Text Retrieval Settings

With the appropriate system access, you can define generic settings and specify keywords and synonyms to be used in text searches involving the Knowledge Bank. This includes creating and managing common words, keywords, synonyms and defining web file extensions.

You can also set options for conducting text-based searches and configure the system to retrieve and reference knowledge entries from external documents. These are entries that have been retrieved from locations external to ASM Core, such as a Physical Directory or a Web Page.

Enabling Text Retrieval

Before you start

You must have Text Retrieval Setup selected in your own General Access security role before you can configure the text retrieval settings.

  1. Select the Menu button , then Admin, and then select System Administration. The System Administration window is displayed .

    Expand the Text Retrieval group, scrolling down if necessary.

  2. Select Text Retrieval Settings to display the window .
  3. Select the Enabled checkbox.

  • This checkbox also enables the Physical Directory Indexing and Website Indexing fields.

  1. Select to save the changes. Provide the Change Reasons if prompted to do so.

Setting the Minimum Search Word Length

Before you start

You must have Text Retrieval Setup selected in your own General Access security role before you can configure the text retrieval settings.

  1. Select the Menu button , then Admin, and then select System Administration. The System Administration window is displayed .

    Expand the Text Retrieval group, scrolling down if necessary.

  2. Select Text Retrieval Settings.
  3. In the Minimum Word Length field, specify the minimum length of words that ASM Core will search for in a text search. The default minimum word length is three. The value you specify must be greater than one.
  4. Select to save the changes. Provide the Change Reasons if prompted to do so.

Setting Indexing Options

Indexing for External Documents enables your system to identify when an external knowledge entry is created or changed. This is a long and intensive process for the server but you can schedule index jobs to run late at night or during periods when only a few people will be using the system. By defining common words, you can also make the indexing process more efficient.

When ASM Core indexes external documents, punctuation marks are ignored except hyphenated words which are treated as a single word. This means that when displaying external documents in knowledge bank search results, the text shown does not include punctuation marks.

Before you start

You must have Text Retrieval Setup selected in your own General Access security role before you can configure the text retrieval settings.

  1. Select the Menu button , then Admin, and then select System Administration. The System Administration window is displayed .

    Expand the Text Retrieval group, scrolling down if necessary.

  2. Select Text Retrieval Settings to display the window .
  3. With the Enabled checkbox selected, complete the details.

    4. Physical Directory Indexing
    Frequency Select how often you want the system to perform an index scan for knowledge entries from physical directories, that is, Daily, Weekly, Fortnightly, or Monthly. The default is Daily.
    Last Scan This is a non-editable text field that displays the last index scan time for knowledge entries from physical directories.
    Next Scan Select the date and time for which you want to schedule the next indexing scan for knowledge entries from physical directories.
    Website Indexing
    Frequency Select how often you want the system to perform an index scan for knowledge entries from websites, that is, Daily, Weekly, Fortnightly, or Monthly.
    Last Scan

    This is a non-editable text field that displays the last index scan time for knowledge entries from websites.
    Next Scan Select the date and time for which you want to schedule the next indexing scan for knowledge entries from websites.
    Knowledge Base Indexing
    Include Key Words Key words in the entry are included in the indexing. This option is selected by default.
    Include Attachments Attached items are included in the indexing.

    The title of the attachment is indexed, except if the attachment is a web link, in which case the content is also indexed. This option is selected by default.
    Include Linked Calls Calls linked to the knowledge base entry are also indexed. This option is selected by default.

  4. Select to save the changes. Provide the Change Reasons if prompted to do so.