Errors relating to missing Office Search Filters

Errors:

On Search or Browser pages one of the following error messages is shown:

"The Office Search Filters did not contain one of the search filters or view fields in the following list."

"There were no OfficeSearchFields found in the Search Index. Please ensure the Search Index is setup for RecordPoint"

Likely cause:

There may be one or more RecordPoint Managed Metadata Properties missing from the installation

Potential resolution (Lowest impact on users):

Warning: As this involves an iisreset and two Full Crawls of the RecordPoint Content Source, you should complete these steps outside of business hours.

Refresh the Search Metadata so that RecordPoint recognises the missing Properties and creates them automatically:

  1. Run a Full Crawl (Login to Central Administration -> Application Management -> Manage Service Applications -> Select the RecordPoint Search Service Application -> Content Sources -> Select Start Full Crawl from the RecordPoint Content Source's context menu)
  2. Complete an iisreset (on all servers in the farm)
  3. Login to the RecordPoint site as a Search Service Administrator (The account designated as Primary Site Collection Administrator when the RecordPoint Site Collection was created should have this permission)
  4. Navigate Management -> Settings -> Search Settings
  5. Click on Refresh the Search MetaData for RecordPoint
  6. Complete an iisreset again (on all servers in the farm)
  7. Run a full crawl again

Potential resolution (Higher impact on users):

Warning: As Search Initialisation involves two Full Crawls of the RecordPoint Content Source, you should complete these steps outside of business hours

Reinitialise RecordPoint Search in one of the two following ways. The first option is recommended, but requires access to one of the farm machines. The second option may be performed from the RecordPoint GUI. Either way, this process will result in the creation of a new "Welcome to RecordPoint" File and Record:

  1. Login to the farm machine using an account which is a Search Service Administrator (Recommend the Farm Service account to eliminate the possibility of any permissions issues. The RecordPoint Site Collection Administrator designated at the time the Site Collection was created should also have the requisite permissions)
  2. Open Powershell as an Administrator
  3. In Powershell, open the folder containing RecordPoint scripts (By default C:\Program Files\RecordPoint\Scripts
  4. Run the RecordPoint.InitialiseSearch.ps1 script
  5. Enter the address of your RecordPoint Site Collection when prompted
  6. Wait for the process to complete. Note that there is no progress bar and the process involves two Full Crawls, so this may take some time to complete. Do not close the Powershell window while this is ongoing

Alternatively, if access to farm machines is not available:

  1. Login to RecordPoint using an account which is a Search Service Administrator (Recommend the Farm Service account to eliminate the possibility of any permissions issues. The RecordPoint Site Collection Administrator designated at the time the Site Collection was created should also have the requisite permissions)
  2. Navigate to Search Settings (Management -> Settings -> Search Settings)
  3. Click "Initialise" (Across from the text "Initialise Search for RecordPoint")
  4. Wait for the process to complete. Note that there is no progress bar and the process involves two Full Crawls, so this may take some time to complete

Potential resolution (Highest impact for users):

Warning: As this requires a Search Index Reset, you should schedule this out of business hours. It may not be advisable to perform a Search Index Rest on Active Site Production data. If this is a concern, recommend moving RecordPoint to its own Search Service Application before following these steps. Contact RecordPoint for advice regarding this process.

Perform an Index Reset on the Search Service Application

  1. Login to Central Administration
  2. Navigate to the Search Service Application that RecordPoint runs under (Application Management -> Manage Service Applications -> Click the Search Service Application). If you are unsure which Search Service Application RecordPoint is using, the current Search Service Application is listed on the Search Settings page in RecordPoint (RecordPoint -> Management -> Settings -> Search Settings)
  3. Click Index Reset
  4. Click Reset Now
  5. Click OK
  6. Wait for the process to complete
  7. Once the Index Reset has completed, run a Full Crawl of all affected Content Sources (Central Administration -> Application Management -> Manage Service Applications -> Select the correct Search Service Application -> Content Sources -> Select Start Full Crawl from each Content Source's context menu)

 

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