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Administrator Help > Troubleshooting > Why Are Some Documents Not Returned by the Search Engine?

Why Are Some Documents Not Returned by the Search Engine?

If a document containing all the terms queried (including field data and exact phrases) is not displayed in the search results, it is possible that it has not been indexed or—for recently added sources—that the transaction has not been written yet. The following table lists possible problems, as well as their solutions.

Note: The Index page (Logs > Index) provides detailed information about recent indexing operations—including the name and path of rejected documents (see What Information Is Displayed in the Index Log?).

Problems Solutions

The transaction is not committed.

Force-commit the transaction:

In the Index Content section of the Overview page (Status > Overview), click Commit Current Transaction.

Subfolders or subsites are not indexed.

Index subfolders or subsites, and rebuild the source:

  1. On the Coveo server, access the Administration Tool (see Opening the Administration Tool).

  2. Access the Sources and Collections page (Index > Sources and Collections).

  3. In the Sources section, expand the source drop-down list.

  4. Select Edit General Properties. The General page corresponding to the source is displayed.

  5. In the Options section, select Index subfolders.

  6. Click Apply Changes.

  7. Click Rebuild.

The content of SharePoint sites is not indexed.

Index SharePoint sites and rebuild the source:

  1. Access the Sources and Collections page (Index > Sources and Collections).

  2. In the Sources section, expand the SharePoint source drop-down list.

  3. Select Edit General Properties. The General page corresponding to the source is displayed.

  4. In the SharePoint Sites to Index section, select Index only the sites listed in the Portal SiteDirectory or Index all sites (CES must be integrated to SharePoint).

  5. Click Apply Changes.

  6. Click Rebuild.

The content of SharePoint personal sites is not indexed.

Index SharePoint personal sites and rebuild the source:

  1. Access the Sources and Collections page (Index > Sources and Collections).

  2. In the Sources section, expand the SharePoint source drop-down list.

  3. Select Edit General Properties. The General page corresponding to the source is displayed.

  4. In the Options section, select Index personal sites.

  5. Click Apply Changes.

  6. Click Rebuild.

The document is subject to an exclusion filter.

Remove or modify the exclusion filter:

  1. Access the Sources and Collections page (Index > Sources and Collections).

  2. In the Sources section, expand the source drop-down list.

  3. Select Edit Filters. The Filters page corresponding to the source is displayed.

  4. Delete or modify the exclusion filter to include the document.

  5. Click Rebuild.

The action for the document type is Reject document or Index file information only.

Select the Index entire document action for the document type and rebuild the source:

  1. Access the Sources and Collections page (Index > Sources and Collections).

  2. In the Sources section, expand the source drop-down list.

  3. Select Edit Document Types. The Document Types page corresponding to the source is displayed.

  4. Click Edit. The document type set used with this source is displayed.

  5. Click the name of the document type to edit. The document type properties are displayed.

  6. In the Action drop-down list, select Index entire document.

  7. Click Apply Changes.

  8. Click Rebuild.

The document is of a type not supported by CES converters.

Use an IFilter to convert the document in a format recognized by CES and rebuild the source:

  1. From a third-party source, download the appropriate IFilter for the document type.

  2. Access the Sources and Collections page (Index > Sources and Collections).

  3. In the Sources section, expand the source drop-down list.

  4. Select Edit Document Types. The Document Types page corresponding to the source is displayed.

  5. Click Edit. The document type set used with this source is displayed.

  6. Click Load IFilter Mapping. Document types are automatically associated with corresponding IFilters on the server.

  7. Access the Sources and Collections page (Index > Sources and Collections).

  8. In the Sources section, select the sources to rebuild.

  9. In the More Actions drop-down list of the Sources section, select Rebuild. The selected sources are rebuilt.

The document is written in a language not recognized by CES and the option selected for Language Detection is Reject the document (see Supported Languages).

Modify the Language Detection option to index documents even if their language is not recognized and rebuild the source:

  1. Access the Converter Managers page (Configuration > Converters).

  2. In the navigation panel on the left, click Languages. The Languages page is displayed.

  3. In the Language Detection section, select Index.

  4. Click Apply Changes.

  5. Access the Sources and Collections page (Index > Sources and Collections).

  6. In the Sources section, select the sources to rebuild.

  7. In the More Actions drop-down list of the Sources section, select Rebuild. The selected sources are rebuilt.

The CES service authentication does not have sufficient permissions to open the document.

(Applies to local/network, Exchange, SharePoint and Lotus Notes sources).

Modify the CES logon account and rebuild collections containing local/network, Exchange, SharePoint and Lotus Notes sources.

Note: If the collections contain thousands of documents, rebuilding them can be long. Because they cannot be queried while they are being rebuilt, it is suggested to rebuild them outside of business hours.

 
  1. Access the Windows Control Panel (Windows Start menu > Control Panel).

  2. Double-click Administrative Tool.

  3. Double-click Services. The Services window is displayed.

  4. In the Services (Local) section, double-click Coveo Enterprise Search 7. The Coveo Enterprise Search 7 Properties (Local Computer) dialog box is displayed.

  5. Click the Log On tab.

  6. In the Log on as section, select This account and enter an account name and password with sufficient permissions to open restricted documents.

  7. Click Apply.

  8. In the Administration Tool, access the Sources and Collections page (Index > Sources and Collections).

  9. In the Collections section, select the collections to rebuild.

  10. In the More Actions drop-down list of the Collection section, select Rebuild. The selected collections are rebuilt.

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