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Controlling and Monitoring the Personal Folders Indexing Process

The indexing process of personal folders transparently takes place while you work to ensure that the Coveo unified index is updated with the new, modified, and deleted files. Sometimes, you may find useful to pause or resume the indexing process or rebuild the index of your personal folders (see Controlling the Personal Folder Indexing Process).

Example: When you are out of the office and only have limited bandwidth access to your organization network, consider pausing the indexing process to save bandwidth. You can resume the indexing process when you are back to the office or when you do not work on your computer.

You can also review the activities of the indexing process for your personal folders (see Reviewing Indexing Activities).

Controlling the Personal Folder Indexing Process

  1. From the Windows taskbar, right-click the Coveo Desktop Integration Package system icon .

  2. In the Coveo Desktop Integration Package system icon contextual menu:

    • Select or clear Pause Indexing to respectively pause or resume the indexing process for your indexed personal folders.

    • Select Rebuild Index to initiate rebuilding the index for your indexed personal folders. Consider rebuilding the index after you change the local personal folders to index.

      Important: To reduce unnecessary processing on the Coveo server, rebuild the index only when necessary.

Reviewing Indexing Activities

  1. From the Windows taskbar, right-click the Coveo Desktop Integration Package system icon .

  2. In the Coveo Desktop Integration Package system icon contextual menu, select Index History.

  3. In the History dialog box that appears:

    1. In the top list, review the list of activities.

      • The Documents column indicates the number of crawled documents.

      • The Uploaded column indicates the number of documents sent to the Coveo Master server. This number can be lower than the number in the Documents column because crawled files of types that are not supported are not sent to the server.

        Note: In the Coveo Master server, uploaded files containing other files (like an archive file or a file with an attachment) are expanded. Consequently, for one incremental refresh, the number of indexed documents may be higher than the number of uploaded documents.

        Example: In an incremental refresh, the Documents column indicates 5 because a total of five documents are crawled:
        • Two Microsoft Excel files

        • Two files of an unsupported file type

        • One archive ZIP file containing 50 documents of supported files types

        The Uploaded column indicates 3 because only the three documents of supported file types are sent to the Coveo Master server.

        In the Coveo Master server, the two Excel files and the 50 files extracted from the ZIP file are indexed for a total of 52 indexed documents.

    2. Click an activity to see the corresponding details in the bottom list.

    3. Under Displayed Items, use the check boxes to filter the activity details appearing in the bottom list.

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