In order to ensure optimum performance of your PPS system it is important to perform regular database maintenance. This consists of reindexing the database files and archiving older audit records.
The reindex function reorganizes your data files to ensure optimum access speeds during normal PPS use. This feature also identifies and fixes a range of minor database corruptions that are sometimes caused by computer failures, power cuts, etc. If you are a PPS Sync Server user the reindex process further ensures all data can synchronise correctly.
To reindex you will need to ensure you are the only person logged into the system and that if you have sync server it is closed completely. Reindexing and archiving can take some time, especially either has not been done in a while. With this in mind, it might be best to begin the process when immediate access to the system is not required as users will not be able to log in until it is complete.
If you have a multiple PPS systems each database will need to be re-indexed separately on a regular basis. When performing the reindex you only need to ensure your local sites users are logged out - other sites can operate as normal.
We recommend reindexing your PPS system once a week. It should also be run after installing new PPS updates or after major changes to data are made.
Once a month during the reindex process you will be prompted to archive older audit entries. These entries will still be accessible through the audit view but regular archiving can ensure your PPS system runs at optimum speed.
Reindexing and Archiving the Audit
a. To perform a re-index you need to make sure that you are the only person logged into PPS and if you are a PPS Sync Server user, it is shut down before proceeding. It is highly recommended that a back up is taken before reindexing.
Important: If you have recently updated your PPS system it is important that table updates are also run. These can only occur when a single user logs into a system that nobody else is currently logged into. You should take measures to do this after every PPS update followed by a reindex.
b. To begin the reindex go to Tools > Database Maintenance > Reindex Data Files.
c. Click OK when prompted to begin the reindex.
d. The next screen will appear if you have not archived your audit within the last month. Click Yes if you wish to archive your audit now, if not click No. Please ensure you do not need immediate access to the system if choosing to proceed with the archive, as this can take some time to complete.
Extra Information: Archiving your PPS Audit places audit records from before the current month into archive folders, freeing up the "live" audit and reducing the likelihood of speed issues and audit corruption. Your older audit entries are still fully accessible via the Audit Viewer after archiving. It is recommended that you arrange time for your audit archive to process each month.
The archive and reindex will now run through.
e. Once the re-index is complete you can resume normal use of your PPS system. Other users will now be able to log back in and if you are sync user you can relaunch Sync Server.