Sharp MXUSX5 User Guide - Page 38

Setup Required The Search capability is based on an index of all the words found in all of the files in the target folders identified when the index is created. These indexes need to be created in advance of any attempt to use the Search feature. Creating an index can be a time-consuming process, at least the first time, based on the number of files and whether they contain image types or not. Sharpdesk will attempt to gather words used in image documents using its Convert by OCR capability. [The following image formats are compatible with our OCR capability: *.bmp, *.dcx, *.gif, *.jpg, *.pcx, *.pdf, *.png, *.tif.] Any words found by the OCR process are added to the index so you can find the image document that contains them later. The OCR process is time-consuming in its own right, so allow plenty of time when indexing image documents, or break the files you wish to index into smaller groups. You can search through more than one index at the same time. While the index is being created, it will be using your PC resources in the background. This will slow it down if you are also trying to do other tasks on your PC. To avoid this, you can schedule your index operations to run at a time when you are not normally using your PC. The indexes can be created or updated while you sleep. Once the original index is created, updating the index, either manually or on a timed schedule, can be much quicker. Only those files changed or added to the folders covered by the index will be accessed to update the index. When Sharpdesk is first installed, a small index will be created using sample files provided with Sharpdesk. Once you are familiar with the basic search process, you can create additional indexes that match your own preferences. Creating new indexes is covered later in this Chapter. Index Databases All Index Databases are common to all users of the local PC. Regardless of the user's authority (i.e. whether the logged-in user belongs to Administrators, Power Users, Standard Users, or Restricted Users Group, etc.), the user is capable of accessing any existing Index Databases as well as creating one. The following table illustrates the details about what operation is permitted by every user. • Create - create new Index Databases Any user can create new Index Databases. • Read - read-only access to Index Databases Any user can search (and get correct results) for all Index Databases created, updated, or modified by any other user. • Update - update (indexing) Index Databases with new files being indexed or new configurations specified Any user can perform indexing on any Index Database(s) (individually or all at once) regardless of who created, updated or modified the Index Database previously. • Modify - change configurations (such as target folders, file extensions etc.) of existing Index Databases. Any user can change configurations of any Index Database created, updated, or modified previously by any user. • Delete - delete existing Index Databases Any user can delete any Index Database regardless of who created, updated, or modified previously. In summary, a set of Index Databases residing on the local PC is treated as shared, common resources to all users of that PC regardless of user authorities. Note: Important information regarding searching for documents 30 Sharpdesk User's Guide