Monitor indexing

Once Universal Search is running, two places tell you whether the index is healthy: the status columns on Search Index Configuration and the background job queue entry. A quick look at both after a configuration change, or when a user reports a missing record, is the fastest way to spot a problem. This page explains what to check and what each signal means.

Check the index and the job

1. Open Search Index Configuration and look at the last three columns of each row:

   • Status should read Active. Pending rebuild means the table is waiting for the next run; Indexing means it is being built now; Error means building stopped.
   • Indexed Records is the number of records the last rebuild of the table processed. Compare it with the number of records in the table. A lower number is expected when Max Records per Table limits indexing. The count is updated by rebuilds only, not as single records are added or deleted.
   • Last Error is empty on a row that has never failed. After you fix a failure and the table is rebuilt, the old message can stay in Last Error while the status is Active, so judge a row by its Status.

   A row that still shows Indexing long after the job has finished looks stuck. Choose Rebuild Selected Table, then Process Now.

2. Open Job Queue Entries and find Universal Search background indexing. Its status should be Ready, or In Process while it runs.

3. If the entry is On Hold or Error, open Universal Search Setup and choose Actions, then Start Indexing. It sets the existing entry back to Ready without creating a second one.

When a row is in Error

A table goes to Error when indexing one of its records fails, for example because a configured field can no longer be read. The other tables keep indexing; one bad table never blocks the rest. The table stays in Error, and is not rebuilt automatically, until you act:

1. Read Last Error and fix the cause, for example by correcting the Record Filter or deleting a row that points at a field that no longer exists.
2. Select the row and choose Actions, then Rebuild Selected Table.
3. Choose Actions, then Process Now, and check that the status returns to Active.

See Troubleshooting for the common causes.

Pause and resume indexing

Turn off Indexing Enabled on Universal Search Setup to pause indexing. Record changes are no longer queued, and the index you already built stays searchable. To resume, turn it back on, or choose Start Indexing, which also checks the job queue entry.

Keep storage in check

The index stores one entry per indexed record and field. If a table is very large, set Max Records per Table on Universal Search Setup and rebuild the table. See Set result limits.

For the tooltip of every column, see the field reference.

What's next

Fix the problems administrators meet most often: Troubleshooting.