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When should a "cleanup" be performed? During periods of normal data entry activity, a cleanup should be performed about once a month. If you are inputting huge amounts of data (for instance, during a backfile conversion), it may be better to perform a cleanup once a week or every two weeks. Finally, if the system terminates abnormally, such as during a power loss, and data was being input into the database during the termination, then a cleanup can prevent problems from occurring later.
Why is it necessary to run a "cleanup"? As hundreds of records are added to a database, the index file structure becomes less and less efficient. This means searches may start slowing down. The cleanup routine, rebuilds this structure, thus making searches through the index as efficient as possible. Also, if the system terminates, it is possible that data could have been posted to the database, but not to the index. So the record, even though it exists in your database, may not show up on a search.
How do you run a "cleanup? Make sure that all users are out of halFILE, then select "cleanup" from the main menu. This displays the different types of cleanup activity that can be performed. Reformat and index data files is used to re-index the primary database and system files. Re-build database soundex files is used to re-build soundex indexes for database fields which are "soundexed". Reformat and index multi-entry files rebuilds indexes for multi-entry database information. Finally, remove workflow history data removes system throughput statistic information such as how many pages were scanned for a certain period of time.
When Reformat and index multi-entry files, is selected, a screen similar to the following is shown:
Enter number to change, N=set all to NO, Y=set all to YES, ESC to Exit
1 - Document Database.... Yes
2 - File Folder Database.. Yes
3 - File Folder Statistics. Yes
4 - Table File....... Yes
5 - Document Parameter File. Yes
6 - Document Field File... Yes
7 - Document Notepad.... Yes
8 - Custom Report File... Yes
Y - Set all to YES N - Set all to NO
Only those files marked as `Yes' will be indexed. Pressing the file number toggles the Yes/No. Once you have selected the files to be indexed, press ESC. This displays a prompt to run the cleanup.
Selections 2 through 7 correlate to a single data file. Selection 1 - Document Database - may relate to several databases. Therefore, if the Document Database selection is set to `Yes', at the start of the cleanup procedure a box listing all the Document Databases is displayed. Once this list is shown, you must press F5 to mark the databases that you want to index. The primary index routine saves the original files with a .OLD extension.
When you select Re-build database soundex files, the databases are listed. Highlight and press enter on the database for which soundex files should be rebuilt. You are then asked if you wish to "cleanup" the soundex files or "rebuild" the soundex files. Selecting "cleanup" re-indexes the soundex files. Selecting "rebuild" completely re-creates the soundex files.
When you select Reformat and index multi- entry files, the databases are listed. Highlight and press on the database for which the multi- entry indexes should be rebuilt. Multi-entry files contain those fields in the database in which more than one line of data can be entered for a single document.
When you select Remove workflow history data, you are asked to enter a date, prior to which the information will be removed. Since this is statistical information only, you can safely enter any date here. By the way, you can review these statistics using Workflow-Manage-Print.