Since indexing is key to getting your data searchable, reviewable, and compatible with Reveal analytics features, it may be useful to verify, monitor, and troubleshoot your Index jobs. Doing so can determine that the process is running, has completed, or contains any post-indexing alerts or errors.
Workflow
The QC workflow is outlined below. See the Reverence links tab for a list of articles providing resources to perform each step.
Workflow
Test the user interface: Parts of Reveal’s UI will function only if certain text sets were indexed successfully.
Review Grid – If the Grid view displays metadata values, the metadata index has been completed successfully. If data is missing from the grid, then metadata indexing needs to be run. A common issue is when there was more than one import and indexing has not been completed on all.
Document Viewer – Opening a document in the Document Viewer will confirm if the Native View and the text indexes have been run. The Native View index has been run if you see the document when on the Native view (PDF). The OCR/Loaded text will be displayed if that Index job has been run. The same is true with the Spreadsheet View for spreadsheets that have gone through that indexing process.
Search Bar – Text indexing is required if you want to run keyword searches. Test text indexing by running a keyword search or metadata search.
Data Visualizations – The AI Document Sync and subsequent data Index jobs can be validated by viewing the Candy Bar visualization and the Entity widget on the Dashboard, as well as viewing the Cluster Wheel.
Check Index job status in the web: Check on the status of any Index job in the Jobs page. This can be used to see the progress of a running job as well as getting counts and details of any errors.
Check Index job status in Review Manager: The Review Manager application on the load server can be used to check the status of Index jobs and check for errors.
Check indexing alerts using fields: Certain fields can help you search for documents with indexing errors, as well as choose specific types of alerts which will facilitate taking any additional action on those documents (e.g. running OCR on files that have no text, or moving corrupt files into a special review queue).
Reference links
For each step, you can reference the below articles.
I. Test the user interface
See the below articles for reference on how each feature should function after indexing.
Review Grid – Review Grid
Document View – Document View
Search Bar – Search Keywords
Data Visualizations – Data Visualizations
II. Check Index job status in the web
Jobs Management Screen: Describes how to navigate job screens and outlines the kind of information available in these screens.
Monitoring Index Jobs – Web: Contextualizes the Index table, including descriptions for different types of Index jobs. Also discusses how to access the Errors report, the Summary Report, and view alert details in the Document Viewer.
Indexing Errors: Lists the areas in Reveal Web and Review Manager that document indexing errors, and provides a list of common indexing errors and alerts.
III. Check Index job status in Review Manager
Monitoring Index Jobs – Review Manager: Outlines which areas of Review Manager help monitoring index jobs, including the Status tab, Health Information window, and Error Log
Indexing Errors: Lists the areas in Reveal Web and Review Manager that document indexing errors, and provides a list of common indexing errors and alerts.
IV. Check indexing errors using fields
Monitoring Index Jobs – Web: Contextualizes the Index table, including descriptions for different types of Index jobs. Also discusses how to access the Errors report, the Summary Report, and view alert details in the Document Viewer.
Indexing Errors: Lists the areas in Reveal Web and Review Manager that document indexing errors, and provides a list of common indexing errors and alerts.