Cannot find documents through content search in NuGenesis LMS - WKB26571

SYMPTOMS

• When looking for a document in NuGenesis LMS by keyword search (full text search), the search results do not include the expected documents
• At least one section in the documents contains the keyword
• The document sections contain Microsoft Word, Excel, or PowerPoint data

ENVIRONMENT

• NuGenesis 9.1
  • Oracle Database 19c
• NuGenesis 9.0
  • Oracle Database 12.2, 19.6
• NuGenesis 8 LMS
  • Oracle Database 11.2
• NuGenesis 8 ELN
  • Oracle Database 11.2

CAUSE

The document sections contain data in the Microsoft Office 2007+ file formats. NuGenesis LMS uses the Oracle Text option and its "AUTO_FILTER" technology to index the document contents. In Oracle 11.2, the AUTO_FILTER can index the Office 2007+ file formats, but LMS does not store these files in the database in that format. It stores the files in the OLE Compound Binary File format, and the filter cannot index the 2007+ files if they are inside Compound Binary files.  This limitation remains in NuGenesis 9.x and Oracle 12c/19c.

FIX or WORKAROUND

1. Defect report CRI-2854 was filed for this issue
2. If the section is available as a separate .docx, .xlsx, or .pptx file, attach that file to the LMS document section; LMS does not wrap the section attachments into OLE Compound Binary files, so the AUTO_FILTER can index the section attachments
3. If the section is not available as a separate file, open the section, save it to a file on disk, and then attach the file.
4. If possible, save the file in the Office 2003 file format, and insert it into LMS documents via drag-and-drop.
5. If the section was inserted via a section template, either modify the section template to use the 2003 file format or enable the "CF_TEXT" rendition:
   • Click the LMS main menu > Administration > Section Management
   • Select a section template. If it's approved, click the Modify button
   • Select the Renditions tab
   • Click the "Check OLE Renditions" button
   • LMS displays the available renditions for the section template. Excel and Word offer a "CF_TEXT" rendition; choose this rendition for these section types
   • Save and approve the section template
6. LMS can index the CF_TEXT renditions, and the renditions are updated automatically as users edit the sections

ADDITIONAL INFORMATION

This limitation is due to the limitations of the AUTO_FILTER technology in Oracle.

The attached SQL script can display the indexed search terms for a given LMS document.

• List of formats supported by Oracle Text in 10.2
• List of formats supported by Oracle Text in 11.1
• List of formats supported by Oracle Text in 12.1
• List of formats supported by Oracle Text in 12.2
• List of formats supported by Oracle Text in 18c
• List of formats supported by Oracle Text in 19c
• Oracle Text reference for 21c