<< Click to Display Table of Contents >> Navigation:  Preparing for FYI > Scheduling Administrative Tasks

Planning in advance what jobs need to be scheduled for ongoing maintenance helps you determine the schedules you need to manage these tasks for multiple Concordance databases and all your users and clients. By setting up a standard maintenance schedule, you can inform your users in advance to ensure that they set up their review times around these schedules. You want to make sure that all users are out of the database and the database is taken offline when performing administrative tasks.

When possible, we recommend always performing management tasks locally so that processing does not impact your reviewers by using FYI Server. Have several machines dedicated exclusively to administrative tasks and ensure that they all have an optimum amount of RAM to improve processing speeds. You can use the Windows Task Scheduler on individual machines to automate certain tasks or manually perform tasks locally on those machines as well.

The Jobs tab in the FYI Admin Console is another option to assist with management tasks, like reindexing and packing, but all scheduled tasks on the Jobs tab are processed on the FYI Server.

 

For more information about automating tasks in the FYI Admin Console, see About scheduling jobs.

 

Exclusive Administrative Tasks

Some database management tasks require that all users are logged out of the database. The administrator is the only user allowed in the database when the following processes are occurring in Concordance:

•File > Modify

•File > Index

•File > Administration > Security

•File > Administration > Pack > Database

•File > Administration > Zap

•File > Administration > TRK Maintenance Tool

•File > Administration > Convert Single Database

•File > Administration > Bulk Convert Databases to Current Version

•Database Replication/Synchronization (Tools > Replication)

 

The following database management tasks in Concordance do not require the database to be taken offline, but they should be taken offline to ensure validity of all data:

•File > Reindex

•File > Administration > Pack > Dictionary

•Documents > Import

•Documents > Export

•Creating productions

 

Indexing and Re-indexing Databases

Actively changed databases need frequent updating to keep the index and dictionary entries current. An index is the exclusive process of creating the database dictionary and index for the purpose of enabling full-text searching. A “reindex” simply updates the existing database dictionary and its corresponding index. A reindex is not an exclusive task. Concordance administrators are responsible for ensuring that all data is reviewed and proper backups are made before indexing/reindexing the database with updates. These processes are done from the File menu in Concordance, by selecting Index or Reindex.

One way to verify whether a database requires reindexing is to check the File menu in Concordance. If there is a check mark next to Reindex on the File menu, then the database dictionary is not current with additions or changes. You can also verify reindexing status on the Databases task pane at the bottom of the Current Database panel. If the active database dictionary needs updating, the panel displays Needs Reindexing. Lastly, you can query on any documents that have changed under the Search menu.

There will be times when you need to perform full index updates to include modifications to the dictionary, stopwords list, and punctuation settings. This is an exclusive process and only the Concordance database administrator can access the database at the time during the process. To perform a full index, open the database, and on the File menu, click Index. Reference the following Indexing and Reindexing Checklist to ensure you have completed all necessary tasks prior to performing these processes.