it’s on.

• Stage number can look like it skips steps because not every stage is counted. This is expected.

5

Wait for the green check.

A green check in the status column means the AI Document Sync phase is complete.

6

Go to the Index jobs page.

Click “View All Jobs” at the top of the page. These jobs may take a little while to appear. Confirm the indexing job(s) are complete.

7

Check the Jobs page for failures.

On both the AI Document Sync and Index pages, a red yield icon means the job failed. The details say which stage failed and whether it was a system error or an ingestion error. Note the stage, since it tells you where to restart.

8

Check the Dashboard for missing analytics.

The sync is still running or has failed if:

• AI visualizations show “Analytics not yet available”

• The Cluster Wheel is missing

• Concept Search says it’s not available

9

Check the Documents candy bar.

This bar shows counts of originals, dupes, near dupes, and not analyzed. There’s a problem with the whole AI sync if:

• The bar is missing, or

• It’s document count doesn’t match the full dataset count

10

Check for partly missing visualizations.

If some Dashboard visuals work but others don’t, some Indexing jobs likely failed or are still running. Signs include:

• Entities facet is empty

• Emotional Intelligence scores are missing or all documents show as un-scored

• Senders + Recipients facet is empty

• Domain facet is empty

• Cluster Wheel is missing, shows one big cluster, or shows no clusters

• You can’t search BD or BD EMT fields (such as BDID or BD EMTIsUnique)

11

Open the restart menu.

On the AI Document Sync jobs page, click the down arrow next to the job’s status icon and pick the restart point that matches the problem:

Job failed completely and everything is missing

Start Full

Reruns the whole process from ingesting text and metadata. Can replace any other option, but is the slowest.

Job failed during a Brainspace stage (per the job status)

Start from Brainspace Build

Skips the ingest, processes from the failure point, then runs Reveal AI sync and Brainspace Reports indexing

Supervised Learning errors, or status says RAI or Nexlp failed

Start from Reveal AI

Runs only the AI sync, then reruns reports indexing.

A Brainspace report or overlay Index job failed, or Dashboard visuals are missing

Start from Brainspace Reports

Re-indexes existing reports without recreating them. The fastest fix when only the reports are the problem.

12

Monitor the restarted job.

Repeat Part 2 (steps 3 through 6) until the AI sync shows a green check and both Brainspace Index jobs are complete.

13

Re-verify.

Repeat the checks in Part 3 to confirm the Dashboard, candy bar counts, and classifiers look right.

14

Contact Support if failures continue.

If you’ve found the failure point, restarted from there (or run Start Full), and the job still fails, open a support ticket Support can check logs for causes you can’t see in the interface.