To create an Index from an email server, click Wizards, then Mail.

Click the New button to begin the process.

Creation Process

Details

Enter the name that will be given to the Data Source, Data Source Group and Index in the Name text box.

Use the Tags text box to add associated search terms to the Index structure. This allows the components to be searched using alternative strings when using the search bar.

To automatically restrict access to the Index once built, enable the Sensitive option. Only users with explicit permission will be able to access the Index. 

The Index Method drop-down list specifies the build method to be used when building the Index.

The Complete option will result in all items in a data source being indexed when a refresh takes place. Once refreshed, a new version number is applied to the Index. Each run completely refreshes the Index.

Building an Incremental Index enables an optimised refresh process when rebuilding Indexes to account for any changes. Rather than rebuilding the entire Index, only data that has been modified or added will be processed. New and changed records are added as new rows. This maintains the history of a record that may have changed over time, and no de-duplication is applied. When selected, the Incremental Identifier drop-down list is revealed. This is required to identify changes, using the selected field to detect when new data is greater than the previous highest value.

The Cumulative option works the same as an Incremental build, but replaces duplicates as well as adding new data. Duplicate records are removed from the result set based on the Increment Identifier and Primary Key. When cumulatively building from CSV files, only a Primary Key is required. For other database types, an Incremental Identifier and a Primary Key are required.

Use the Index Size drop-down list to specify the expected number of records the resulting Index will contain. This is an indicative value and does not need to be exact.

Using this drop-down list allows the system to work out how many folders to split the Index into. The higher the specified Index size, the less folders created. A lower number of folders results in less threads used to query the Index, as a single thread is allocated per folder. This decreases the speed of individual queries, but reduces the performance impact of multiple concurrent users querying the system simultaneously.

Use the Add to Search Engine drop-down list to select the relevant search engine the Index will be added to upon completion and the Add to Collection drop-down list to select an existing Collection to which the Index will be added.

Enable the Build Now option to build the Index as soon as the creation process is complete. If disabled, the settings are saved for the Index to be built at a later time.

Setup

Enter the name or IP address of the mail server in the Name textbox, and select the relevant security protocol by checking the Secure Sockets Layer (SSL) or Transport Layer Security (TLS) option.

Enter the relevant port number in the Port textbox for the server to be accessed, and enter the Account Name and Account Password to access and Index the emails belonging to the specified user account.

Enable the Include Attachments option to include attachments in the Index and enable the Exchange Postmaster option to identify the account as such when indexed.

Select a value from the Messages to Index dropdown list to specify the number of messages to retrieve when the Index is built. The maximum that can be specified is All, where every message is retrieved. Other values will constrain the retrieval process to only the most recent number.