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[desc]
	Chapter 5  Maintaining a Database
	
	
	
	
	801536228
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	Chapter 05
	
	
	
	
	
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[frm]
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	1572868
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	4590
	9206
	6079
	0
	3
	1
	1 0 0 0 0 0 0
	0
	16777215
	5
	0
	0
	65283 255
	[frmlay]
		2060
		8486
		3
		0
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		65535
		1
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	[tbl]
		 5 5 0 86 2026 86 1 43 43
		[h]
			 0 440 20 6 0 2 0
			 1 220 0 6 0 4 0
			 2 220 0 6 0 4 0
			 3 220 20 6 0 4 0
			 4 220 86 2 0 4 0
		[e]
		[w]
			 0 1440 86 2 0
			 1 971 0 6 0
			 2 2159 0 6 0
			 3 1994 0 6 0
			 4 3246 0 6 0
		[e]
		[data]
			 0 1 2048 0 0 0 512 1 0 0 0 0
<:I2390,0,0,0>Database Size

>
			 0 2 0 0 0 0 512 1 0 0 0 0
Percentage Text

>
			 0 3 0 0 0 0 512 1 0 0 0 0
Index Size with Word Breaks Only (50% of text)

>
			 0 4 0 0 0 0 512 1 0 0 0 0
Index Size with Word, Sentence, and Paragraph Breaks (75% of text)

>
			 1 1 0 0 0 0 512 1 0 0 0 0
8MB

>
			 1 2 0 0 0 0 512 1 0 0 0 0
75% (6MB)

>
			 1 3 0 0 0 0 512 1 0 0 0 0
3MB

>
			 1 4 0 0 0 0 512 1 0 0 0 0
4.5MB

>
			 2 1 0 0 0 0 0 1 0 0 0 0
8MB

>
			 2 2 0 0 0 0 0 1 0 0 0 0
50% (4MB)

>
			 2 3 0 0 0 0 0 1 0 0 0 0
2MB

>
			 2 4 0 0 0 0 0 1 0 0 0 0
3MB

>
			 3 1 0 0 0 0 0 1 0 0 0 0
8MB

>
			 3 2 0 0 0 0 0 1 0 0 0 0
25% (2MB)

>
			 3 3 0 0 0 0 0 1 0 0 0 0
1MB

>
			 3 4 0 0 0 0 0 1 0 0 0 0
1.5MB

>
			 4 1 0 0 0 0 512 0 0 0 0 0
			 4 2 0 0 0 0 512 0 0 0 0 0
			 4 3 0 0 0 0 512 0 0 0 0 0
			 4 4 0 0 0 0 512 0 0 0 0 0
		[e]
	[tble]
[frm]
	14
	1573060
	720
	6850
	9206
	8165
	0
	1
	1
	1 0 0 0 0 0 0
	0
	16777215
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	1
	1
	29249 24937
	[frmlay]
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		0
		0
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		1
		0
		1
		3975
		8265
		0
	[tbl]
		 2 4 0 86 1440 86 1 43 43
		[h]
			 0 220 86 2 0 3 0
			 1 880 86 2 0 2 0
		[e]
		[w]
			 0 1440 86 2 0
			 1 2175 86 2 0
			 2 2110 86 2 0
			 3 2472 86 2 0
		[e]
		[data]
			 0 1 0 0 0 0 0 1 0 0 0 0
<+!>Uses<-!>

>
			 0 2 0 0 0 0 0 1 0 0 0 0
<+!>Reads<-!>

>
			 0 3 0 0 0 0 0 1 0 0 0 0
<+!>Writes<-!>

>
			 1 1 0 0 0 0 0 1 0 0 0 0
Number of times users or servers accessed the database and performed at least one read or write.

>
			 1 2 0 0 0 0 0 1 0 0 0 0
Number of times users opened documents and number of times servers read documents.

>
			 1 3 0 0 0 0 0 1 0 0 0 0
Number of times users and servers created, modified, or deleted documents.

>
		[e]
	[tble]
[frm]
	15
	1573060
	960
	4880
	9446
	6195
	0
	1
	1
	1 0 0 0 0 0 0
	0
	16777215
	5
	2
	1
	29249 24937
	[frmlay]
		12324
		8486
		1
		0
		0
		1
		4880
		0
		0
		2
		0
		1
		1
		0
		1
		3975
		8265
		0
	[tbl]
		 2 4 0 86 1440 86 1 43 43
		[h]
			 0 220 86 2 0 3 0
			 1 880 86 2 0 2 0
		[e]
		[w]
			 0 1440 86 2 0
			 1 2224 86 2 0
			 2 2110 86 2 0
			 3 2472 86 2 0
		[e]
		[data]
			 0 1 0 0 0 0 0 1 0 0 0 0
<+!>Uses<-!>

>
			 0 2 0 0 0 0 0 1 0 0 0 0
<+!>Reads<-!>

>
			 0 3 0 0 0 0 0 1 0 0 0 0
<+!>Writes<-!>

>
			 1 1 0 0 0 0 0 1 0 0 0 0
Number of times users or servers accessed the database, even if only to open the database.

>
			 1 2 0 0 0 0 0 1 0 0 0 0
Number of times users opened documents and number of times servers read documents.

>
			 1 3 0 0 0 0 0 1 0 0 0 0
Number of times users and servers created, modified, or deleted documents.

>
		[e]
	[tble]
[frm]
	20
	1573060
	720
	7560
	8443
	9401
	0
	1
	1
	1 0 0 0 0 0 0
	0
	16777215
	12
	3
	0
	0 0
	[frmlay]
		2997
		7723
		1
		0
		0
		1
		7560
		0
		0
		2
		0
		1
		1
		0
		1
		1104
		9302
		0
	[tbl]
		 3 3 0 86 4132 86 1 43 43
		[h]
			 0 220 86 2 0 2 0
			 1 880 86 2 0 1 0
			 2 440 86 2 0 1 0
		[e]
		[w]
			 0 1440 86 2 0
			 1 2554 86 2 0
			 2 3428 86 2 0
		[e]
		[data]
			 0 1 0 0 0 0 0 1 0 0 0 0
When should this agent run?

>
			 0 2 0 0 0 0 0 1 0 0 0 0
On Schedule Weekly

>
			 1 1 0 0 0 0 0 1 0 0 0 0
Which document(s) should it act on?

>
			 1 2 0 0 0 0 0 1 0 0 0 0
<:s>All documents in the database

<:s>Condition: by Date

Search for documents whose date created is older than 60 days

>
			 2 1 0 0 0 0 0 1 0 0 0 0
What should this agent do?

>
			 2 2 0 0 0 0 0 1 0 0 0 0
Copy to database ARCHIVE.NSF

Delete from database

>
		[e]
	[tble]
[frm]
	21
	1573060
	960
	960
	8683
	2495
	0
	1
	1
	1 0 0 0 0 0 0
	0
	16777215
	14
	4
	0
	0 0
	[frmlay]
		3177
		7723
		1
		0
		0
		1
		960
		0
		0
		2
		0
		1
		1
		0
		1
		1284
		9482
		0
	[tbl]
		 3 3 0 86 4132 86 1 43 43
		[h]
			 0 220 86 2 0 2 0
			 1 880 86 2 0 1 0
			 2 440 86 2 0 1 0
		[e]
		[w]
			 0 1440 86 2 0
			 1 2554 86 2 0
			 2 3428 86 2 0
		[e]
		[data]
			 0 1 0 0 0 0 0 1 0 0 0 0
When should this agent run?

>
			 0 2 0 0 0 0 0 1 0 0 0 0
On Schedule Weekly

>
			 1 1 0 0 0 0 0 1 0 0 0 0
Which document(s) should it act on?

>
			 1 2 0 0 0 0 0 1 0 0 0 0
<:s>All documents in the database

<:s>Condition: by Field

Search for documents where field Status contains Closed.

>
			 2 1 0 0 0 0 0 1 0 0 0 0
What should this agent do?

>
			 2 2 0 0 0 0 0 1 0 0 0 0
Copy to database ARCHIVE.NSF

Delete from database

>
		[e]
	[tble]
[frm]
	1
	1573060
	960
	8348
	7190
	9728
	0
	1
	1
	1 0 0 0 0 0 0
	0
	16777215
	15
	5
	0
	0 0
	[frmlay]
		3357
		6230
		1
		0
		0
		1
		8348
		0
		0
		2
		0
		1
		1
		0
		1
		1464
		9662
		0
	[tbl]
		 3 3 0 86 4132 86 1 43 43
		[h]
			 0 200 86 2 0 2 0
			 1 400 86 2 0 1 0
			 2 479 86 2 0 1 0
		[e]
		[w]
			 0 1440 86 2 0
			 1 2587 86 2 0
			 2 3428 86 2 0
		[e]
		[data]
			 0 1 0 0 0 0 0 1 0 0 0 0
When should this agent run?

>
			 0 2 0 0 0 0 0 1 0 0 0 0
Manually From Menu

>
			 1 1 0 0 0 0 0 1 0 0 0 0
Which document(s) should it act on?

>
			 1 2 0 0 0 0 0 1 0 0 0 0
Selected documents in view

>
			 2 1 0 0 0 0 0 1 0 0 0 0
What should this agent do?

>
			 2 2 0 0 0 0 0 1 0 0 0 0
Copy to database ARCHIVE.NSF

Delete from database

>
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	[tble]
[frm]
	22
	1573060
	720
	9370
	8707
	11345
	0
	1
	1
	1 0 0 0 0 0 0
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	8
	6
	0
	0 0
	[frmlay]
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		7987
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		0
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		[h]
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		[e]
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<+!>ACL on Working<-!> <+!>Server<-!>

>
			 0 2 0 0 0 0 0 1 0 0 0 0
<+!>ACL on Archive<-!> <+!>Server<-!>

>
			 1 1 0 0 0 0 0 1 0 0 0 0
<:s>Archive server-- Reader

(Prevents Archive server from writing to the Working server and so prevents the reappearance of deleted documents in the working database)

>
			 1 2 0 0 0 0 0 1 0 0 0 0
<:s>Working server-- Designer Cannot delete documents

<:s>(Prevents Working server from writing over ACL on Archive server. Prevents document deletions on Working server from replicating to Archive server.)


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<:P19999,0,5-> Database Manager's Guide                                       Lotus Confidential

>
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Lotus Confidential                                               Maintaining a Database 
<:P19999,0,5->

>
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[edoc]
@Chapter title@<:s><:I0,0,0,1916><:R1,5,1,480,1,930,1,1440,1,1920,1,2400,><:#1004,8486><:f280,,>Chapter 5 Maintaining a Database<:f>

<:s><:I0,0,0,1916><:R><:#240,8486>This chapter discusses the following database maintenance topics:

@Bullet@<:s><:#240,8486>Creating and maintaining full text indexes

@Bullet@<:s><:#240,8486>Updating the ACL

@Bullet@<:s><:#240,8486>Modifying the database design

@Bullet@<:s><:#240,8486>Finding replica databases

@Bullet@<:s><:#240,8486>Finding missing response documents

@Bullet@<:s><:#240,8486>Monitoring database activity

@Bullet@<:s><:#240,8486>Managing database size

@Bullet@<:s><:#240,8486>Managing design updates

@Bullet@<:s><:#240,8486>Moving databases

@Bullet@<:s><:#240,8486>Deleting databases

@Bullet@<:s><:#240,8486>Fixing corrupted databases

@Bullet@<:s><:#240,8486>Troubleshooting database performance problems

@Ahead@<:s><:I0,0,0,1916><:#390,8486>About full text indexes

<:s><:#1680,8486>A<+!> full text index<-!> is a collection of files that indexes the text in a database to allow Notes to process users' full text search queries. To create a full text index on a server database, you must have Manager or Designer access to the database. To 
create a full text index on your local computer, no special access is usually required; an exception is if the local database is a replica of a server database for which the "Uniform Access Control List" option is selected; in that case, you must have Manag
er or Designer access. <:f180,BArial,0,0,255><+!><+">CORRECT<-!><-"><:f><+!><+"><:f180,BArial,0,0,255>?<-"><-!><:f>

@Bhead@<:s><:#260,8486>Location of a full text index

<:s><:#1200,8486>When you create a full text index, Notes creates a subdirectory in which to store the index files. Notes names this subdirectory using the name of the indexed database and the file extension .FT. For example, if you index a database named LOG.NSF, Notes cre
ates the subdirectory LOG.FT.  Notes places the directory in the same directory as the database, usually the Notes data directory. 

@Bhead@<:s><:#260,8486>Size of a full text index

<:s><:#240,8486>The size of a full text index depends on  two factors.

@Bullet@<:s><:#1200,8486>The percentage of database space consisting of text as opposed to non-text elements such as bitmaps, buttons, agents, and so on. The text percentage typically ranges from 25% to 75%. If you choose to index attachments (including OLE objects) or encrypted fi
elds, the text associated with them increases the percentage of text available for full text indexing.

@Bullet@<:s><:#960,8486>The index options chosen.<-!><-"><+!><+"><:f180,BArial,0,0,255> <-"><-!><:f>The "Word Breaks Only" option causes the size of a full text index to be approximately 50% of the space consisting of text. The "Word, Sentence, and Paragraph Breaks" option causes 
the size of a full text index to be approximately 75% of the space consisting of text.<-!><-">

<:#480,8486>The following table shows index sizes for three 8MB databases consisting of various percentages of text.

@Bhead title@<:s><:t0>

<:s><:#720,8486>Since indexes take up disk space, the amount of space varying according to the amount of text in the database and the index options you select, create a full text index only if needed. 

@Note@<:s><:#720,8486>For server databases, a Notes administrator can use the NOTES.INI variable FT_Max_Instances to control the number of words per document Notes can index. The default limit is 100,000 words per document.

@Bhead@<:s><:#260,8486>Full text index updates

<:s><:#1200,8486>Since the contents of most databases change over time, full text indexes associated with them need to be periodically updated to keep in sync with the changes. You manually update indexes on databases stored on your workstation. Notes automatically updates 
indexes on server databases according to frequencies selected by the database manager.

@Bhead@<:s><:#260,8486>Full text indexes and replication

<:s><:#1200,8486>If you create a replica database on a server from a database which has a full text index, the full text index is built on the new replica when the server task UPDALL runs. If you create a new replica from a database for which the server has not yet built an
 index, then the UPDALL task won't build the index on the new replica. 
<:f180,BArial,0,0,255><+!><+">Correct??<-"><-!><:f>

@See also btn@<:s><:#240,8486><:N798493009,KB,65535,1,1
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>

@See also btn@<:s><:#240,8486>

@Ahead@<:s><:#390,8486>Ways to create and manage full text indexes

<:s><:#240,8486>Creating and managing full text indexes involves the following tasks:

@Bullet@<:s><:#240,8486>Creating a full text index 

@Bullet@<:s><:#240,8486>Updating a full text index 

@Bullet@<:s><:#240,8486>Changing full text index options 

@Bullet@<:s><:#240,8486>Deleting a full text index 

@Bullet@<:s><:#240,8486>Correcting full text index problems 

@See also btn@<:s><:#240,8486><:N798493603,KB,65535,1,1
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>

@Bhead title@<:s><:#260,8486>Creating a full text index

@Numbered list@<:s><:#480,8486>Select the database icon, choose File - Database - Properties, and click the Full Text tab.

@Numbered list@<:s><:#240,8486>Click Create Index.

@Numbered list@<:s><:#240,8486>(Optional) Select "Case Sensitive Index."

@Numbered list@<:s><:#240,8486>(Optional) Select "Index Attachments."

@Numbered list@<:s><:#240,8486>(Optional) Select "Index Encrypted Fields."

@Numbered list@<:s><:#240,8486>(Optional) Select "Exclude words in Stop Word File."

@Numbered list@<:s><:#480,8486>Below Index Breaks, select "Word Breaks Only" or "Word, Sentence, and Paragraph."

@Numbered list@<:s><:#240,8486>Click OK.

@Numbered list@<:s><:#480,8486>If you are creating an index on a local database, click Yes when prompted to manually create the index.

<:s><:#480,8486>The amount of time required to generate an index varies, depending on the options you select and the amount of text in the database.

@See also btn@<:#240,8486>{bmc 1details.bmp}See details 

@See also btn@<:s><:#240,8486><:N798493603,KB,65535,1,1
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@Chead title@<:#240,8486>Details: creating a full text index

<:s><:#720,8486>You can select the following options for a full text index. If you're creating a full text index on a server database, be sure to tell users of the options you select so they can adjust their search queries accordingly.

@Dhead@<:s><:#240,8486>Case Sensitive Index

<:s><:#960,8486>When you create a case sensitive index, Notes indexes a word once for each case occurrence in the database. For example, Notes indexes "computer" and "Computer" as different words, so that searches can locate occurrences of one but not the other.

<:s><:#240,8486>Selecting this option increases the size of a full text index by 5 to 10%.

@Dhead@<:s><:#240,8486>Index Attachments

<:s><:#720,8486>This option allows you to include text in attachments in a full text index. Using it increases the size of an index by the number of attachments in a database and the amount of text they contain.<:f180,BArial,0,0,255><+!><+"> Is this option required for ind
exing of OLE objects? <-"><-!><:f>

@Dhead@<:s><:#240,8486>Index Encrypted Fields

<:s><:#960,8486>This option allows you to include text in encrypted fields in a full text index. Using it increases the size of an index by the number of encrypted fields in a database and the amount of text they contain. Only people who can decrypt fields can search them.
  <:f180,BArial,0,0,255><+!><+">Last statement true??<-"><-!><:f>

@Dhead@<:s><:#240,8486>Exclude words in Stop Word File

<:s><:#720,8486>A Stop Word File contains words that you don't want Notes to index, such as a, an, be, and to. Selecting this option decreases the size of the full text index, typically by 15 to 20%, but also prevents the use of these words in search queries.

<:#960,8486>Notes refers to the text file DEFAULT.STP, located in the workstation or server program directory 
<:f180,BArial,0,0,255><+!><+">(or database directory?) <-"><-!><:f> to determine what words to exclude. This file contains a default list of words and also contains the line <[>0-9]+ which tells Notes not to index numbers.

<:#720,8486><+!>Customizing a local Stop Word file<-!><+!> <-!>If a full text index is local, you can edit the contents of DEFAULT.STP to suite your needs using a text editor. Each word to be excluded must be on its own line followed by a carriage return. 

<:s><:#1200,8486>You can also create additional Stop Word files and customize them for specific local databases. For example, if you have a local database that discusses medical topics, you can create a Stop Word file specifically for it that includes words like medicine, d
octor, and so on that appear so frequently in documents that they're not useful in searches. 

<:#1200,8486>If you create an additional Stop Word file, you must do so before you create the index that uses it. Once you create the Stop Word file, you can select it when you create the index. The file name must be eight characters or less and use the extension .STP, 
for example MEDICAL.STP. The Stop Word file must be located in the local program directory<:f180,BArial,0,0,255><+!><+"> (or database directory?).<-"><-!><:f>

@Note@<:s><:#480,8486>Do not customize Stop Word files for server databases that replicate; customized Stop Word files do not replicate along with the database.

@Dhead@<:s><:#240,8486>Index Breaks

<:s><:#240,8486>You can choose one of the following:

@Bullet@<:s><:#240,8486>Word Breaks Only

@1st lev para@<:s><:#480,8486>This option finds all matches for the search word, regardless of where they are located in the document. This is the default option.

@Bullet@<:s><:#240,8486>Word, Sentence, and Paragraph

@1st lev para@<:s><:#960,8486>This option lets you apply Proximity operators to searches to find documents that contain two words in proximity to each other. For example, the following Proximity operator finds all documents with a paragraph that contains "cat" and "mouse."

@Mono@<:s><:#220,8486>	cat paragraph mouse

@Ahead@<:s><:#390,8486>About updating a full text index

<:s><:#1200,8486>You should make sure that full text indexes are periodically updated to reflect changes to text in a database. If a database is located on a server, the UPDALL task updates indexes automatically according to an update frequency you specify. You must manuall
y update an index on a workstation database and can also do this on a server database. 

<:s><:#480,8486>You must have Manager or Designer access to a database to update a full text index on it.

@See also btn@<:s><:#240,8486><:N798493603,KB,65535,1,1
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>

@Bhead title@<:s><:#260,8486>Choosing how frequently to update an index on a server

<:s><:#720,8486>Follow these steps to specify how frequently Notes updates a full text index on a server database. 
<:f,,>Since the setting you choose affects server processing, consult with the Notes administrator.<:f>

@Numbered list@<:s><:#240,8486>Select the database icon and choose File - Database - Properties.

@Numbered list@<:s><:#240,8486>Click the Full Text Index tab. 

@Numbered list@<:s><:#240,8486>Select Create Index.

@Numbered list@<:s><:#240,8486>Select the list arrow next to "Update frequency" and select an option.

@Note@<:#480,8486>Notes also updates full text indexes during database replication, compacting<:f180,BArial,0,0,255><+!><+">??CORRECT?<-!><-"><:f><+!><+"><:f180,BArial,0,0,255> ANY OTHER TIMES? 
<-"><-!><:f>

@See also btn@<:#240,8486>{bmc 1details.bmp}See details  

@See also btn@<:s><:#240,8486><:N798493603,KB,65535,1,1
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@Chead title@<:s><:#240,8486>Details: Choosing how frequently to update an index on a server

<:s><:#240,8486>Choose among the following options:

@Bullet@<:s><:#240,8486>Immediate. Updates the index as soon as possible after you close the database.

@Bullet@<:s><:#480,8486>Hourly. Updates the index every hour through the server Agent Manager process.<-!><-">

@Bullet@<:s><:#960,8486>Scheduled. Updates the index according to a schedule in the Name & Address Book Program document for the UPDALL server task. If you select this option and no Program document for UPDALL exists, then scheduled updates don't occur.

@Bullet@<:#960,8486>Daily. Updates the index every night when the server task UPDALL runs<:f180,BArial,0,0,255><+!><+">??Does the server UPDALL task really run every night or do you have to use a program document to schedule this? If you have to schedule daily updates, then wh
y offer this as an option separate<-!><-"><:f><+!><+"><:f180,BArial,0,0,255> 
<-!><-"><:f><+!><+"><:f180,BArial,0,0,255>from "Scheduled"<-!><-"><:f>

<:s><:#1200,8486><-!><-">Consider selecting Immediate as an update option and then monitoring database performance; if you find or users report that database performance is slow, try updating less frequently.<:f180,BArial,0,0,255><+!><+">?? Are there any types of databases 
that for sure shouldn't be updated immediately and there's no need to try it? Databases larger than ...? 
<-"><-!><:f>

<:#480,8486>Notes administrators can prevent the server UPDALL task from updating full text indexes using the NOTES.INI variable Update_No_Fulltext.

@Bhead title@<:s><:#260,8486>Displaying the number of un-indexed documents

<:s><:#240,8486>You can determine if you need to manually update a full text index.

@Numbered list@<:s><:#240,8486>Select the database icon and choose File - Database - Properties.

@Numbered list@<:s><:#240,8486>Click the Full Text Index tab. 

@Numbered list@<:#240,8486>Click "Count unindexed documents."

@See also btn@<:s><:#240,8486><:N798493603,KB,65535,1,1
@@Section("See related topics",9, SWISS, 0, 2313, 64, 1, 360, "")

>
 

@Bhead title@<:s><:#260,8486>Updating an index manually

@Numbered list@<:s><:#240,8486>Select the database icon and choose File - Database - Properties.

@Numbered list@<:s><:#240,8486>Click the Full Text Index tab. 

@Numbered list@<:s><:#240,8486>Click Update Index. 

<:s><:#720,8486>When updating is complete, Notes displays a dialog box listing the number of documents added, updated, and deleted and the total bytes indexed during the update.

@See also btn@<:s><:#240,8486><:N798493603,KB,65535,1,1
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@Bhead title@<:s><:#260,8486>About changing full text index options

<:s><:#1440,8486>If you want to choose different options for a full text index after you have created the index, you should delete the index and then create a new one choosing the new options. For example, if you initially created an index with "Case Sensitive Index" select
ed, but you no longer want the index to be case sensitive, delete the original index and create a new one that is not case sensitive.

<:s><:#480,8486>It's not necessary to delete and recreate a full text index if you're only changing its update frequency.

@See also btn@<:s><:#240,8486><:N798493603,KB,65535,1,1
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@Bhead title@<:s><:#260,8486>Deleting a full text index

@Numbered list@<:s><:#240,8486>Select the database icon and choose File - Database - Properties.

@Numbered list@<:s><:#240,8486>Click the Full Text Index tab. 

@Numbered list@<:s><:#240,8486>Click Delete Index.

@Note@<:s><:#1200,8486>Do not delete files from an index directory; if you do, the index won't work correctly. If you delete or move an index directory, the index won't work; you must manually recreate the index or, if the database is on a server, the server will recreate the ind
ex the next time it's scheduled to update it.

@See also btn@<:s><:#240,8486><:N798493603,KB,65535,1,1
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@Bhead title@<:s><:#260,8486>About correcting full text index problems

<:s><:#720,8486>If full text index problems arise, for example if a full text index grows in size unexpectedly or if searches are not successful, delete the index and then recreate it. Doing this often corrects faulty indexing behavior.<-!><-">

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@Ahead@<:s><:#390,8486>About modifying the database design

<:s><:#1920,8486>After a database is in production, design changes may be necessary. Users may suggest improvements or uncover bugs or new features may be needed. Either the database manager or designer can make the changes, depending on the extent of changes required and o
n organizational policies. Whoever modifies the design should make design changes initially on a template or a test copy of the database and test the design thoroughly before applying them to the production copy. If a master design template is used for desi
gn updates, you must create a replica of this template on each server that holds a replica of the database.  
<:X8,7;Index "Database design" # "modifying"> <:X8,7;Index "Design" # "modifying">

@See also prnt@<:#240,8486>For information about database design, see the Application Developer's Guide.

@See also prnt@<:s><:#480,8486>For more information about creating and replicating design templates, see Chapter 4.<:ZDDE_BOOKMARK1>

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@Ahead@<:s><:#390,8486>Ways to notify users of a new design

<:s><:#480,8486>If there are significant changes to the database design, use one or more of the following methods to notify users: 
<:X8,8;Index "Notifying users" # "of a new design"> 

@Bullet@<:s><:#240,8486>Send a mail message 

@Bullet@<:s><:#240,8486>Update the Using and About This Database documents.

@Bullet@<:s><:#480,8486>Force the About This Database document to open the first time users open the redesigned database.

@See also prnt@<:s><:#480,8486>For information on the Using and About This Database documents, see chapter 
<:f180,BArial,0,0,255><+!><+">??<-"><-!><:f> of the Application Developer's Guide.

@See also btn@<:s><:#240,8486><:N798495606,KB,65535,1,1
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@Ahead@<:s><:#390,8486>About analyzing a database

<:s><:#960,8486><-!><-">Database analysis is useful for Notes administrators and database managers. It collects the following information about a database from a variety of sources--Replication History dialog box, User Activity dialog box, Notes Log, server Statistics data
base--and posts it in a single "results" database.

@Bullet@<:s><:#240,8486>Replication history, as recorded in a database.

@Bullet@<:s><:#480,8486>User reads and writes, as recorded in a database and optionally the Notes Log and/or Statistics database

@Bullet@<:s><:#240,8486>Document creations, edits, or deletions as recorded in a database

@Bullet@<:s><:#240,8486>Design changes as recorded in a database

@Bullet@<:#480,8486>Replicator additions, updates, and deletions as reported in the server Notes Log (LOG.NSF)

<:s><:#240,8486>You can also analyze the selected information on other replicas of the database.

<:#240,8486>Notes creates the results database from the template ANALYSIS.NTF.

@See also btn@<:s><:#240,8486><:N799727085,KB,65535,1,1
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@Bhead title@<:s><:#260,8486>Running a database analysis

@Numbered list@<:s><:#240,8486>Choose File - Tools - Notes Administration.

@Numbered list@<:s><:#240,8486>Click the Databases icon and choose Database Analysis.

@Numbered list@<:s><:#480,8486>Click Source Database and specify the server, title, and file name for the database you want to analyze. Click OK.

@Numbered list@<:s><:#1200,8486>Click Results Database and specify a server, title, and file name for the database in which you want to store the results. If the specified results database already exists, select "Overwrite this database" to write over its contents or select "Append to thi
s database" to add the new results to existing ones. Click OK.

@Numbered list@<:s><:#480,8486>Next to <:ZDDE_BOOKMARK11>"Report on the activity in the last: <[> ] days<:Z~DDE_BOOKMARK1>," type the number of days worth of information to report.

@Numbered list@<:s><:#240,8486>Select one or more of the following options:

@Indnt bullet@<:s><:#240,8486>Replication history

@Indnt bullet@<:s><:#240,8486>User reads

@Indnt bullet@<:s><:#240,8486>User writes

@Indnt bullet@<:s><:#240,8486>Changes to documents

@Indnt bullet@<:s><:#240,8486>Changes to design

@Numbered list@<:s><:#480,8486>Select Replicas if you want to collect information from other replicas in addition to the one on the selected server.

@Numbered list@<:s><:#480,8486>Select  "Log file activity" if you want the results database to include messages relating to the database from the server Notes Log (LOG.NSF).

@Numbered list@<:#720,8486>Select  "Log file events" if you want the results database to include messages relating to the database from the server Stats & Events Report database (STATREP.NSF).

@Numbered list@<:s><:#480,8486>Click "Start and Open" if you want Notes to automatically open the results database when database analysis is complete. Otherwise, click Start.

<:s><:#480,8486>If you're analyzing a large database or multiple replicas, database analysis may take some time.

@See also btn@<:#240,8486>{bmc 1details.bmp}See details 

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@Chead title@<:#240,8486>Details: Running a database analysis

<:s><:#240,8486><+!><:ZDDE_BOOKMARK12>Report on the activity in the last: <[> ] days<-!>

<:s><:#240,8486>You can specify up to 99 days.<:Z~DDE_BOOKMARK1>

<:s><:#240,8486><+!>Replication history<-!>

<:s><:#480,8486>Reports successful replications of a database as reported in the database replication history. 

<:s><:#240,8486><+!>User reads<-!>

<:s><:#480,8486>Reports the number of times users opened documents in the database and the number of times servers read documents. 

<:s><:#240,8486><+!>User writes<-!>

<:s><:#480,8486>Reports the number of times users or servers created, modified, or deleted documents based on database user activity information.

<:s><:#240,8486><+!>Changes to documents<-!>

<:s><:#240,8486>Reports details of document additions, edits, and deletions.

<:s><:#240,8486><+!>Changes to design<-!>

<:s><:#240,8486>Reports changes to the Access Control List and database design.

<:s><:#240,8486><+!>Log file activity<-!>

<:s><:#480,8486>Reports successful replications from the Notes Log as well as from a database replication history if you also select "Replication history."

<:s><:#480,8486>Reports user reads and writes from the Notes Log as well as from a database user activity summary if you also select "User reads" or "User writes."

<:s><:#240,8486><+!>Log file events<-!>

<:s><:#480,8486>Reports successful replications from the Statistics database if Statistics reporting runs on a server and if you also select "Replication History."

@Chead title@<:s><:#240,8486><:f180,BArial,0,0,255><+!><+">What else is pulled from the Statistics database?<-"><-!><:f>

@Bhead title@<:s><:#260,8486>Viewing the results of a database analysis

@Numbered list@<:s><:#240,8486>Select the results database.

@Numbered list@<:s><:#240,8486>Choose View and one of the following sub-views:

@Bullet@<:s><:#240,8486>By Date

@Bullet@<:s><:#240,8486>By Event Type

@Bullet@<:s><:#240,8486>By Source

@Numbered list@<:s><:#240,8486>Select a document within the view.

@See also btn@<:#240,8486>{bmc 1details.bmp}See details 

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@Chead title@<:s><:#240,8486>Details: Viewing the results of a database analysis

<:s><:#240,8486><+!>Views<-!>

@Bullet@<:s><:#480,8486>The By Date view categorizes documents by the date the reported event occurred.

@Bullet@<:s><:#240,8486>The By Event view categorizes documents by the type of event they describe. 

@Bullet@<:s><:#480,8486>The By Source view categorizes documents according to the server on which the event occurred.

<:s><:#240,8486><+!>Information in an analysis document

<:s><:#240,8486>Each analysis document in the results database contains the following fields:

@Bullet@<:s><:#240,8486><+!>Date <-!>

@1st lev para@<:s><:#240,8486>The date the event occurred.

@Bullet@<:s><:#240,8486><+!>Time <-!>

@1st lev para@<:s><:#240,8486>The time the event occurred.

@Bullet@<:s><:#240,8486><+!>Source of Event Information<-!> 

@1st lev para@<:#720,8486>Where the information came from: the analyzed database (or its replicas), the Notes Log on the server (LOG.NSF), or the server Stats & Events Report database (STATREP.NSF).<-!><-">

@Bullet@<:s><:#240,8486><+!>Event Type<-!>

@1st lev para@<:s><:#720,8486>Activity--Number of user or server reads and writes as noted in the database user activity report. These events appear if you select User reads and User writes as analysis options.

@1st lev para@<:#960,8486>+Activity--Number of user reads and writes and as noted in the server Notes Log and/or Stats & Events Report database.<:f180,BArial,0,0,255><+!><+">True for stat rep?<-"><-!><:f> These events appear if you select Log file activity and User reads or User wri
tes as analysis options.

@1st lev para@<:s><:#480,8486>Data Note--Details about document creations, edits, or deletions. These events appear if you select the analysis option "Changes to documents."

@1st lev para@<:s><:#720,8486>Design Note--Details about change to the database access control list or design. These events  appear if you select the analysis option "Changes to design." 

@1st lev para@<:s><:#720,8486>Replicator--Replication history as reported in the database replication history indicating successful replications. These events appear if you select the analysis option "Replication History."

@1st lev para@<:#720,8486>+Replicator--Number of replicator additions, updates, deletions as reported in the server Notes Log.<:f180,BArial,0,0,255><+!><+"> or stat rep?<-"><-!><:f> These events appear if you select the option "Log file activity."

<:#480,8486><:f180,BArial,0,0,255><+!><+">Is this list complete?  Is there a category for Mail Router event? If so, what option causes it to be generated? 
<-"><-!><:f>

<:s><:#240,8486><+!>Source Database<-!>

<:s><:#240,8486>Displays the name of a database containing documents that were read..

<:s><:#480,8486>For database replication events, displays the name of the database from which information was pulled.

<:s><:#240,8486><+!>Source<-!>

<:s><:#480,8486>Displays the name of the server that stores a database containing documents that were read or written.

<:s><:#480,8486>For database replication events, displays the name of the server that stores the database from which information is pulled.

<:s><:#240,8486><+!>Destination<-!><-!><-">

<:s><:#240,8486>Displays the name of a database on which documents were updated.

<:s><:#480,8486>For database replication, displays the name of the database to which information was replicated.

<:s><:#240,8486><+!>Destination machine<-!><-!>

<:s><:#240,8486>Displays the name of a server that stores an updated database.

<:s><:#480,8486>For database replication, displays the name of a server that stores a database to which information is replicated.

<:s><:#240,8486><+!>Description<-!>

<:s>Description of the event. <:p<* >>

@Chead title@<:s><:#240,8486>

@Ahead@<:s><:#390,8486>Ways to find out about database activity

<:s><:#960,8486>As a database manager, it is important to monitor how often a database is used. If a database is heavily used, you may want to create an additional replica of it; if a database is idle, you may want to remove it from a server. 
<:X8,13;Index "Database" # "monitoring use of"><:f>You can use any of the following methods to determine how much a database is used: 
<:X8,13;Index "Monitoring database use" "" "  See Database use, monitoring">

@Bullet@<:s><:#240,8486>View a record of user activity for a database  <:X8,13;Index "Database use, monitoring" # "using an activity report">

@Bullet@<:s><:#240,8486>Use the Notes Log to view a summary of database use  

@Bullet@<:#240,8486>Use the Notes Log to view individual user sessions  <:X8,13;Index "Database use, monitoring" # "using the Notes Log">

@Bullet@<:s><:#240,8486>Create a "By Date" view <:X8,13;Index "Database use, monitoring" # "by creating a By Date view">

@Bullet@<:s><:#240,8486>Use the Notes Log to see if a view is being used  

@Bullet@<:s><:#240,8486>Run a database analysis <:X8,13;Index "Database use, monitoring" # "using Database Analysis">

@See also prnt@<:s><:#480,8486>For information on using the database analysis feature to assess usage levels, see "Running a database analysis" earlier in the chapter.

@Bhead title@<:s><:#260,8486>Recording user activity on a database 

@Numbered list@<:s><:#240,8486>Select the database icon and choose File - Database - Properties.

@Numbered list@<:#240,8486>Select the Info tab.

@Numbered list@<:s><:#240,8486>Click User Activity.

@Numbered list@<:s><:#240,8486>Select Record Activity.

@Numbered list@<:s><:#240,8486>Click OK.

@See also btn@<:#240,8486>{bmc 1details.bmp}See details 

@See also btn@<:s><:#240,8486><:ZDDE_BOOKMARK13><:N798499011,KB,65535,1,1
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@Chead title@<:#240,8486>Details: Recording user activity on a database<-!><-">

<:s><:#1200,8486>The Notes server Catalog task can automatically record database activity on a database. If a server is set up to do this, "User Activity" is automatically enabled for each database on the server--if you deselect Record Activity it will be selected again the
 next time the Catalog task runs. <:f180,BArial,0,0,255><+!><+">Does the C<-!><-"><:f><+!><+"><:f180,BArial,0,0,255>atalog task still do this in R4 or is it something else?<-!><-"><:f>

<:#1200,8486>A Notes administrator can disable activity logging on a server through the NOTES.INI variable No_Force_Activity_Logging. 
<:f180,BArial,0,0,255><+!><+">Does this disable activity logging for individual databases (User Activity report) as well as in the Notes Log?<-"><-!><:f> If a Notes administrator does this, you can enable activity reporting for a specific database by select
ing Record Activity.

<:s><:#240,8486>Recording user activity increases the size of a database by 64K.  

<:s><:#240,8486>

@Bhead title@<:s><:#260,8486>Viewing a record of user activity for a database

<:s><:#240,8486>First select Report Activity and let at least a week pass for recording.

@Numbered list@<:s><:#240,8486>Select the database icon and choose File - Database - Properties.

@Numbered list@<:#240,8486>Select the Info tab.

@Numbered list@<:s><:#240,8486>Click User Activity.

@Numbered list@<:s><:#720,8486>Click "Copy to Clipboard" if you want to save the summary; for example, if you are tracking usage over a period of time and you want to append the current summary to an existing usage statistics document.

@Numbered list@<:s><:#240,8486>Click OK.

@See also btn@<:#240,8486>{bmc 1details.bmp}See details 

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@Chead title@<:#240,8486>Details:  Viewing a record of user activity

<:s><:#240,8486><:f180,BArial,0,0,255><+!><+">Activity statistics go how far back in time? 
<-"><-!><:f>

<:s><:#1200,8486>The user activity report lists each user or server session with the database and for each session how many documents a user or server read or wrote. At the bottom of the user activity summary is a total of the usage statistics for the prior day, week, and m
onth, and since user activity recording began. "Uses," "Reads," and "Writes" are defined as follows: 

<:s><:t1>

@Bhead title@<:s><:#260,8486>Using the Notes Log to view a summary of database use

@Numbered list@<:s><:#480,8486>Open the Notes Log (LOG.NSF) database on the server storing the database whose activity summary you want to view.

@Numbered list@<:s><:#720,8486>Choose the Database Sizes view. The Weekly Usage column shows the number of times a database has been used in the last week.<-!><-"> The view lists all databases on the server, sorted by size. 

@Numbered list@<:s><:#480,8486>Open a document for a particular database. The "Database Activity Log Entry" shows usage statistics in more detail.

@See also btn@<:s><:#240,8486>Details: Using the Notes Log to view a summary of database use<:ZDDE_BOOKMARK14>

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@Chead title@<:s><:#240,8486>Details: Using the Notes Log to view a summary of database use

@Bullet@<:s><:#720,8486>Although the activity statistics in this view are similar to those generated in a User Activity summary on a database, relying on the Notes Log for this information has the following advantages:

@1st lev para@<:s><:#720,8486>If you use the Notes Log, you do not have to record user activity for a database and therefore can  save the 64K that user activity recording adds to the size of a database.

@1st lev para@<:s><:#960,8486>The User Activity summary records a "read" only when a document is opened and not when a view is opened, so that Notes doesn't record usage statistics for users looking at views only. The Notes Log  records opening either a view or a document as a read. 
<:f180,BArial,0,0,255><+!><+"> Correct?<-!><-"><:f>

@Bullet@<:s><:#960,8486>Opening a document within the Database Sizes view of the Notes Log database displays a "Database Activity Log Entry." The bottom of the document lists activity statistics for the prior day, week, and month, and for an entire period.<:f180,BArial,0,0,255><+!>
<+"> What is an "entire period"? <-!><-"><:f>

@Bullet@<:s><:t2>

@Bhead title@<:s><:#260,8486>Using the Notes Log to view individual user sessions

@Numbered list@<:s><:#480,8486>Open the "Notes Log" (LOG.NSF) database on the server storing the database whose activity you want to check. 
<:X8,15;Index "Notes Log" # "viewing database activity in">

@Numbered list@<:s><:#240,8486>Choose the Database Usage view. 

@Numbered list@<:s><:#240,8486>Select the user activity session you want.

@See also btn@<:#240,8486>{bmc 1details.bmp}See details 

@See also btn@<:s><:#240,8486><:N798501262,KB,65535,1,1
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@Chead title@<:s><:#240,8486>Details: Using the Notes log to view individual user sessions

<:s><:#1440,8486>The Database Usage view lists database sessions for both users and servers.<-!><-"><-"> Statistics for these sessions appear in "User Activity Log Entries."  At the bottom of these documents are usage statistics for all databases that a user or server acces
sed on a particular date. A User Activity Log Entry shows the number of documents a user or server read or wrote to a database. It also shows the length of time a database was open, even if no documents were read or written. 
<:f180,BArial,0,0,255><+!><+">CORRECT?<-"><-!><:f>

@Bhead title@<:s><:#260,8486>Creating a "By Date" view to monitor database activity

<:s><:#480,8486>You can monitor database activity by creating a "By Date" view that shows when documents are created or modified. 

<:s><:#240,8486>For information on creating views, see the Application Developer's Guide.

@See also btn@<:s><:#240,8486><:N798501590,KB,65535,1,1
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@Bhead title@<:s><:#260,8486>Using the Notes Log to see if a view is being used

<:#720,8486>A "Database Activity Log Entry" opened from the Database Sizes view of the Notes Log displays the size of each view in the database. If a view has a size of O KB it has not been used and you should consider deleting the view. 
<:f180,BArial,0,0,255><+!><+">CORRECT? <-!><-"><:f><:f> 

@Numbered list@<:s><:#240,8486>Select the database icon and choose File - Database - Properties.

@Numbered list@<:s><:#240,8486>Click the Information tab.

@Numbered list@<:s><:#240,8486>See the value displayed next to "Size."

@See also btn@<:s><:#240,8486><:N798500889,KB,65535,1,1
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@Bhead title@<:s><:#260,8486>Determining the size of a view

<:s><:#720,8486>A view of size "O Kbytes" indicates that the view has not been used; you may want to delete such a view. 
<-!><-"><+!><+"><:f180,BArial,0,0,255>CORRECT? <:f180,BArial,0,0,255><-"><-!><+!><+">Any cases when you wouldn't want to delete a view size 0? 
<-"><-!><:f><-!><-"><-!><-">

@Bhead title@<:s><:#260,8486><-!><-"><+!><+"><:f180,BArial,0,0,255>Is Notes Log <-!><-"><:f><+!><+"><:f180,BArial,0,0,255>the only place to determine the size of a view??<-!><-"><:f>

@Numbered list@<:s><:#480,8486>Open the Notes Log (LOG.NSF) database on the server storing the database whose view sizes you want to check.

@Numbered list@<:#480,8486>Open a document for a particular database. The "View size(s)" field shows the size of each view in the database.

@Ahead@<+@><:s><:#390,8486><-">Ways to control the size of a database<-"><-"><-">

<:s><:#240,8486>You can use the following methods to keep the size of a database to a minimum:<:X8,16;Index "Size of databases, controlling" #><:X8,16;Index "Database size" "controlling" "  See Size of databases, controlling">

@Bullet@<:s><:#240,8486>Compact a database  

@Bullet@<:s><:#480,8486>Remove or shorten unmodified documents in a replica<:f180,BArial,0,0,255><+!><+"> (link to replication topic)<-"><-!><:f>

@See also prnt@<:s><:#240,8486>	See "Shortening or removing older document" earlier in the chapter.

@Bullet@<:s><:#240,8486>Use selective replication on a replica <:f180,BArial,0,0,255><+!><+">(link to replication topic)<-"><-!><:f>

@See also prnt@<:s><:#240,8486>	See "Receiving only certain documents" earlier in the chapter.

@Bullet@<:s><:#240,8486>Archive a database 

@See also prnt@<:s><:#240,8486>For instructions on determining the size of a database, see Help.

@See also btn@<:s><:#240,8486><:N798503183,KB,65535,1,1
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@Bhead title@<:s><:#260,8486>Compacting a database 

<:s><:#720,8486>A Notes database contains usable documents and unused space. Deletion of many documents or large attachments can cause considerable amounts of unused space, which takes up disk space unnecessarily. Compacting removes the unused space.

@Numbered list@<:#480,8486>Select the database icon, choose File - Database - Properties, and click the Info tab.

@Numbered list@<:s><:#240,8486>Click % used.

@Numbered list@<:s><:#480,8486>If the percentage of a database in use drops below 90% (it contains more than 10% unused space), click Compact to compact the database.

@See also btn@<:s><:#240,8486>Details: Compacting a database 

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@Chead title@<:s><:#240,8486>Details: Compacting a database

@Bullet@<:s><:#960,8486>When you compact a database, Notes makes a temporary copy of it which it then copies back to the original. There must be enough disk space to store the copy during the process. Compacting a database retains the read marks users see and the existing view ind
exes.

@Bullet@<:s><:#1440,8486>Users who try to open the database during compacting see a message indicating that the database is in use 
<:f180,BArial,0,0,255><+!><+">or that the database is being compacted?<-"><-!><:f> Compact large databases at a time when use is light since with large databases the process can take some time.<-!><-"> The amount of disk space saved through compacting varie
s according to the number and size of documents previously deleted.

@Bullet@<:s><:#240,8486>Notes administrators often compact databases on servers automatically.

@Bullet@<:s><:#480,8486>When you copy a database by choosing File - Database - New Copy, Notes automatically compacts the new copy.

@Ahead@<:s><:#390,8486>About archiving an active database

<:s><:#1200,8486>As users add documents to a database, the time required to open views can increase as view indexes must accommodate increasing numbers of documents. Archiving a database by regularly moving data out of the working copy and into an archive database can signi
ficantly improve database performance as well as conserve disk space.

<:#240,8486><:f180,BArial,0,0,255><+!><+">Reference Anne's lotuscript example.<-"><-!><:f>

@Note@<:s><:#480,8486> For information on creating an archive copy of an obsolete database, see Keeping an archive copy of an obsolete database on a Notes server 

@Bhead@<:s><:#260,8486>Guidelines for archiving an active database

@Bullet@<:s><:#1200,8486>Determine an archive frequency based on the database. Archive a relatively static and infrequently-accessed database such as a company policy database infrequently, for example, every three months. Archive a heavily-used tracking database such as a customer
 call tracking database perhaps once a month or once a week.

@Bullet@<:s><:#240,8486>Let users know in advance that you plan to archive the database. <:X8,18;Index "Archiving" # "using guidelines for">

@Bullet@<:s><:#480,8486>In the About This Database document of the active database, post the archiving schedule.

@Bullet@<:s><:#480,8486>Archive during off-hours when the database is not in use and server traffic is low, for example, Sunday nights.

@Bullet@<:s><:#480,8486>After archiving is complete and you've deleted documents from the working database, compact the working database.

@Bullet@<:s><:#480,8486>If there are replicas of the working database, replication following archiving should occur when use of the database is light to minimize user interruptions.

@Bullet@<:s><:#960,8486>Limit access to the archive database. Assign Manager access to one or two people and replicating servers and give everyone else Reader access, so that view indexes and full text search indexes are updated only when archiving occurs.

@Bhead@<:s><:#260,8486>Making it easy to access an archive database

<:s><:#720,8486>Using a Notes database for archiving ensures that people can continue to access the archived data. Use the following methods to make accessing the archive database as fast and easy as possible:

@Bullet@<:s><:#1200,8486>Remove unnecessary fields from the archive database. This makes the documents smaller and the views smaller and faster. For example, although the active database includes fields for the customer name, phone number, address, and fax number, perhaps only the 
customer name is required in the archive database.

@Bullet@<:s><:#960,8486>Use only a small number of views in the archive database and compensate by creating a full text index to enable people to retrieve information easily. Doing this improves view performance by keeping the total size of the view indexes to a minimum. 

@Bullet@<:s><:#480,8486>Include buttons or agents in the active database so that users can quickly open the archive database when necessary.

@Bullet@<:s><:#480,8486>In the About This Database document of the active database, post the location of the archive database.

@Bhead@<:s><:#260,8486>Using an archive copy for statistical analysis

<:s><:#1200,8486>If you want to analyze statistics within a database, consider creating a view in an archive copy for this purpose.  For example, in an archive copy of a Call Tracking database, create a view that generates totals for specific categories of call records and 
for all call records. Archive copies are ideal for statistical analysis as they contain data spanning a long period of time. 
<:X8,19;Index "Archiving" # "using for statistical analysis">

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@Ahead@<:s><:#390,8486>Ways to archive an active database

<:s><:#240,8486>Review each method before deciding on an archiving strategy.<-!><-"> 

@Bullet@<:s><:#240,8486>Create an archiving agent   <:X8,19;Index "Archiving" # "by creating an agent">

@Bullet@<:s><:#240,8486>Copy documents manually 

@Bullet@<:s><:#240,8486>Create a replica for archiving 

@Bullet@<:s><:#240,8486>Use a Notes API program to archive a database 

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@Bhead title@<:s><:#260,8486>Creating an archiving agent

<:s><:#720,8486>The Agent Builder includes pre-defined options that are useful for archiving. These options allow you to copy documents based on search criteria to an archive database and then delete those documents from the working copy.

@Numbered list@<:s><:#480,8486>Choose File - Database - New Copy to create a copy of the database as the archive copy. Copy only the database design.

@Numbered list@<:s><:#240,8486>Select the working database and choose Create - Agent.

@Numbered list@<:s><:#240,8486>Type a name for the agent.

@Numbered list@<:s><:#240,8486>Below "When should this agent run," click the arrow and select an option.

@Numbered list@<:s><:#480,8486>Below "Which documents should it act on?" click the arrow and select an option. Click Add Search, specify the search criteria, then click OK.

@Numbered list@<:s><:#720,8486>Below "What should this agent do?" click Add Actions, select "Copy to database," and select the archive copy of the database created in step 1. Click OK.

@Numbered list@<:s><:#480,8486>Below "What should this agent do?" click Add Actions, select "Delete from database."

@Numbered list@<:s><:#480,8486>Click Test to see a preview of how the agent will run. Modify your selections if necessary.

@Numbered list@<:s><:#240,8486>Click OK.

@See also btn@<:#240,8486>{bmc 1details.bmp}See details 

@See also btn@<:#240,8486>{bmc 1details.bmp}See examples  

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@Chead title@<:s><:#240,8486>Details: Creating an archiving agent 

<:s><:#960,8486>Make sure the archive database is not a replica of the working database; be sure to choose File - Database - New Copy rather than using an operating system copy command so that the replica IDs of the working and archive databases are different.

<:s><:#720,8486>When creating an archiving agent, initially include only the action that copies documents to the target database. Run the agent to ensure it copies documents correctly. Then add the action that deletes documents from the original database. 

<:s><:#960,8486>If Notes is unable to copy all specified documents to the archive database when you run the agent, for example, if there is not enough disk space on the target directory, it stops the agent and doesn't continue to the next action, deleting documents from th
e working copy.

@See also prnt@<:s><:#480,8486>For more information on agents, see Chapter 6 of the Application Developer's Guide.

@Chead title@<:s><:#240,8486><+!>Examples:  <-!>Creating an archiving agent with the Agent Builder

<:s><:#240,8486><+!>

<:s><:#240,8486><+!>Agent that archives documents according to date created <-!> 

<:#960,8486>The following selections create an agent that copies all documents created more than 60 days ago from the working database to an archive database, ARCHIVE.NSF. The agent then deletes the archived documents from the working database. 
<:X8,20;Index "Examples" # "archiving a database">

<:s><:t3>

<:s><:#240,8486><+!>Agent that archives documents according to field<-!> <+!>status<-!>

<:#960,8486>The following selections create an agent that on a weekly basis automatically copies all documents with a Status field set to "Closed" from the working database to an archive database, ARCHIVE.NSF. The agent then deletes the archived documents from the work
ing database.

<:s><:t4>

@Chead@<:s><:#240,8486>Agent that archives selected documents in a view

<:#720,8486>The following selections create an agent that copies selected documents in a view to an archive database, ARCHIVE.NSF, and then deletes the documents from the working database.

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@Bhead title@<:s><:#260,8486>Archiving by copying documents manually

<:s><:#480,8486>You can archive by copying documents manually from the original database to an archive copy and then deleting the documents from the active database.  
<:X8,21;Index "Archiving" # "by manually copying documents">

@Numbered list@<:s><:#480,8486>Choose File - Database - New Copy to make a copy of the working database for archiving. Copy only the database design.

@Numbered list@<:s><:#480,8486>Create a view in the active database that displays the documents you want to archive. 

@Numbered list@<:s><:#480,8486>In the new view, select the documents you want to archive and choose Edit - Copy. (Do not choose Edit - Cut).

@Numbered list@<:s><:#240,8486>In the archive database, choose Edit - Paste.

@Numbered list@<:s><:#240,8486>Make sure the documents have been copied to the archive database.

@Numbered list@<:s><:#240,8486>Choose Edit - Cut to delete the documents from the working database.

@See also btn@<:#240,8486>{bmc 1details.bmp}See details 

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@Chead title@<:#240,8486>Details: Archiving by copying documents manually

<:s><:#720,8486>This approach to archiving requires the least amount of preparation and offers manual control of the archiving process. However, this method can take several hours. 

<:#2640,8486>One of the slower aspects of this process is building the archiving view. An archiving view in the active database often uses a time-dependent selection formula, for example SELECT @Created << @Adjust (@Today; 0; -3; 0; 0; 0) & Status = "Closed," which is v
ery slow to index. One way to improve the indexing speed for such a view is to create a server NOTES.INI environment variable called $Today which is updated daily by an agent. Then, you can use the environment variable in the archive view selection formula,
 for example, "SELECT @Created << @Adjust (@Environment ("Today"); 0; -3; 0; 0; 0; 0) & Status = "Closed." Although this view selection formula is still fairly slow, it is much faster than the one using @Today.

<:#1200,8486>You can also reduce slightly the amount of time required to index an archiving view by creating a Private view for selecting archiving documents so that it's not necessary for a server to index the view. If you use a Private view for this purpose, you can a
rchive from one workstation only and the workstation DESKTOP.DSK file can become much larger.

@Bhead title@<:s><:#260,8486>Creating a replica for archiving

<:s><:#240,8486>You can archive an active database by creating an archive replica: 
<:X8,22;Index "Archiving" # "by creating a replica">

<:#480,8486><:f180,BArial,0,0,255><+!><+">???This information is from the Kbase technote "Using the ACL to facilitate a database archive." Is this approach feasible? Or is selective replication better? 
<-"><-!><:f>

@Numbered list@<:s><:#720,8486>Create a replica of the database on a server that doesn't already store a replica. Select "Initialize and copy: Now" to immediately replicate the documents from the original to the archive replica.

@Numbered list@<:s><:#720,8486>Define the ACLs for the database and the replica so that the archive server can't replicate back to the active server and the active server can't replicate deletions to the archive server.

@Numbered list@<:s><:#480,8486>Change the replica database title to indicate that it is an archive of the database. 

@Numbered list@<:s><:#480,8486>Change the About This Database document in the archive replica to indicate it is an archive of the database.

<:s><:#240,8486>Documents deleted from the working database remain in the archive database.

@Note@<:s><:#720,8486>Changes to ACL settings, server names, or replication connections can all affect the archiving process. Therefore only use this method if you are sure you can control these variables. 

@See also btn@<:#240,8486>{bmc 1details.bmp}See details  

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@Chead title@<:s><:#240,8486>Details: Creating a replica for archiving

<:s>The important ACL settings on each replica are:<:t6>

@Bhead title@<:s><:#260,8486>Using a Notes API program to archive a database

<:#960,8486>A Notes API program can be used to archive a database. This approach requires an API Toolkit and someone who can write an API program. An API program archives documents more quickly than any other method and is useful for large, heavily-used databases. 

<:s><:#720,8486>Using this archiving method requires the creation of an archiving view in the working database on a server. Since indexing this view can degrade database performance, it's important to set up test scenarios to testing the indexing times. 

@See also prnt@<:s><:#720,8486>See "Details: Archiving by copying documents manually" for information on using an environment variable in the view selection formula to improve view performance. 
<:X8,23;Index "Archiving" # "using an API program">

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@Ahead@<:s><:#390,8486>Ways to manage missing response documents (orphan documents) 

<:s><:#1200,8486>When somebody deletes a main document in a hierarchical view, any response documents associated with it are removed from the view but remain in the database. These missing response documents are known as 
<+!>orphan<-!> documents. Orphan documents can take up disk space unnecessarily or hide important information. 
<:X8,23;Index "Response documents" # "missing" "See orphan documents"> 
<:X8,23;Index "Orphan documents" #>

<:s><:#240,8486>Managing orphan documents involves:

@Bullet@<:s><:#240,8486>Reducing the number of orphan documents that occur 

@Bullet@<:s><:#240,8486>Finding orphan documents 

@Bullet@<:s><:#240,8486>Finding parents for orphan documents 

@Bhead title@<:s><:#260,8486><-!><-">Reducing the number of orphan documents that occur

<:s><:#720,8486>To reduce the number of orphan documents that occur, prevent users from deleting documents by deselecting the ACL option "Can delete documents" whenever possible.  
<:X8,23;Index "Orphan documents" # "reducing">

@See also prnt@<:s><:#240,8486>See "Adding an entry to an ACL" in Chapter 3 for more information.

@See also prnt@<:#1680,8486>If users must be able to delete documents, stress in the About or Using 
<+">database<-"> document that they should avoid deleting main documents that include responses. You can also create a column in a hierarchical view that places a symbol, for example an asterisk, next to main documents to emphasize that users should avoid d
eleting them. An example of a column formula that places an asterisk next to main documents is @DocChildren("''; "*"). If you do this, use the About or Using 
<+">database<-"> document to explain the purpose of the symbol. 

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@Bhead title@<:s><:#260,8486>Finding orphan documents<-!><-">

<:s><:#240,8486>To find any orphan documents in a database:<:X8,24;Index "Orphan documents" # "finding">

@Numbered list@<:s><:#240,8486>Create a non-hierarchical view that displays all documents in the database.

@Numbered list@<:s><:#240,8486>Select all the documents in the new view.

@Numbered list@<:s><:#240,8486>Switch to the hierarchical view.

@Numbered list@<:s><:#240,8486>Deselect all documents in the hierarchical view.

@Numbered list@<:s><:#480,8486>Switch back to the new view. Any selected documents in the new view are orphan documents.

<:s><:#240,8486>Delete any orphan documents or associate them with parents.

@See also prnt@<:s><:#240,8486>See the <+">Application Developer's Guide<-"> for information on creating views.

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@Bhead title@<:s><:#260,8486>Finding parents for orphan documents

<:s><:#240,8486>To associate an orphan document with a parent:

@Numbered list@<:s><:#240,8486>Select the orphan document in the 

@Numbered list@<:s><:#240,8486>Choose Edit - Cut.

@Numbered list@<:s><:#240,8486>Select a main (parent) document.

@Numbered list@<:s><:#240,8486>Choose Edit - Paste.

<:s><:#240,8486>The former orphan is now a response document under the selected main document.

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@Ahead@<:s><:#390,8486>About moving a database

<:s><:#1200,8486>It can become necessary to move a database from one server to another; for example to more evenly distribute databases among servers. Before moving a database, work with the Notes administrator to decide on which server to put it. If there are replicas of t
he database, the administrator must make sure that appropriate connection documents are set up on the new server. 
<:X8,24;Index "Database" # "moving"> <:X8,24;Index "Moving a database" #>

<:s><:#240,8486>Notify users of the upcoming move before moving the database.

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@Bhead title@<:s><:#260,8486>Moving a database

<:s><:#240,8486>Move a database during off-hours to minimize user disruptions.

@Numbered list@<:s><:#720,8486><-!><-"><-">Choose File - Database - New Replica to create a replica of the database on the new server. Or copy the database to the new server using operating system commands.

@Numbered list@<:s><:#480,8486>Make a note of the file name and path of the original database to use for notifying users of the move.

@Numbered list@<:s><:#240,8486>Choose File - Database - Delete to delete the original database.

@Numbered list@<:s><:#720,8486>If there are replicas of the database, remove the original server from the replica ACLs and add the new server to it ensure it has the appropriate access for replication.

@Numbered list@<:s><:#480,8486>If you changed the ACL, choose File - Database - Replicate Now to force replication or have the Notes administrator do this for you.

@Numbered list@<:s><:#720,8486>If the database receives mail, change the Mail-In Database document in the Name & Address Book to reflect the new location or have a Notes administrator do this.

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@Ahead@<:s><:#390,8486>Ways to notify users of a new database location

<:s><:#240,8486>Here are some ways to notify users of a new database location: <:X8,25;Index "Notifying users" # "of a moved database"> 

@Bullet@<:s><:#240,8486>Send a mail message with a button to automatically open the database

@Bullet@<:s><:#240,8486><-"><-!>Create a move notification database <-!><-"><-!><-">

@See also prnt@<:s><:#240,8486>See Help for information about creating and sending mail.

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@See also prnt@<:s><:#240,8486>

@Ahead@<:s><:#390,8486><+!><:f200,BHelv,0,0,0>Examples: Creating a button in a mail message that opens a database at a new location<-!><:f>

<:#1440,8486>It's a good policy to send a mail message to users of a database that has moved informing them of the new location. If you use Notes mail to notify users of the new location, you can add a button to the memo that automatically adds and opens the database at
 its new location. The following button formula example adds the database NEWPROD.NSF, in the subdirectory DISCUSS, on the server MARKETING to the workspace and then opens the database:

@Mono@<:#220,8486>@Command(<[>AddDatabase];"MARKETING":"DISCUSS\\NEWPROD.NSF");

@Mono@<:#220,8486>Command(<[>FileOpenDatabase])<-"><-!>

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@Bhead title@<:s><:#260,8486>Creating a database that points to the new location

<:s><:#480,8486>You can point users to a database at a new location by completing the following tasks:

<:s><:#240,8486><:ZDDE_BOOKMARK16>Task 1:  Create a move notification database 

<:s><:#240,8486>Task 2: Compose a move document in a move notification database 

<:s><:#240,8486>Task 3:  Create a database link file to point to a move notification database 
<:Z~DDE_BOOKMARK1>

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@Bhead title@<:s><:#260,8486>Creating a move notification database

<:s><:#720,8486>You can create a database on the server for posting information about database moves. Add a form to the database for posting database moves and add fields that database managers can use to specify:

@Bullet@<:s><:#240,8486>Title of the original database

@Bullet@<:s><:#240,8486>Original file name and path of the database

@Bullet@<:s><:#240,8486>Server that originally stored the database

@Bullet@<:s><:#240,8486>Date of the move

@Bullet@<:s><:#240,8486>Server currently storing the database

@Bullet@<:s><:#240,8486>New file name and path of the database

<:s><:#480,8486>Create views that display move notifications, for example, by database title, by date, and by server.

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@Bhead title@<:s><:#260,8486><:ZDDE_BOOKMARK17>Composing a move document in a move notification database<:Z~DDE_BOOKMARK1>

<:s><:#480,8486>After you create a move notification database, compose a move document in it for a database you have moved.

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@Bhead title@<:s><:#260,8486>Creating a database link file to point to a move notification database

<:s><:#720,8486>After you've moved a database to a new location and deleted it from its original location, create a database link file on the server in the same directory where the deleted database had been (or ask the Notes administrator to do this for you).

@Bullet@<:s><:#240,8486>Give the link file the same name as the deleted database.

@Bullet@<:s><:#240,8486>Enter the path to the move notification database in the link file.

<:s><:#480,8486>When users open the original database icon on their workspaces, they are pointed to the move notification database. 

@See also prnt@<:s><:#240,8486>See the <+">Administrator's Guide<-"> for more information about database links.

@See also btn@<:s><:#480,8486>Examples: Creating a database link file to point to the move notification database 

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@Chead title@<:s><:#240,8486>

@Chead title@<:s><:#480,8486>Examples: Creating a database link file to point to a move notification database

<:#1200,8486>For example, if you move the database SALES.NSF from an OS/2 server and you create a move notification database, INFO\MOVE.NSF on the server D drive, create a database link file SALES.NSF and add the following line to it: D:\INFO\MOVE.NSF. When users attemp
t to open the original copy of SALES.NSF on their workspaces, the move notification database opens instead. 

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@Chead title@<:s><:#240,8486>

@Ahead@<:s><:#390,8486>Ways to delete databases

<:s><:#240,8486>You may want to delete a database by <:X8,27;Index "Database" # "deleting"> 
<:X8,27;Index "Deleting a database" #>

@Bullet@<:s><:#240,8486>Deleting an unused replica copy of a database 

@Bullet@<:s><:#240,8486>Deleting an obsolete database and its replicas 

<:s><:#240,8486>You must have Manager access to a database to delete it.

@See also btn@<:s><:#240,8486><:N798848707,KB,65535,1,1
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<:s><:#240,8486>

@Bhead title@<:s><:#260,8486>Deleting an unused replica copy of a database

<:s><:#480,8486>If there are multiple replicas of a database and one replica isn't used, follow these steps to delete the unused replica. 

@Numbered list@<:s><:#480,8486>Before deleting the replica, inform users when you plan to delete the replica and why. 

@Numbered list@<:s><:#240,8486>Select the replica icon and choose File - Database - Delete.

@Numbered list@<:s><:#240,8486>Let users know where they can find another copy. 

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@Bhead title@<:s><:#260,8486>Deleting an obsolete database and its replicas

<:s><:#480,8486>A database can become obsolete because it has a short-term purpose or because another database is replacing it. To delete an obsolete database:

@Numbered list@<:s><:#240,8486>Inform users of when you plan to delete the database and why.

@Numbered list@<:s><:#960,8486>Make an archive copy of the database. If people will occasionally need to access the database, keep the archive copy on a Notes server. If no access or very little access will be required in the future, copy the database to a file server or optical disk.

@Numbered list@<:s><:#240,8486>Delete all copies except the archive copy by choosing File - Database Delete.

@Numbered list@<:s><:#480,8486>Notify users of the deletion.  If another database is taking the place of the deleted database, notify users of the name and location of the new database.

@Numbered list@<:s><:#480,8486>Delete any Mail-In Database documents associated with the deleted database from the Name & Address Book.

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@Bhead title@<:s><:#260,8486>Keeping an archive copy of an obsolete database on a Notes server 

<:s><:#480,8486>Follow these guidelines if you want keep an archive copy of an obsolete database on a Notes server: 

@Bullet@<:s><:#480,8486>Assign at least two people Manager access to the archive copy and all others Reader access.

@Bullet@<:s><:#480,8486>Indicate in the database title and in the About <+">database<-"> document that the database is an archive copy.

@Bullet@<:s><:#240,8486>Notify users of the location of the archive copy.<:X8,28;Index "Database" # "deleting"> 
<:X8,28;Index "Archiving" # "an obsolete database">

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@Bhead title@<:s><:#520,8486>Using a deletion notification database to notify users of a deleted database

<:s><:#480,8486>To use a deletion notification database to notify users of a deleted database when they attempt to open the database icon on their workspaces, complete these tasks: 
<:X8,28;Index "Database" # "for deletion notifications">

<:s><:#240,8486>Task 1: Creating a deletion notification database  

<:#240,8486>Task 2:Composing a database deletion document 

<:s><:#240,8486>Task 3: Creating a database link file to point to a deletion notification database 

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@Bhead title@<:s><:#260,8486>Creating a deletion notification database

<:s><:#480,8486>Create a database on the server for posting database deletions. Add a database deletion form and add to it fields that database managers can use to specify:

@Bullet@<:s><:#240,8486>Title of the database

@Bullet@<:s><:#240,8486>File name and path of the database

@Bullet@<:s><:#240,8486>Server that stored the database

@Bullet@<:s><:#240,8486>Date of the deletion

@Bullet@<:s><:#240,8486>Reason for the deletion

@Bullet@<:s><:#240,8486>File and path names of other replica copies (if they exist).

@Bullet@<:s><:#240,8486>How to delete the deletion notification database icon.

<:s><:#480,8486>Create views that display the deletion notification, for example, by database title, by date, and by server.

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@Bhead title@<:s><:#260,8486>Composing a database deletion document

<:s><:#480,8486>Once you've created a deletion notification database, compose a document in the notification database for a deleted database.

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@Bhead title@<:s><:#260,8486><+!><:f200,BHelv,0,0,0>Creating a database link file to point to a deletion notification database<-!><:f>

<:s><:#720,8486>After you delete a database, create a database link file on the server in the same directory where the deleted database had been (or ask the Notes administrator to do this for you).<-!><-">

@Bullet@<:s><:#240,8486>Give the link file the same name as the deleted database.

@Bullet@<:s><:#240,8486>Type the path to the deletion notification database in the link file.

<:#1200,8486>For example, if you delete the database SALES.NSF from an OS/2 server and you create a deletion notification database, INFO\DELETE.NSF on the server D drive, create a database link file SALES.NSF and add the following line to it: D:\INFO\DELETE.NSF. When us
ers attempt to open the deleted SALES.NSF database on their workspaces, the deletion notification database opens instead. 

@See also prnt@<:s><:#240,8486>See the <+">Administrator's Guide<-"> for more information about database links.

@See also btn@<:s><:#480,8486>Examples: Creating a database link file to point to a deletion notification database 

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@Bhead title@<:s><:#520,8486><+!><:f200,BHelv,0,0,0>Examples: Creating a database link file to point to a deletion notification database<-!><:f>

<:#1200,8486>For example, if you delete the database SALES.NSF from an OS/2 server and you create a deletion notification database, INFO\DELETE.NSF on the server D drive, create a database link file SALES.NSF and add the following line to it: D:\INFO\DELETE.NSF. When us
ers attempt to open the deleted SALES.NSF database on their workspaces, the deletion notification database opens instead. 

<:s><:#240,8486>See the <+">Administrator's Guide<-"> for more information about database links.

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@Ahead@<:s><:#390,8486>About corrupted database<-!><-">s

<:s><:#960,8486>Corrupted documents or views in database usually occur because of improper shutdown of the operating system due to system reboot, system crash, power failure, or improper shutdown procedures. Corruption can also occur because of improper database access thr
ough a Notes API program.

<:#1200,8486>Each time somebody opens a database, Notes checks for corrupted documents and attempts to delete any that it finds. 
<-!><-"><-">The server task FIXUP detects and deletes corrupted documents (and optionally rebuilds views) when possible. When deleting corrupted documents, Notes also deletes the associated document identifiers so that the deletions do not replicate.<:X8,30;Index "Database" # "corrupted">

<:#240,8486>You can restore documents deleted by FIXUP through replication or from backup. 

<:s><:#240,8486>You can use any of the following methods to rebuild corrupted a view:

@Bullet@<:s><:#240,8486>Ask the Notes administrator to run UPDALL against the database

@Bullet@<:s><:#240,8486>Rebuild the view from the workspace

@Bullet@<:s><:#240,8486>Restore the view from backup

@Bullet@<:s><:#240,8486>Create a new replica

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@Ahead@<:s><:#390,8486>Ways to restore documents deleted due to corruption

<:s><:#240,8486>You can restore a corrupted document deleted by Notes in the following ways:

@Bullet@<:s><:#240,8486>Restore a document through replication  

@Bullet@<:s><:#240,8486>Restore a document from backup 

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@Ahead@<:s><:#390,8486>Restoring a document through replication

<:s><:#1200,8486>When Notes deletes a corrupted document from a database, it does not propagate the deletion to other replicas copies. Instead, as a built-in recovery method, Notes ensures that at next replication Notes performs a full search for documents to replicate so t
hat the database with the missing document automatically receives an intact copy of the document from another replica.

<:s><:#480,8486>To restore documents immediately and not wait for scheduling replication, ask the Notes administrator to replicate manually from the server console.

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@Ahead@<:s><:#390,8486>Restoring a document from backup

<:s><:#240,8486>If there are no replicas of a database, you can restore a document from backup:

@Numbered list@<:s><:#480,8486>Restore the backup copy of the database, giving the backup copy a file name different from the original.

@Numbered list@<:s><:#240,8486>Copy the document from the restored backup copy to the active database.

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@Ahead@<:s><:#390,8486>Ways to fix a corrupted view

<:s><:#240,8486>You can use the following methods to fix corrupted views:

@Bullet@<:#240,8486>Ask the Notes adminstrator to run UPDALL against the database

@Bullet@<:s><:#240,8486>Rebuild a view from the workspace   

@Bullet@<:s><:#240,8486>Restore a view from backup 

@Bullet@<:s><:#240,8486>Create a new replica to restore a view 

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@Ahead@<:s><:#390,8486>Rebuilding a corrupted view from the workspace

<:s><:#240,8486>You can rebuild a corrupted view from the workspace:

@Numbered list@<:s><:#240,8486>Select the view you want to rebuild.

@Numbered list@<:#240,8486>Press SHIFT+F9.

@Note@<:#480,8486>You can also rebuild all corrupted views and update all views by pressing CTRL+SHIFT+F9.

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@Ahead@<:s><:#390,8486>Using a backup copy to restore a corrupted view

<:s><:#240,8486>You can restore a corrupted view from backup.

@Numbered list@<:s><:#480,8486>Restore the backup copy of the database, giving the backup copy a file name different from the active database.

@Numbered list@<:s><:#240,8486>Copy the view from the restored backup and paste it into the active database.

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@Ahead@<:s><:#390,8486>Creating a new replica to restore a corrupted view

<:s><:#480,8486>If you're unable to restore a corrupted view in any other way, try making a replica copy:

@Numbered list@<:s><:#480,8486>Make a backup copy of the database containing the corrupted view as a safeguard and rename it.

@Numbered list@<:s><:#480,8486>Create a replica of the database in the same directory as the original but give the new replica a file name different from the original.

@Numbered list@<:s><:#720,8486>Delete the original database and rename the new one with the original file name. Doing this ensures users can open the new copy using the database icon already on their workspaces.

<:s><:#240,8486>Note that all documents are marked as unread in the new copy.

@See also btn@<:#240,8486>{bmc 1details.bmp}See details 

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@Chead title@<:s><:#240,8486>Details: Creating a new replica to restore a corrupted view

<:s><:#240,8486>When you create a replica to restore a corrupted view:

@Bullet@<:s><:#240,8486>Replicate the ACL

@Bullet@<:s><:#240,8486>Do not select "Only replicate documents saved or modified after."

@Bullet@<:s><:#240,8486>Select Create Immediately to replicate the contents of the database right away.

@Ahead@<:s><:#390,8486><:ZDDE_BOOKMARK18>About troubleshooting database performance problems<:Z~DDE_BOOKMARK1>

<:s><:#240,8486>The following topics suggest solutions to common database performance problems.

<:s><:#240,8486>Why can't users access a database? 

<:s><:#240,8486>Why are users experiencing delays when accessing a database? 

@Note@<:s><:#1200,8486>Many of the recommended solutions involve changing the database design. You or the person responsible for changing the design should always make design changes initially on a template or a test copy of the database and test the design thoroughly before appl
ying them to the production copy.

@See also prnt@<:s><:#480,8486>See the <+">Application Developer's Guide<-"> for information on changing the design of a database.

@See also prnt@<:s><:#480,8486>See Chapter 4 in this book for information on troubleshooting database replication problems.<-!><-">

@Bhead title@<:s><:#260,8486>Why can't users access a database?

<:s><:#240,8486>Here are some common causes for this problem:

@Chead@<:s><:#240,8486><+!>Users don't have the appropriate access

<:s><:#720,8486>Check the ACL to make sure users have the necessary access to the database. Also consult with the Notes administrator to ensure users have access to the Notes server that stores the database.

@See also prnt@<:s><:#240,8486>See Chapter 3 in this guide for more information on the database ACL. 

<:s><:#240,8486><+!>The server is compacting databases too frequently

<:s><:#1200,8486>A Notes administrator can create a Program document in the Name & Address Book that causes Notes to automatically compact databases on a server at a specified interval. If this compact interval is frequent and the database you manage is large and heavily-us
ed, users may frequently be unable to access the database. See the Notes administrator to discuss the compact interval.

<:s><:#240,8486><+!>Server backup is<-!><+!> occurring during work hours

<:s><:#240,8486>If necessary, ask the Notes administrator to schedule backups to occur overnight.

<:s><:#240,8486><+!>The server is <-!><+!>continuously updating a full text index

<:s><:#720,8486>If a database is large and active, database performance can be slow and users may be locked out with the message "Network Operation did not complete."<:f180,BArial,0,0,255><+!><+"> Same message for R4?<:f180,BArial,0,0,255> 
<:f><-"><-!>Change the full text index update frequency if necessary. 

@See also prnt@<:s><:#480,8486>See "Choosing how frequently to update an index on a server" earlier in this chapter.

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@Bhead title@<:s><:#260,8486><:f200,BArial,0,0,0><+!>Why are users experiencing delays when accessing a database?<-!><-!><-!><:f>

<:s><:#240,8486><:f><:f,BArial,>Here are some common causes of<:f><:f,BArial,> this problem:

@Chead@<:s><:#240,8486><+!>The database is heavily used

<:s><:#720,8486>Check the database activity and if the database is heavily used see if the server is powerful enough to support it. Consider upgrading hardware or memory on the server,  creating an additional replica of the database, or archiving the database. 
<-!><-">

@Chead@<:s><:#240,8486><-!><:f,BArial,>There are too many views

<:s><:#480,8486>If the database contains many views, consider consolidating some of them. Database performance can suffer when a database contains too many views.  

@See also prnt@<:s><:#240,8486>See the <+">Application Developer's Guide<-"> for information on designing views.

@Chead@<:s><:#240,8486><+!>View indexes are being refreshed too frequently

<:s><:#480,8486>If the database is heavily used or contains many documents, refresh view indexes less frequently if possible. 

@See also prnt@<:s><:#240,8486>See the <+">Application Developer's Guide<-"> for information on refreshing view indexes.

@Chead@<:s><:#240,8486><+!>View selection formulas are complex

<:#1920,8486>If a view selection formula makes many comparisons, users may experience delays when switching to it. Simplify view selection formulas if possible. For example, if a view displays five types of documents if the status of each is "Open," do not use the view 
selection formula SELECT (Form="Form1" : "Form2" : "Form3" : "Form4" : "Form5") & Status = "Open". Instead, consider adding a field to each form, for example, FormType, and give it a computed when composed formula "FormName"; then use the simpler selection 
formula SELECT FormType = "FormName" & Status = "Open" in the view.<-!><-">

@See also prnt@<:s><:#240,8486>See the <+">Application Developer's Guide<-"> for information on view selection formulas.

@Chead@<:s><:#240,8486><+!>Formulas are calculated within a view

<:#1920,8486>Notes calculates column formulas in a view each time a database is opened. Consider calculating formulas at the document level so that calculation occurs when specific documents are opened or edited rather than each time a view is opened.<-!><-"> For exampl
e, for large databases that contain multiple response document forms, create a hidden field such as "ViewTitle" in the response document forms, create a formula for the field that defines what should appear in the column according to form, and then in the v
iew column use "ViewTitle" as the formula to refer to the field formula. 

@See also prnt@<:s><:#480,8486>See the <+">Application Developer's Guide<-"> for information on designing views and forms.

@Chead@<:s><:#480,8486><+!>Formulas are calculated when documents are opened rather than when read

<:#960,8486>If a form includes fields that do complex calculations, design the fields to calculate when documents are edited rather than when documents are opened. For example, consider calculating fields upon edit that use @DbLookup or @DbColumn, are computed for disp
lay, or use keywords. 

@See also prnt@<:s><:#240,8486>See the <+">Application Developer's Guide<-"> for information on designing fields.

@Chead@<:s><:#240,8486><+!>Lookup formulas retrieve values from multiple views

<:#720,8486>If possible, use one view as a target for @DbColumn and @DbLookup formulas. Doing this reduces the number of views that require indexing. This approach also leads to standardization of lookup formulas, an aid in debugging.

@See also prnt@<:#480,8486>See the <+">Programmers Guide<-"> or the <+">Application Developer's Guide<-">  for more information on @DbColumn and @DbLookup.

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