Full Text Update

The Full Text Update automation automatically updates Full Text searches once the OCR process of a folder has completed. You can run an update on all Full Text Searches configured in Vasion or on a specific search.

Requirements

Before you create the Full Text Update automation, you must already have a Full Text Searches set up in Vasion. For more details, see Full-Text Search Setup.

To ensure you have the most up to date data, you should schedule the Full Text Update after any Scheduled OCR automations have completed. For more details see Schedule OCR.

To create a new Full Text Update automation you must configure:

  1. General Settings
  2. Build Full Text Update

1. General Settings

  1. In the Automation app, select Full Text Update in the side navigation.

  2. Select the + New Full Text Update button.

    Automation - Full Text Update.

  3. In the General tab, enter the name for the new Full Text Update automation in the Full Text Update Name field.

  4. If you have an on-premises instance of Vasion, you may enter a value on the Run On Machine filed otherwise leave blank.

    General Full Text Update configuration.

    The value in this field determines the server used to run the automation and is only required where there are multiple Vasion clients and/or client services running for the environment.

  5. Use the Perform drop-down to select the frequency you want the automation to run. The next fields that display depend on what you select here.
    1. Once — select this option to only run the automation once. The next field display updates to Start Date. Enter the date in the format shown or select the Calendar icon Calendar icon. to pick the date.
    2. Daily — select this option to run the automation every day. The only remaining option is the Start Time.
    3. Weekly — select this option to run the automation once a week. The next field updates to Weekdays. Use the drop-down to select one or more days of the week by selecting the appropriate box.
    4. Monthly — select this option to run the automation once a month. The next field updates to Months. Use the drop-down to select one or more months by selecting the appropriate box.
    5. Frequency — select this option to run the automation at a specified time interval in minutes.
      1. In the next field, enter the number of minutes for the time interval.
  6. In the Start Time, enter the time of day to run the automation in the format shown or select the Clock icon Clock icon. to pick the time.
  7. If the Monthly option is selected, a Day of Month field is shown. Enter the day of the selected month(s) when you would like to run the automation.

2. Build Full Text Update

  1. To apply the Full Text Update automation to all Full Text Searches select the Apply on All Searches radio button.
  2. To apply the Full Text Update automation to a specific Full Text Search select the Apply on Specific Search radio button.
  3. Use the Search Name drop-down to select the Full Text Search from the list..

Build Full Text Update section.

Permissions

You can change who can see or edit the automation by assigning user or group permissions. If you leave all users and groups in the left column, then the automation can be seen by all users and groups by default.

  1. Select the Permissions tab at the top of the screen.
  2. Select the users and / or groups you would like to have permission to access the automation and select the right arrow button Right arrow icon..
  3. Add or remove all users or groups by selecting on the Add All or Remove All buttons above each column.
  4. Select Save.

Full Text Update permissions.

The roles that a user has can also limit which users can see and run this job. See Roles for more information on what roles do and how they may affect what you are trying to do.

When the configuration is complete, select Save at the top of the page to save your automation and run automatically based on the specified settings. Depending on the size of your database, it may take some time for the update to complete.