Running Reports with Background Searches in IBM FileNet Content Manager 5.2.1

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IBM FileNet Content Platform Engine version 5.2.1 introduced the ability to run SQL queries as background search sweeps. As the name suggests, the queries run in the background, so you can run time-consuming queries without inconveniencing your use of the system. These queries are also intended to support a wide variety of reports, such as chargeback, capacity planning, business unit, document age and usage reports.

Background search queries can generate metrics; such as the number of documents that were created or the amount of disk space that was used, document categorization by class, containment, ownership, customer, policy, or account and data aggregation by hour, day, week, and so on

A background search query can optionally retrieve data from another object store. This feature allows the processing load and search result storage to be isolated from the production database.

To create a background search query, you create a template and a template-based sweep. Multiple sweeps can be created from the same template.

(FYI: If you want the search results of your query to be downloadable as a CSV file, install the Reporting Enablement Extensions add-on for the object store.)

To create a background search query:

Start the New Background Search Class Template wizard in the administration console:

In the domain navigation pane, select the object store.

In the object store navigation pane, select the Data Design > Background Search Class Templates folder.

On the Background Search Class Templates tab, click New.

Enter a search expression.

As necessary, edit the attributes of the custom property templates that the wizard creates automatically for parameters and search results.

You may also select the "Generate a CSV file" option. The wizard displays this option only if the Reporting Enablement Extensions add-on is installed.

Complete the wizard.

You can edit an existing background search template. Changes to the template do not affect existing sweeps.

Start the Edit Background Search Template wizard in the administration console:

In the domain navigation pane, select the object store.

In the object store navigation pane, expand the Data Design > Background Search Class Templates folder.

Right click a background search template and click Edit. A wizard to edit the template opens.

Complete the wizard:

Based on a background search template, you can create a sweep to generate background search results.

To generate background search results:

Start the wizard in the administration console:

In the domain navigation pane, select the object store.

In the object store navigation pane, expand the Data Design > Background Search Class Templates folder.

Right click a background search template and click Start. A wizard for the new sweep opens.

Enter values for the parameters. (If the template does not have any parameter variables, you are not prompted for values.)

Optional: Select the Enable background search sweep property to enable the sweep. (The sweep cannot run unless it is enabled.)

Optional: For query testing purposes, enter a value into the Maximum examined object count property to limit the number of search results.

Optional: Opening a background search sweep. If you did not configure the sweep to start immediately, you can change when the sweep runs or make other alterations.

Complete the wizard:

Background search sweep search results:

There are several ways of processing the search results of a background search sweep.

You can inspect the search results on the Search Results tab of the sweep. Sweeps are listed in the navigation pane of the administration console under the following folder: Sweep Management > Background Search Sweeps.

You can download the results as a CSV file for use in spreadsheets or other applications. To download the file, click the Download CSV button on the Search Results tab of the sweep.

(Restriction: The tab displays the Download CSV button only if the Generate a CSV file option is selected in the sweep template.)

(FYI: This is a test system that I've only added content with the "Administrator" user. Otherwise there would be a row for each user that created content.)

You can search the results with interactive queries. The table to search has the same name as the search result class for the background search sweep. The search result classes are listed in the navigation page of the administration console under the following folder: Data Design > Background Search Result Classes.

Additionally, the results are stored in their own database table, so can be accessed by any number of reporting tools.

So that is basically an overview of the Background Search functionality that was added with IBM FileNet Content Manager version 5.2.1. Hopefully this has been informative and useful.