Configuring the Work Center Search Engine

In the Work Center Search Engine tab, you configure settings for Smart Search—the search engine that provides sophisticated search capabilities by automatically indexing the content of items and files and notes that have been added to items. For distributed installations, you configure Smart Search settings directly on the SBM server that hosts SBM Common Services.

Smart Search Settings

Smart Search operates on pre-built indices. For SBM upgrades, the index building begins once Tomcat is started for the first time after you upgrade your installation. The complete indexing operation can take significant time to finish for very large databases; however, some search results in Work Center begin to appear immediately and the number of results continues to grow while the initial indexing operation works toward completion.

Indexing is also performed on information in most file attachments that contain text (PDF and Microsoft Word, for example). For large documents, only the first 1 million characters are indexed and searchable.

You can view the overall progress of the indexing operation in the ssf.log file located on the server that hosts SBM Common Services. The log file is located here:


Use the following options to configure Smart Search Settings :

Note: URL attachments (such as links to an external Web site or to a page within SBM) and attachments marked as "restricted" are not indexed and returned in Work Center search results by default. To add them to search results, follow the steps in solution S141365.

By default, archived items are not indexed and therefore do not appear in Work Center search results when a user searches the Archive. To enable indexing for archived items, set lucene.indexArchivedTables to true in the file on the SBM Common Services server here:


Once this change is made, you must perform a full re-index using SBM Configurator before archived items appear in Archive search results. Note that any items that are archived after the reindex is finished will still appear in Local and Global search results until the automatic reindex check process completes; similarly, any items restored from the archive will appear in Archive search results. By default, the automatic reindex process runs daily at midnight. You can change this as needed by altering the spring cron expression in the ssf-config.xml file here:


This means any newly-archived or newly-restored items will appear in the proper search results area after the automatic reindex is finished.

Attachment Directory Access

SBM Common Services returns attachments for searches that are performed by users in Work Center. If your SBM item attachments are stored in the database, Work Center will access the database to return file attachments in search results, and no additional configuration is necessary in SBM Configurator. However, if your SBM item attachments are stored on the file system, you must provide the attachments directory and access information to SBM Common Services.

To configure attachment access information for SBM Common Services:

  1. Enter the location of the attachments directory. The path might be different than what is specified in SBM System Administrator, but the ultimate location must be the same attachments directory.
    For example, you can specify a shared network drive:
  2. Enter the authentication credentials in the User and Password fields.

    If you did not enter credentials in SBM System Administrator because the attachment directory is on the same server, select the check box to use the current Tomcat identity to access the attachments directory. If the attachments directory is located on a remote server, you must ensure that the current Tomcat identity has permissions to the directory.

Tip: To change the attachments directory location for SBM, change the file path in SBM System Administrator first, and then update the path in SBM Configurator if necessary.