Search performance log
The search performance log is a way to record the searches that are being run in the system. Since FileHold does not restrict how users conduct their searches, this log can help the FileHold support team and customers pinpoint any search issues.
In order to see the search performance log results, it must first be enabled in System configuration > Search settings. See Search Engine Settings for more information.
The search performance log includes a record of all search types performed in the document management software. This includes not only searches (full text, advanced, saved searches) in FileHold but also when the folder list, virtual folder, document tray, linked documents, my favorites, checked out documents, document alerts, document reminders, recently accessed, recently added, and workflow documents list is accessed since these are essentially different types of searches as well.
The log can be filtered for a particular user, the view type, and action dates. The search results display the full name and user name, the status, the view type, the search type, various time measurements, and the date and time the search was performed. The search results can be exported to a CSV file and used for further analysis.
The following information is displayed in the search results:
Column Name |
Description |
---|---|
Full name |
Full name of the user |
User login name |
Username of the user |
Status |
Success — executed search was successful Error — executed search was not successful. An error occurred during the search. Timeout — the search took too long to execute and timed out |
View type |
Folder list Search results Virtual folder Linked document list Document tray My favorites Checked out documents Document alerts Document reminders Recently accessed Recently added Workflow documents |
Search type |
Saved search — regular saved search Quick search — quick search AdHoc — empty saved search, adhoc advanced search, or full text search |
FTS term |
The search term used in the full text search. This is truncated if too long. The full term is available in the search details page. |
ID |
Relative to the view type: Folders and virtual folders — folder ID number Workflow documents — workflow GUID Linked documents — parent document ID Search results — saved search ID All other views — no ID (empty) |
Total ms |
The total time of execution of the GetDocumentsBySnapshot method (without the network time) |
FTS ms |
The time of execution of the full text search. If FTS is used. This will include the network time between LM and FTS services (which are on the same host so it is negligible). |
FTS size |
The total number of results from the full text search. The full text search is the first stage in a search query so this number may be large, depending on the search query performed. |
SQL create ms |
The time of execution of the SQL query which performs the search and creates the snapshot. This will include the network time between the application server and database server. |
SQL size |
The number of results in the SQL database. The SQL search is the second stage in a search query. This number takes into account the number of records in SQL found plus the permissions of the user. If no SQL query was performed (only a full text search), then the SQL size will be the same as the FTS size minus permissions of the user. For all other views, the SQL size is the number of documents displayed. For example, if there are 190 documents in a folder view, then the SQL size is 190. The SQL size number is the total number of results seen by the user in the view. |
SQL read ms |
The time of execution of the SQL query which returns the first page of search results |
Date/time |
The date and time that the search was performed |
To run the search performance log
- In the Administration Panel, go to Administration Reports > Search performance log.
- Select any or none of the following filters:
- User name — select the name of the user from the list.
- View type — select one of the view types from the list. Options include: folder list, search results, virtual folder, document tray, linked documents, my favorites, checked out documents, document alerts, document reminders, recently accessed, recently added, and workflow documents.
- Action date — enter a from and to date from the date pickers.
- Click Apply. The number of results are shown below. The number of rows that are displayed in the report view can be adjusted to show 15, 30, or 60 rows at a time. Click on the column header to sort in ascending or descending order.
- To view the details of a search, click the magnifying glass icon
next to the search record. The following table describes the details that are displayed for each view type.
View Type |
Condition |
Operator |
Operand |
---|---|---|---|
Folder list |
Library location |
Equal |
<name of folder> |
Only last version |
Equal |
True |
|
Search results |
File or metadata |
Contains |
<value entered for search> |
Only last version |
Equal |
True or False |
|
ReturnLastForBinaryVersion |
Equal |
True or False |
|
Include archive in search |
Equals |
True or False |
|
Saved search |
Equal |
<name of saved search> |
|
<metadata field name> |
<operator selected for search> |
<value of metadata> |
|
Virtual folder |
Virtual folder |
Equal |
<name of virtual folder> |
Linked document list |
IsLinkedWithDocument |
Equal |
<FileHold ID of the linked document> |
Document tray |
Tray |
Equal |
True |
My favorites |
IsStarredByUser |
Equal |
True |
Only last version |
Equal |
True |
|
Checked out documents |
Is checked out by user |
Equal |
<first and last name of user> |
Only last version |
Equal |
True |
|
Document alerts |
WithAlert |
Equal |
True |
Only last version |
Equal |
False |
|
ReturnLastForBinaryVersion |
Equal |
False |
|
IncludeDeleted |
Equal |
True |
|
Document reminders |
With reminder |
Equal |
True |
Only last version |
Equal |
True |
|
ReturnLastForBinaryVersion |
Equal |
False |
|
Recently accessed |
Document log action |
InList |
Downloaded, Viewed, Emailed |
LogActionPerformer |
Equal |
GUID of user Empty GUID indicates current user. |
|
Document Log Date |
Greater or equal |
<date> |
|
Only last version |
Equal |
False |
|
ReturnLastForBinaryVersion |
Equal |
True |
|
Recently added |
Document log action |
InList |
Add document, Checked in, Created by copy |
LogActionPerformer |
Equal |
GUID of user Empty GUID indicates current user. |
|
Document Log Date |
Greater or equal |
<date> |
|
Only last version |
Equal |
False |
|
ReturnLastForBinaryVersion |
Equal |
True |
|
Workflow documents |
Workflow instance |
Equal |
<name of workflow> |
Only last version |
Equal |
false |
- Click Return to log report to return to the list.
- To permanently remove all displayed entries from the search log, click Remove filtered log entries. This function is primarily used to allow for the control of privacy of searches as needed.
- To export the results, click Export as CSV.