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Using Index Manager
Use the Index Manager to select, add, rebuild, and delete indexes.
Multiple users can use aiR Assist in the same workspace and use the same indexes, but each user's session and chat history remain private and separate.
Navigating Index Manager
Refer to the following table to learn how to use Index Manager modal.
| Number | Name | Description |
|---|---|---|
| 1 | Search | Use to search for a particular index in the list. Begin typing the name and matching indexes display for selection. |
| 2 | Index name | Name of the index entered during index set up. Click the index name to view index details, such as whether all documents were indexed or errors were encounter. |
| 3 | Docs | Total number of documents in the index. |
| 4 | Last indexed | Date the index was last indexed. |
| 5 | Create Index | Click to create a new index. See Creating a new index for more information. |
| 6 | Rebuild index | Click to rebuild the selected index. See Rebuilding an index for more information. |
| 7 | Delete index | Click to delete the selected index. See Deleting an index for more information. |
| 8 | Set Index | Click button after selecting an index to use for querying. |
Creating a new index
You can create multiple indexes for different data sources using the Index Manager.
To create a new index from the Index Manager:
- From the chat window, navigate to the Index Manager by clicking the index name in the lower corner of the Ask a question box.
- Click the Create Index (+) icon in the lower left corner of the Index Manager list.
- Fill in the following fields:
- Source—choose a public saved search as the document source for your index. The index will be built from the extracted text of documents in that saved search. Only public saved searches are available for use. See Using Index Manager for more information.
- Name—enter a unique, clearly descriptive name for the new index so its contents and purpose are identifiable by any user. Must be at least six characters long.
- Description (optional)—optionally add a description of the index, such as its use case or intended function. This information may assist other users in the workspace who might use it.
Indexes are shared by all users within the workspace, so keep that in mind as you name and describe each one. - Click Create Index.
Indexing progress appears below the new index name. While it is indexing, you can access other indexes or create new ones.
- The Ask a question box is not available while documents are being indexed.
- Indexes are shared by all users within the workspace.
Rebuilding an index
If your data source (saved search) changes by either adding or removing documents to it, the index must be updated (rebuilt) to reflect those changes for aiR Assist to use the new information in its queries.
To rebuild an index from the Index Manager:
- Navigate to the Index Manager from the chat window by clicking the index name in the lower corner of the Ask a question box.
- Select the desired index to rebuild.
- Click the Rebuild curved arrow icon. Refer to Navigating Index Manager for navigation details. A confirmation message notifies you that the index is unavailable while it is rebuilding.
- Click Rebuild to proceed.
Deleting an index
Use the steps below to easily delete indexes from the index list. Deleting an index does not erase past questions and answers, which remain accessible in your chat history.
To delete an index from the Index Manager:
- Navigate to the Index Manager from the chat window by clicking the index name in the lower corner of the Ask a question box.
- Select the desired index to rebuild.
- Click the Delete Index trashcan icon. Refer to Navigating Index Manager for navigation details. A warning message notifies you that the delete action cannot be undone.
- Click Delete to proceed with permanently deleting the selected indexes.
