What is indexing?

PentagonMail Assistant's fast search is made possible by a dedicated search tool connected to a fast and specialised database. This database is held locally on your PC in your local profile e.g.

C:\Users\<your login account>\AppData\Local\Excitech Mail


The database contains information about the emails held in the locations you use and provides you with quick results even when you are disconnected from the office.


To ensure that your index is up-to-date, the indexer continuously checks the locations you use to see if any new emails have been added. It will then add them to it's local database.


This is all automatic and most of the time you will never need to check the indexing status or change its settings.


You can easily check and control the indexing process through the Indexing Status dialogue, which is accessible via the tray icon menu



Indexing Status Dialogue

TIP: The controls for choosing columns, sorting their contents and filtering are the same as those in the search tool



TIP: You can only access the Settings and Rebuild Index options when the indexer has been stopped. To do this select Stop Indexing. Note: it may take a while for the indexer to stop. Be sure to select Start Indexing when you have made your changes.


NOTE: The indexer will also restart if you log out of Windows and log back in again


The Starred Locations column

NOTE: To use this feature the "Enable Starred Locations" setting needs to be enabled



This will allow you to change the order in which the indexer scans locations. The indexer will prioritize locations that have been pinned using the star icons in the first column. A location is considered pinned when the star icon next to it is golden, as shown in the image above. When the indexer is finished scanning the pinned locations it will continue to scan the other locations as normal.


The Status column

The status column shows the current state of each location, the status can be one of the following:


Status

Description

The last attempt to index the location was successful

The location is not currently accessible and will be indexed when it next becomes available. Previously indexed messages in this location will be still be available via the search

The indexer can only index a few locations at a time, so if you have just added a large number of locations, those that it has yet to attempt indexing will be marked as idle

An problem occurred when indexing. Details of the error will be given in the Error Message column

There is no new content to be indexed to the location. The indexer goes to sleep to free up processor time.