Easyfile Full Text Searching

The Full Text Search engine creates a text file for all cabinets where FTS is enabled. This text file is used to search the cabinet for specific words used in the Easyfile search engine.

In order to enable FTS, there are a number of steps to perform.

SQL Server-The advanced version of SQL Express is required to install the SQL Full Text Search engine.

The currently installed SQL version may be the standard Express version. In order to have access to FTS, the advanced version of SQL Express is needed.

If SQL Express is already installed, back up the database. Also turn off the SQL Server service and copy the mdf and ldf database files. The location of these files can be found by right clicking the database name in Management Studio and clicking Properties.

The Files tab will give you the file location. Copy the files to a safe location.

Make note of the SQL instance to use in the new installation so no other configurations need be made.

Once the files have been secured, open the app uninstall listing and uninstall SQL Server.

After SQL Server has been uninstalled, refresh the app listing and uninstall any other SQL programs relating to the version you uninstalled.

After all the programs are uninstalled, install the advanced SQL version using all the same configurations as the original program.

One SQL Server has been installed, either Restore or Attach the original database.

Scanpoint Service-The latest version of the Scanpoint Service is used to configure FTS.

Open the Scanpoint Service controller program, stop the service, and click Settings. Under the Service tab, choose Full Text Service. Click OK. Click the new Full Text Service Tab.

Change the Interval time. FTS is very resource intensive so do not set it to run every minute. Knowing your operations, set the Interval as often as needed.

The Batch Process size indicates how many documents are processed at a time. Again, this is very resource intensive so set according to needs.

In the Target section, click the Add button. This section indicates where the program will find the Scanpoint Web Service. The URI is a web address typically like:

http://servername/spws/scanpointwebservice.asmx

or

https://xxx.com/spws/scanpointwebservice.asmx

Next is the Profile Key used to identify the Easyfile site.

If you are not sure of either of these settings, they can be found in the web.config file of the Easyfile site.

The IIS Administrator will show the location of the Easyfile site on the server.

The OCR type is GDPicture. Choose the file types to OCR. This is typically PDF and TIF file types.

Enter an input and output folder where the OCR engine will do its work.

Optionally, you can set a log folder.

Easyfile Cabinets-Each cabinet must have FTS enabled. This can be accomplished through the Easyfile Administrator Program. In addition, manual changes must be made to each active cabinet through the SQL Server Management Studio.

Open the Easyfile Administrator program and click Cabinets.

For the cabinet you wish to turn on FTS, click the pencil button on the right side of the screen.

Check the Full-Text Enabled checkbox.

Click Update and repeat the process for all other cabinets where FTS will be used.

For each cabinet that FTS is enabled, a new field is created. In the Search screen, it is called Contains Words. In the database, the field is called COL_FULL_TEXT.

Finally, log into SQL Server Management Studio. For each cabinet that FTS has been enabled, open the FT table. Inside the table is a State field. The field may be set to NULL. There are 3 values that correspond to the FTS feature.

0-Ready for FTS

3-Cannot OCR (Perhaps a file type other than what you selected in the Scanpoint Service.

5-FTS successfully completed.

If the State field is not set to 0, but perhaps set to NULL, run an update command to change the value.

For example, Update FT_xxx_xxx set State = 0 where State IS NULL

The records will then be seen by the FTS engine and will be processed.

After the records are processed, the COL_FULL_TEXT field will contain Binary Data.

Searching with FTS enabled.

As noted above, a new field is created when FTS is enabled. This field is the Contains Words field. Enter any text and the engine will search all documents in the cabinet.

This will produce the usual Search Results page. Choose a record to view and the document will appear with all the instances of the searched word highlighted. In addition, a thumbnail version will appear on the right which will allow you to scroll through the document by clicking on the thumbnails.

If you wish to search for multiple sets of text, enter each word in double quotes and use the And/Or separator.