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>
Folder list	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
My favorites	Only last version	Equal	True
Checked out documents	Is checked out by user	Equal	<first and last name of user>
Checked out documents	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>
Workflow documents	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.

Search performance log

To run the search performance log

Customers

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