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Minimizing the Searchability Delay

The searchability delay is the time between when a document is available in a repository and the time it becomes searchable in Coveo search interfaces. Obviously, it is desirable to minimize this delay so that end-users can search for and find documents they created just minutes ago.

Example: Users are used to efficiently search for sent or received emails in the My Emails Coveo search interface, but may get frustrated if they do not find emails sent or received just a few minutes ago.

The index freshness depends on the indexing processing pipeline that involves many operations, each of which can have an impact on the searchability delay. Coveo Enterprise Search offers features like Near Real-Time Indexing that allow you to minimize the searchability delay.

To minimize the searchability delay

  1. Ensure sources are refreshed at short intervals.

    The refresh rate of a source may have a significant impact on the searchability delay

    Ensure that the incremental refresh or refresh schedules are configured with a small time interval, at least for sources for which you want fast searchability (see Scheduling a Source Incremental Refresh and Scheduling Source Refresh Actions).

    Examples:

    • The refresh rate of a Microsoft SharePoint legacy Intranet source is set to once a week on Saturdays at midnight. If you modify a document in this Intranet, the change will not be available in search results before the next Sunday morning.

    • The incremental refresh rate of a Microsoft Exchange source is set to every 15 minutes. A new email message may therefore enter the index processing pipeline up to 15 minutes after it is created. You could reduce the incremental refresh rate of this source to every 5 minutes to reduce the searchability delay.

  2. Ensure the index commits transactions at short time intervals.

    The index commit rate can also add time to the searchability delay. In the CES Administration Tool, ensure that the Commit transaction afternminutes parameter is set to a very short time interval such as 1 minute (see Modifying or Using Advanced Index Parameters).

  3. Enable and configure Near Real-Time Indexing for each back-en server (Master or Mirror) that processes queries (see About Near Real-Time Indexing):

    1. Ensure that the Mirror is Online and In Sync (see Determining the Status of a Mirror or Slice). Synchronize the Mirror when it is not the case (see Applying an Action to a Mirror).

    2. Ensure Near Real-Time Indexing is enabled and optimized (see Configuring Near Real-Time Indexing).

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