Procedure: Reindexing a Room (Project) in QuikData 5.8.x

Revision: 1
Revised: February 2, 2026
Applies to: QuikData 5.8.x

Purpose

This procedure describes how to fully reindex a single Room (project) in QuikData by removing existing index references and rebuilding indexes from the Room’s Upload Sessions.

Common reasons to reindex a Room include:

• Slow or inconsistent search performance

• Excessive or fragmented index counts

• Index corruption or missing index files

• After applying custom changes to dtSearch configuration, such as:

  • Updated noise word lists

  • Updated alphabet files

  • Other dtSearch-related indexing configuration updates that require a full rebuild to take effect

Scope and Safety Notes

• This is performed per Room (project).

• SQL work is performed in the Room’s Environment database (determined by the Room’s EnvId).

• Coordinate downtime/quiet hours: avoid running while users are actively searching or documents are actively processing for the Room.

• Do not delete or modify index folders for other Rooms.

• Recommended: Take a database backup (or confirm recent backups) prior to making changes.

What You Will Need

To complete this procedure, you will need:

• Access to the file server that hosts the QuikData project storage (to locate and rename the Room’s index folder)

• SQL Server Management Studio (SSMS) with access to the QuikData SQL databases (including DRControl and the target Environment database such as P00005)

• Room Administrator access to the target Room in QuikData (to access the Upload Session Report and submit sessions for indexing)

Step 1: Determine the Room’s Environment Database (Using RoomId)

Before running any Room-level SQL, determine which Environment database contains the target Room.

1. Using the RoomId, query the DRControl database to find the Room’s EnvId:

SELECT *
FROM DRControl.dbo.Room
WHERE Id = <TargetRoomId>;

2. Locate the EnvId value in the result set. This determines the Environment database to use in the remaining steps.

Example

• If the Room record shows EnvId = 5, then the Environment database is: P00005

Important

• All subsequent Room-specific queries (e.g., RoomIndex, UploadSession, RoomDocument, RoomDocumentProcessIndex) must be executed against the Room’s Environment database (e.g., P00005) — not against DRControl.

Step 2: Identify Existing Index Records for the Target Room

Indexes are scoped per Room. In the Environment database identified in Step 1 (e.g., P00005), run:

SELECT *
FROM RoomIndex
WHERE RoomId = <TargetRoomId>;

What to Capture

• The RoomIndexId values

• The file system path to the Room’s master (root) index folder

Step 3: Preserve the Room’s Master Index Folder on the File Server (Room Only)

1. Using the index path returned in Step 2, locate the master (root) RoomIndex folder for the target Room on the file server.

2. Do not delete the folder initially. Instead, rename the root RoomIndex folder to preserve it as a backup.

Recommended naming example

• Rename: RoomIndex → RoomIndex_Bak

• (Optional) Include a date stamp, e.g. RoomIndex_Bak_2026-02-02

3. After reindexing is complete and you have confirmed indexing/search is working as expected, you may:

• Delete the backup folder to reclaim space, or

• Retain it temporarily per your internal retention practices

Important

• Ensure there are no active indexing operations for the Room and avoid active user search activity before renaming.

• The RoomIndex folder is per Room; renaming the wrong Room’s folder can impact other Rooms.

Step 4: Clear Index References in the Database (Room Only)

After preserving (renaming) the Room’s index folder, clear the database references for the same Room. Run the following in the Room’s Environment database (e.g., P00005).

4.1 Delete RoomIndex Records

DELETE
FROM RoomIndex
WHERE RoomId = <TargetRoomId>;

You should see a “rows affected” count and completion confirmation in SSMS.

4.2 Update UploadSession Table

Set RoomIndexId to NULL for upload sessions associated with the Room:

UPDATE UploadSession
SET RoomIndexId = NULL
WHERE RoomId = <TargetRoomId>;

4.3 Update RoomDocumentProcessIndex Table

Clear index references for documents associated with the Room:

UPDATE RoomDocumentProcessIndex
SET RoomIndexId = NULL,
    RoomIndexDocId = NULL
WHERE DocId IN (
    SELECT DocId
    FROM RoomDocument
    WHERE RoomId = <TargetRoomId>
);

Step 5: Rebuild Indexes Using Upload Sessions in QuikData

1. In QuikData, navigate to Manage → Reports → Upload Session Report.

2. Select all Upload Sessions (use the top-left checkbox).

3. Right-click and choose Submit for Indexing.

Note: This step applies to Upload Sessions, not individual uploads.