IIS Index Server - Problem with indexing service for Word documents

Author

Problem with indexing service for Word documents

Michael Moore

2004-04-18, 10:44 am

We have been using Windows 2000 indexing service on a local network
share used for storing Word documents. We wrote a VBA script in Word
that queries the server's catalog and displays the results in a form.
We have been attempting to use the index server as the primary method
for users to locate and open documents. This works well, except for
two problems listed below.

I'd be delighted if anyone can help troubleshoot. But first I'm
looking generally to see whether it is reasonable to be using indexing
service in this capacity. Is it up to such a task?

Problems:
1) While a document is open in Word, the document disappears from
catalog search results. I realize the document is locked for editing.
But it is a problem to have the document not even show up in search
results, so that users can't even see it exists.

2) Occasionally (I'll guess just under 1% of the time) when a user
closes the Word document, the document does not show up in index
search results until the next day. The document does not even show up
in the "unfiltered docs" list.

I'll be delighted to post more specific information for anyone who has
troubleshooting suggestions. Here's a start:
-- We're running Windows 2000 Server, SP 4 with Windows XP
workstations
-- Server does not appear to be overburdened. It's 2.4Ghz, 786MB RAM,
and less than two dozen users logged in. Though not exhaustive, I
have checked performance logs and resources without seeing anything
that seems out of line.
-- I've verified that the problem is not with my search forms by
testing the problems on the server's "query the catalog" page.
-- I've tested against a problem with corrupt documents by making a
copy of a document that is lost to the index. I can immediately
locate the copy of the document.

Thanks

Hilary Cotter

2004-04-19, 10:35 am

1) what happens if you set up IS for lazy indexing?
2) can you verify that you have closed all instances of the word application
after your vbs completes? For instance check task manager to see if there
are open winword sessions which could be holding these recently opened
documents open. Another option would be to set instant indexing which will
exacerbate your problem with 1)

"Michael Moore" <djxerx@yahoo.com> wrote in message
news:47f786cc.0404161551.619e6636@posting.google.com...
> We have been using Windows 2000 indexing service on a local network
> share used for storing Word documents. We wrote a VBA script in Word
> that queries the server's catalog and displays the results in a form.
> We have been attempting to use the index server as the primary method
> for users to locate and open documents. This works well, except for
> two problems listed below.
>
> I'd be delighted if anyone can help troubleshoot. But first I'm
> looking generally to see whether it is reasonable to be using indexing
> service in this capacity. Is it up to such a task?
>
> Problems:
> 1) While a document is open in Word, the document disappears from
> catalog search results. I realize the document is locked for editing.
> But it is a problem to have the document not even show up in search
> results, so that users can't even see it exists.
>
> 2) Occasionally (I'll guess just under 1% of the time) when a user
> closes the Word document, the document does not show up in index
> search results until the next day. The document does not even show up
> in the "unfiltered docs" list.
>
> I'll be delighted to post more specific information for anyone who has
> troubleshooting suggestions. Here's a start:
> -- We're running Windows 2000 Server, SP 4 with Windows XP
> workstations
> -- Server does not appear to be overburdened. It's 2.4Ghz, 786MB RAM,
> and less than two dozen users logged in. Though not exhaustive, I
> have checked performance logs and resources without seeing anything
> that seems out of line.
> -- I've verified that the problem is not with my search forms by
> testing the problems on the server's "query the catalog" page.
> -- I've tested against a problem with corrupt documents by making a
> copy of a document that is lost to the index. I can immediately
> locate the copy of the document.
>
> Thanks

Michael Moore

2004-05-03, 5:35 pm

Thanks for the response. Sounds like you are suggesting tuning my
indexing, but I'm curious that you suggest adjusting it both high and
low. Currently I do have Indexing set to "instant" and querying set to
"low load."
[vbcol=seagreen]

Just want to check the results of this change lest I infuriate any
users. If I set to lazy, what's the level of risk of increasing my
lag time for the majority of new documents that don't have this
problem? Each minute before a new document appears reduces the
usability of this system.

You mention "Another option would be to set instant indexing which
will
exacerbate your problem with 1)"

Can you help me figure out how my current "instant" setting contribute
to documents disappearing while edited by Word? (This always
happens). I've never been able to find a detailed explanation of what
these settings do, except for the most general statements on MS's
site. Would changing this option cause documents not to disappear
while edited, or just increase the lag time before they disappear?

[vbcol=seagreen]
application after your vbs completes?

This was my leading theory of the problem. In a couple of instances I
had a user Shutdown/restart to make sure any links were severed. The
document would still not be indexed until it was opened and saved
again.

I presume that if a lingering Word process was responsible, fixing my
Question #1 (allowing a doc to be indexed while open in Word), would
also help this problem. Does my rebooting test suggest that another
problem is responsible? Or just that the reboot isn't enough to
unstick it.

Hilary, thanks again for this and all your other responses to others.
I doubt this project ever would have gotten off the ground without
your presence!

"Hilary Cotter" <hilaryk@att.net> wrote in message news:<OR2YhqhJEHA.2680@TK2MSFTNGP11.phx.gbl>...[vbcol=seagreen]
> 1) what happens if you set up IS for lazy indexing?
> 2) can you verify that you have closed all instances of the word application
> after your vbs completes? For instance check task manager to see if there
> are open winword sessions which could be holding these recently opened
> documents open. Another option would be to set instant indexing which will
> exacerbate your problem with 1)
>
> "Michael Moore" <djxerx@yahoo.com> wrote in message
> news:47f786cc.0404161551.619e6636@posting.google.com...

Bob Dietz

2004-05-04, 9:36 am

Michael Moore wrote:
> Thanks for the response. Sounds like you are suggesting tuning my
> indexing, but I'm curious that you suggest adjusting it both high and
> low. Currently I do have Indexing set to "instant" and querying set to
> "low load."
>
>
>
>
> Just want to check the results of this change lest I infuriate any
> users. If I set to lazy, what's the level of risk of increasing my
> lag time for the majority of new documents that don't have this
> problem? Each minute before a new document appears reduces the
> usability of this system.
>
> You mention "Another option would be to set instant indexing which
> will
> exacerbate your problem with 1)"
>
> Can you help me figure out how my current "instant" setting contribute
> to documents disappearing while edited by Word? (This always
> happens). I've never been able to find a detailed explanation of what
> these settings do, except for the most general statements on MS's
> site. Would changing this option cause documents not to disappear
> while edited, or just increase the lag time before they disappear?

To find most of the registry entries affected by "Tune Performance" -
http://groups.google.com/groups?as_...ftngp13.phx.gbl
then search that post for "Tune Performance:" .

You'll also want to take a look at -
http://msdn.microsoft.com/library/e...refreg_3nw3.asp

Bob
[vbcol=seagreen]
>
>
> application after your vbs completes?
>
> This was my leading theory of the problem. In a couple of instances I
> had a user Shutdown/restart to make sure any links were severed. The
> document would still not be indexed until it was opened and saved
> again.
>
> I presume that if a lingering Word process was responsible, fixing my
> Question #1 (allowing a doc to be indexed while open in Word), would
> also help this problem. Does my rebooting test suggest that another
> problem is responsible? Or just that the reboot isn't enough to
> unstick it.
>
> Hilary, thanks again for this and all your other responses to others.
> I doubt this project ever would have gotten off the ground without
> your presence!
>
>
> "Hilary Cotter" <hilaryk@att.net> wrote in message news:<OR2YhqhJEHA.2680@TK2MSFTNGP11.phx.gbl>...
>