User Guide

RoboInfo Deployment Manual
24
Scanning process
The scanning process is comprehensive, so completely re-scanning an entire
project when only a few documents have changed wastes valuable computer
resources. To solve this problem, the scanner only scans documents when they
have changed (e.g., added, removed, or modified). The Configuration Manager
checks for changes to documents when one of the following occurs:
n A project is published
n The "Refresh" button is clicked
n A scheduled scan takes place
Including documents in your project
Following are the three methods of including documents in a project:
Project document method: The document is included as a project baggage
file in RoboInfo Publisher and linked to by a topic or the table of contents. This
capability is useful when authors "own" the document and must keep it
updated. It enables authors to easily edit and publish the document.
Global document method: Documents can be placed manually in a special
folder on the engine where they are searched. This method allows existing
documents not referenced in the project to be included in the natural language
search results. It is especially useful for legacy documents you want included in
your project that do not change frequently. Another advantage to this method
is that because the documents are on the engine, they are scanned faster.
External document method: An external document is defined as a document
that your project links to, but does not contain. The table of contents or an
individual topic in your project links to the external document using the
Hypertext (HTTP), File Transfer (FTP) or Network File (FILE) protocols. The
document is NOT in your project's Baggage Folder. This method enables
existing documents stored outside of the project to be included in the natural
language search results. This feature is useful if the files are on a different
engine than your project and/or another person controls the process of
updating the document.