Most firms that use Worldox want to have their IT people manage the Worldox indexer. This can lead to a lot of confusion when IT tries to shoe-horn the indexer into one of their usual categories. Here’s a primer on the indexer that I give to the IT firms of my Worldox clients.
The most important thing to realize about the Worldox Indexer is that it is NOT a server. Functionally, it is a workstation (whether or not it is running server software) that connects to the file server where the main Worldox program and files are located. The indexer software is a program, not a service. This means that the indexer workstation must be logged in and running the indexer program 24 hours a day. Normally the indexer has its own login and stays logged in all the time. Having admins log in with multiple logins is a good recipe for disaster.
What does the indexer DO? Every time a Worldox user opens, saves, copies, etc. a file of any type, Worldox creates a small change file (with a *.pdt extension) indicating what has been done. The indexer watches for these change files, reads them (normally every 10 seconds or so) and updates the index which is sitting on the main file/print server that houses the Worldox program and data.
At night, the indexer does a full update of the two Worldox indexes, one for the metadata held in the profile and one for the full-text index. Usually once a week it rebuilds the indexes from scratch so that they are always “clean.”
This means that in daily operation the indexer program is not very CPU intensive (how many files does a firm as a whole open or save in 10 seconds?), although rebuilding the indexes can take some time (which is why it is usually done in the middle of the night). So for smaller firms, the indexer is frequently used to run other programs as well (Worldox Web Mobile, OCR software).
Best practices recommend that auto-updates be turned off, as well as anti-virus software. The auto-updates can leave the indexer rebooted but not logged in. Therefore the indexer is not running and users will not be able to search for any new files created. Anti-virus software can create a loop that slows it to a crawl.
Troubleshooting the indexer is usually very simple. I generally recommend that the Worldox administrator or some tech-savvy user be given access to the indexer. That way, troubleshooting can take only 10 minutes instead of waiting for endless rounds of telephone (or email) tag.