1.877.833.1202

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

  1. In the Administration Panel, go to Administration Reports > Search performance log.
  2. 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.
  1. 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.
  2. To view the details of a search, click the magnifying glass icon View details 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

  1. Click Return to log report to return to the list.
  2. 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.
  3. To export the results, click Export as CSV.