Knowledge Base

How do I use the File Index?

Appraise-It's File Index is a database which contains information about every report you have created in Appraise-It. It allows you to quickly find existing reports.

The File Index will only reference report files stored in the TRADATA\DATA folder and its subfolders. If you have report files saved or archived elsewhere, they will not be reflected in File Index searches.

File Index main screen

Basic Use

To access the File Index, go to FileFile Index or click the File Index icon on the Appraise-It toolbar. You can work in the File Index at any time, whether you have a report open or not.

To search your reports, enter search terms in the fields on the right. You can enter multiple search terms to narrow your search results. Search terms are not case-sensitive (i.e. "main street" and "Main Street" will get you the same search results).

Once your search terms are entered, click Search at the bottom of the dialog. Any reports that match will be listed in the search results area on the left. Single-click a report listing to view its data on the right; double-click on a report listing to close the File Index and open the report.

Advanced Searching

The options at the top of the search criteria instruct the search engine how to handle your search terms. 

File Index search options

Checking Match criteria exactly will return only precise search results. For example, if you search for reports and specify the city as "York" with the option unchecked, your results will include reports from York, but also New York, Yorktown, et cetera. If the option is checked, your results will only include reports from York.

The Match any criteria and Match all criteria options deal with how the search handles multiple search terms. If you enter a city and lender name and select Match any criteria, your results will be reports you created for that lender or with a subject address in that city. If you select Match all criteria, your results will be reports you created for that lender and with a subject address in that city.

File Index Date Search

You can click More at the bottom of the File Index dialog to access time-based search options. You can search for reports modified within the last week, month, or year; or specify a date range. These time-based options can be combined with other search terms with the Match any criteria and Match all criteria criteria options.

Click Clear to erase all data from the search form.

Advanced Viewing

Click View List to view all search results simultaneously. A new window will open, displaying a spreadsheet-type view of your results, with each row representing a search result and customizable columns displaying the result data.

The Print button at the bottom of the dialog is nonfunctional; printing support will be added in a future release.

The Export button at the bottom of the dialog allows you to save your list view as a text file or a CSV file, suitable for use in spreadsheet software such as Microsoft Excel or LibreOffice.

Click Modify Layout at the bottom of the View List window to customize the displayed columns and their order.

File Index Modify Layout

The top section of the Modify Layout dialog controls which fields are displayed as columns in the View List dialog and their order.

  • Use the central arrow buttons to add or remove fields, and the right arrow buttons to rearrange their order.

The bottom section of the Modify Layout dialog controls the order of the search results. For example:

  • Move the FileID option to Selected Sort Fields to sort your search results by file number.
  • Sort Fields can be stacked for more complex sorting: putting City above FileID will list your results in alphabetical order by city, and then in numeric order by file number within each city.

Rebuilding

Rebuilding your File Index database may be necessary if your database file becomes corrupt, or if you add or remove report files (.RPTs) in your TRADATA\DATA folder.

On A Stand-Alone Computer
1. In Appraise-It, save and close any open reports.
2. Open the File Index by clicking the File Index icon on the toolbar, or by going to FileFile Index.
3. Click Rebuild at the bottom of the dialog.
4. A popup will provide a time estimate. Click OK.
5. A progress bar will appear at the bottom of the File Index dialog. When the process is complete, the progress bar will disappear and you will see a "Rebuild complete" message in the lower left. You can now re-open reports and search your File Index.

On A Network
1. Close Appraise-It on all networked computers.
2. On one workstation, open Appraise-It and launch the File Index by clicking the File Index icon on the toolbar, or by going to FileFile Index.
3. Click Rebuild at the bottom of the dialog.
4. A popup will provide a time estimate. Click OK.
5. A progress bar will appear at the bottom of the File Index dialog. When the process is complete, the progress bar will disappear and you will see a "Rebuild complete" message in the lower left. Other users can now re-open Appraise-It on their workstations, and you can all now re-open reports and search the File Index.

File Index Rebuild

Please note that only report files that are stored in the TRADATA\DATA folder and any subfolders will be indexed by the rebuild, and only report files should be stored in the TRADATA\DATA folder (i.e. PDFs, JPGs, DOCs, or other files should be saved elsewhere). Non-RPT files will slow down the rebuild, and in some cases may keep it from completing successfully. If the rebuild stays at one point for longer than 15 minutes, contact Technical Support. Most rebuilds will take less than 30 minutes; the time is dependent on the speed of your computer, how many reports you have, and how large they are.

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Last Updated
August 26, 2010

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