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Automatic incremental and full index updates

  Asked By: Diamond    Date: Mar 05    Category: Sharepoint    Views: 2700

we successfully ran a full index update on our Sharepoint server. I
was wondering whether or not it was possible to schedule such updates

Would it be possible to let sharepoint automatically run an incremental update
every week? If so, how?



8 Answers Found

Answer #1    Answered By: Nisarg Shahane     Answered On: Mar 05

It is simple. Using the Explorer view, navigate to the
Management->Content Sources folder. Right click the content source you
wish to set up an indexing schedule  on. Select Properties and then the
Schedule Update tab. From here you can schedule a full  or incremental

Answer #2    Answered By: Naimish Misra     Answered On: Mar 05

Under the Content Sources folder, what is the Workspace Applications?

Answer #3    Answered By: Terence Thornton     Answered On: Mar 05

Each workspace has a Web Storage System Application "folder". You can
see it easier if you use the WSS Explorer tool. This is space in the WSS
that you can use. For the most part, I have seen it used for workflow
purposes. These folders do not have workflow already designed like the
folders used for SPS. You are free to use Exchange Workflow tools on
these folders.

Answer #4    Answered By: Alka Sarabhai     Answered On: Mar 05

One more thing: during a full  update, subscription notifications for
all documents are send out to subscribers due to the re-indexing of
the documents. Now we've managed to turn off all subscription
notifications manually via the plex tool (urn:schemas-microsoft-
com:publishing:DisableSubscriptionNotifications=true) before starting
the full update, so we can manually perform one without subscription
notices being send out.

However, what happens when we schedule  an automatic  full update? Will
all subscription notifications be send out, or is there a way to let
Sharepoint turn off all subscription notifications automatically
before it commences the automatic full update  (and then turn the
notifications on again when finished)?

Answer #5    Answered By: Eashan Nadkarni     Answered On: Mar 05

You always get notifications on full  update. This is because it
dumps all the state of the site and can't tell if the subscription
has been fired. If you are using subs you should never do a full
update without real good reason. Remember that full updates  force a
complete recrawl and reindex of all data. This is impractical in a
site of any size.

Answer #6    Answered By: William Odom     Answered On: Mar 05

Actually, full  updates do two very important things:

1. Deletes URLS that were once crawled but now are not available
2. Deletes old information out of the index.

For example, let's say that you crawled a document called file1.txt.
Three months later, the administrator deletes that file because it is
not longer relevant. Until you run  a full index, the contents of
file1.txt will remain in the SPS index  and will be included in the
result set. However, when users click to view the document, it won't be

So, if you never do full indexing, your index will eventually grow and
grow and grow with older and older and older, irrelevant information.

I fully agree that the notification nightmare with a full index of a
current content source is a real problem. But full indexes, in and of
themselves, are useful and should be scheduled on a regular basis to
keep the index populated with current content and to increase the
accuracy of the result set.

Full indexes are inherently practical and useful. I recommend that
people perform them on a regular basis, the frequency of which depends
on the rate at which information changes in the content source.

Answer #7    Answered By: Mia Scott     Answered On: Mar 05

I hate to be difficult, but this is not the case. In your
own book The Administrator's Guide to Sharepoint Portal Server 2001
you state on page 215
"Full builds of an index  will likely peg the processor at 100%
utilization, so you can assume that they are very resource
intensive. Given this, you should not plan to perform full  updates
to tour index except in the following circumstances:

Whenever the update  rules for a workspace are modified

If you rename a category

If you modify the noise wod file or register new IFilters or protocol

if you retrain the category assistant."

Later on the same page you state that "Content that has been deleted
is also deleted from an index during an incremental  build"

This is also the observed behavior I've seen. If this is not the
case please explain.

Answer #8    Answered By: Kristian Chaney     Answered On: Mar 05

This has proved to be a very interesting thread on the
complexities of Indexing.

To avoid the issue of duplicate subscription notifications, we only do
Incremental Updates. And Full updates  once a month, depending on the
helath of the index.

I've noticed though, that any subscriptions to Annoucements still trigger
duplicate notifications. That is, we get subscription notifications on
annoucments that haven't changed.

Is there a separate (or hidden) content source for Announcements that I
need to configure to Incremental to stop these duplicate notifications.

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