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Configure the Document Search tool

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Ref: 20091119
Last edited September 19th, 2012

Overview

Browser Toolkit (version 9.1 onwards) makes use of the Windows Search feature to allow the user to search for any word or phrase in documents contained with a specified location. This search phrase can be inside the document content or within the name of the document. All common file formats (such as Word, Excel, PDF, PowerPoint, Project, etc) as well as audio and video files, will be searched, provided the appropriate IFilter is installed.
 

How can I enable/disable the Document Search?

Click here to find out how to activate/disable the Document Search.

How can I specify which folders will be searched?

The designated Documents folder (and all sub folders) will be searched. This is commonly 'C:\Triaster\Documents', but can be otherwise. Search needs to be configured following installation.
  1. Locate the config.xml file for a process library site's search tool, for example:
    Triaster Server 10:
    'C:\Triaster\ProcessLibraries\<Library>\<Site>\Tools\Search\config.xml'
    Triaster Server 11 and later:
    'C:\Triaster\TriasterServer2011\ProcessLibraries\<Library>\<Site>\Tools\Search\config.xml',
    and open this in Notepad.
     
  2. You should see the following text:
    <ProcessNavigator>
      <Search>
        <CatalogueFile>SearchDataFiles.xml</CatalogueFile>
        <GeneralSearch>
          <TransformFile>SearchProcessMaps.xslt</TransformFile>
        </GeneralSearch>
        <DocumentSearch></DocumentSearch>
        <DocumentSearchURL></DocumentSearchURL>
      </Search>
      <DocumentSearchEnabled>true</DocumentSearchEnabled>
      <InnerFramesWidth>282</InnerFramesWidth>
    </ProcessNavigator>
     
  3. The search configurations (shown in red) should be added as shown below:
    <ProcessNavigator>
      <Search>
        <CatalogueFile>SearchDataFiles.xml</CatalogueFile>
        <GeneralSearch>
          <TransformFile>SearchProcessMaps.xslt</TransformFile>
        </GeneralSearch>
        <DocumentSearch>C:\Triaster\Documents</DocumentSearch>
        <DocumentSearchURL>http://MyHost/Documents</DocumentSearchURL>
      </Search>
      <DocumentSearchEnabled>true</DocumentSearchEnabled>
      <InnerFramesWidth>282</InnerFramesWidth>
    </ProcessNavigator>
 

Triaster Server 10

In Triaster Server 10, the Documents folder isn't created during installation. The folder should be created manually, and the Document Search paths configured correctly. Otherwise, the following error will occur when searching for documents.
 
A problem has been encountered. Please see the Triaster knowledge base at www.triaster.co.uk or contact support@triaster.co.uk, with the following error details.
Error Details: Search path in the config file is invalid.

  1. Create a 'Documents' folder, e.g.
    'C:\Triaster\Documents'
  2. In Internet Information Services (IIS), create a corresponding virtual directory.
    Windows Server 2003:
    1. Open Internet Information Services (IIS) Manager.
      Start > Administrative Tools >  Internet Information Services (IIS) Manager
    2. In the left-hand pane, expand '<Computer Name (local computer)' > Web Sites > Default Web Site.
    3. Right-click 'Default Web Site' > New > 'Virtual Directory...'.
    4. On the Welcome screen of the 'Virtual Directory Creation Wizard', click 'Next >'.
    5. Set 'Alias' to 'Documents', and click 'Next >'.
    6. Click 'Browse...', set 'Path' to the documents folder created earlier, e.g.
      'C:\Triaster\Documents'
      and click 'Next >'.
    7. Click 'Next >'.
    8. Click 'Finish'.
    Windows Server 2008:
    1. Open Internet Information Services (IIS) Manager.
      Start > Administrative Tools >  Internet Information Services (IIS) Manager
    2. In the left-hand pane, expand '<Computer Name> (<User name)>' > Sites > Default Web Site.
    3. Right-click 'Default Web Site' > 'Add Virtual Directory...'
    4. In the 'Add Virtual Directory' dialog, set:
      Alias: Documents
      Physical path: Browse to and select the 'Documents' folder created earlier.
      and click OK.

Can I search for documents that are located outside of my process library?

Triaster Server 9
Yes. However, the links to the documents may not work. Any document that is located outside of a virtual directory will not have the links enabled; if you need more information on this type of configuration, please contact Triaster support with your requirements.
 
Triaster Server 10
Yes. An enhancement has been made to the tool to allow the search to work on a folder which is located anywhere, provided that a virtual directory has been set up in IIS to provide a URL to this folder.
 
For example, the documents folder may be located in D:\MapStore\Documents. A virtual directory pointing to this folder will be created with the URL http://mycompany.co.uk/processmapping/Documents, for example.
 
This information (shown in red) will need to be entered in the config.xml file for the Search tool as shown below:
<ProcessNavigator>
    <Search>
        <CatalogueFile>SearchDataFiles.xml</CatalogueFile>
        <GeneralSearch>
            <TransformFile>SearchProcessMaps.xslt</TransformFile>
        </GeneralSearch>
        <DocumentSearch>D:\MapStore\Documents</DocumentSearch>
        <DocumentSearchURL>http://mycompany.co.uk/processmapping/Documents</DocumentSearchURL>
    </Search>
    <DocumentSearchEnabled>true</DocumentSearchEnabled>
    <InnerFramesWidth>282</InnerFramesWidth>
</ProcessNavigator>
 

My search cannot find a document but I know it exists. What should I do?

This may be because the Windows Indexing system needs updating. In order to do this, the following will need to be done on the web server:

Windows Server 2003

  1. Locate the magnifying glass image in the bottom right-hand side of the screen and right-click on it.
  2. Select 'Search Now' to bring up the Windows Search screen.
  3. Type a search phrase in the box at the top.
  4. Click on the arrow next to Locations and select 'Add Location...' from the list.
  5. Select the desired location, and click OK.
  6. The document should now be found and Document Search in Browser Toolkit should be working. If the problem persists, please contact Triaster support for assistance.

Windows Server 2008

In Windows Server 2008, Windows Search is integrated with Windows Explorer.
  1. Open Windows Explorer.
  2. Enter a phrase in the search box at the top-right of the window.
    This should automatically perform a search, and enable search-related controls.
  3. Click 'Search Tools' > 'Modify Index Locations...'.
  4. Modify the indexing locations.

Need further help? Contact the Triaster Support team by e-mailing support@triaster.co.uk or by calling us on + 44 (0)870 402 1234.
 
Do you have any feedback or suggestions that you would like to share with Triaster? We would love to hear from you! Please e-mail feedback@triaster.co.uk