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Need Help on managing the Lucene Index Engine and The Output folder.

Former Member
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Our Crystal Server is running low of memory/space...I notice that both the FileStore Outout folder and the Lucene Index Engine index folder are becoming very large in size, Is there a method where I can these folders without losing any data?

Thank you,

Herman

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Answers (1)

DellSC
Active Contributor
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The FileStore Output folder contains all of the "Instances" that are the results of schedules in your system.  DO NOT delete from this manually!  If you do, you will end up with LOTS of orphaned instances where there is a record in the CMS database but no file in the FileStore.

Instead, you can do a couple of things:

1.  Set limits on the folders where the reports are located.  You can do this by right-clicking on the folder (even on the Public folder to set limits for your whole system!) and selecting "Limits".  This will only delete instances where the schedule has completed.  It will not delete any recurring, pending, or paused schedules.  You can then set the limit in one of two ways:

     a.  Limit the number of instances that will be kept.    

     b.  Limit the number of days instances will be kept.

However, limits do not take effect until the next time a schedule (any schedule) runs for that report.

2.  If you have reports that are no longer being scheduled, you should manually go through them and delete any old instances that are no longer needed.

The Lucerne Index is for the Platform Search indexing.  Getting rid of old instances might decrease the size of this, but it depends on what you're indexing.  You don't mention which version you're using, so I'll assume CRS 2011 or later.  In the CMC, go to Applications and then to the Properties of the "Platform Search Application".  Set this to only index "Platform Metadata", turn on the checkbox to "Rebuild Index", and click on "Save & Close".  NOTE:  Only do this AFTER you've deleted old instances and wait until the start of a period where there will be very little activity in your system - like on a Friday evening so that the index will have the whole weekend to rebuild.

-Dell

Former Member
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Hi Dell,

Thank you for the response, I am new to Crystal Reports...all of our current setup was set before they give me Crystal to manage. So setting a limit in CMC will that delete all the instances that are in the folder in CMC?. Is there any  way to clean up the Output folder, we are currently down to only 6 gbs free on the sever.

DellSC
Active Contributor
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Deleting instances from report history will delete files from the Output folder.  In addition to setting limits, you can manually delete instances by going to each report's history in the CMC or BI Launchpad, selecting one or more old instances, right-clicking and selecting "Delete".

For every report instance in CRS there are two things - a record in the CMS database and a file in the Output file repository.  If you just delete files under the Output folder without deleting them through the system, then you have a couple of issues:

1.  The folder and file names are cryptic - there's no way to know which report is which just by looking at the file name.

2.  You'll have an "orphan" record in the database that has no corresponding file.  This will appear in BI Launchpad, but if a user tries to open it, they will get an error.

So, DO NOT just delete the files!

If you're using a version of CRS that is older than 2016, once you have deleted old instances from the system, you may want to "prune" the filestore, which removes any unused folders..  To do this, go to the Servers section of the CMC and do the following:

1.  Stop the Output File Repository Server.

2.  Go to the Properties for the Output File Repository Server

3.  Edit the command line - add " -prune" to the end of the command line and save the properties.

4.  Start the Output File Repository Server.  It may take several minutes to start depending on how many folders it finds to delete.

5.  After the Output File Repository Server shows a status of "Started", stop it, edit the properties to remove " -prune" from the end of the command line, save the properties, and start it again.

You can also prune the Input File Repository by following the same steps - DO NOT do them both at the same time!  Complete the process with one before doing the other.

-Dell