CSA: Document Index, Search, Storage, and File Scanning (On-Premise Only)

Classic PPM
 System Administration (CSA) to index documents, recreate the search index, migrate the filestore to the database, and set up file scanning.
Select the Method to Index Documents
You can index documents that are checked in through the Knowledge Store or Document Manager, make them searchable, and migrate them to the database. When users check-in documents from the Knowledge Store or Document Manager, the documents must be indexed before users can search for them. The following methods are available to index documents:
    The CSA indexes in-process as documents are checked in. Use this method when you want to have documents indexed for searching immediately after they are checked into the Knowledge Store or Document Manager.
    The Index contents and documents for searches job indexes the documents on a predefined schedule. By default, this job runs every hour. Use this method to index documents with a delay to achieve faster check-in performance.
Follow these steps:
  1. Log in to CSA.
  2. Open Home, and click Servers.
  3. Click the Properties icon to configure the server.
    The properties page for the server appears.
  4. Select the Documents and Search
    sub tab.
  5. In the Search Server section, do one of the following:
    • To index documents as they are checked in, leave the Use Synchronous Indexing check box selected.
    • To index documents as a scheduled job, clear the Use Synchronous Indexing check box.
      This field specifies whether uploaded documents are indexed immediately in-process, or whether they are to be queued for indexing by the asynchronous background indexer.
  6. Click Save.
  7. Open Home, and click All Services.
  8. Restart all services by checking the box next to each service, and clicking Start.
 If you are using a cluster setup, please store your files on a NAS storage.
Recreate the Search Index
You typically do not need to recreate the search index during a 
Classic PPM
 installation. Recreate the index only when the instructions that are provided with a 
Classic PPM
 upgrade, patch, or hotfix release advises you to do so. Recreating the search index is a lengthy process that should be run only as an overnight job.
Follow this step:
Execute the following commands from the command line:
admin search recreate-index-files admin search recreate-index-data
Migrate the Filestore to the Database
Migrating the filestore is a lengthy process. Only run this process as an overnight job. During migration, document links within 
Classic PPM
 do not work.
As a 
best practice
, shut down the 
Classic PPM
 application server until the migration process completes.
Follow these steps:
  1. Log in to CSA.
  2. Click the Properties icon for the server to which you want to migrate filestores.
    properties page for the server appears.
  3. Click the Documents and Search subtab.
  4. Complete the following field, and save:
      Store Files in Database
      Defines whether to store files in the database. Verify that this check box is selected. Typically, files are stored in the filestore on disk. For an upgrade where files are currently stored on disk, this property must be set before the upgrade to move existing files to the database, if such is desired.
  5. Restart the services:
    1. Open Home, and click All Services.
    2. Select the check boxes next to the
      Application (app) and
      Background (bg) services.
    3. Click Start.
  6. From the command line, issue the following command:
    admin search migrate
    The documents are migrated from the filestore to the database.
  7. Use a text editor to open the admin.log and see that the files were successfully moved to the database.
Set Up File Scanning
You can set default virus scanning for all documents that are uploaded using the Document Manager or a Studio attachment data type. When this option is enabled, all uploaded documents are scanned for viruses. If a virus is found, the document is rejected and a warning appears on the resulting page. Documents that are uploaded using attachment attributes or XOG are not scanned for virus.
You must set up file scanning to scan documents for viruses.
Follow these steps:
  1. Run the file scanning program and complete the following actions:
    1. Verify that the file virus program returns the following status codes:
      • -1: an error was encountered when running the virus program
      • 0: success; no virus was found
      • 1: a virus was found in the uploaded file
      If the file virus program does not return these codes, create a wrapper around the virus program to return these status codes.
    2. Set the JAVA.IO.TMPDIR in the JVM. Using the login that 
      Classic PPM
       uses, ensure the executable file that is specified is able to run as:
      /full_path/someChecker /JAVA.IO.TMPDIR/someFile
       is a full path argument that is passed on the command line specifying a file in the Java temp directory.
  2. Set file scanning for documents:
    1. Set a path to virus scan executable.
    2. Select the file scanning option.
Set Path to Virus Scanner Executable
Follow these steps:
  1. Log in to CSA.
  2. Open Home, and click Servers.
  3. Click the server name.
  4. Click the Documents and Search sub tab.
  5. In the Document Manager section, enter the path to the executable that will scan documents for virus in the File Scanning Executable field.
  6. Save the changes.
Enable File Scanning
To enable virus scanning, set the file scanning option in 
Classic PPM
Follow these steps:
  1. Log in to 
    Classic PPM
  2. Open Administration, and from General Settings, click System Options.
  3. In the Document Manager Options section, select the Enable File Scanning of Documents check box to scan the documents that are uploaded.
    If this check box is clear, uploaded documents are not scanned.
  4. Save the changes.