Technical Notes, Zetadocs

PRB: Related document search fails in SharePoint when any document library contains more than 5000 documents

ZTN4398

ID: ZTN4398

This Zetadocs technical note applies to:

  • Version 5.5 of Zetadocs for NAV and later

Symptom

Zetadocs Document FactBox is failing to search for documents in SharePoint when Zetadocs Archive ID exists in NAV tables and the Document Library contains more than 5000 files. The Zetadocs Document FactBox displays an error similar to this one:

Cause

The error above occurs in old Zetadocs archiving sites when “Zetadocs Archive ID” is enabled and the number of items in any of the Document Libraries exceeds the list view threshold, which is usually defaulted to 5000 items. SharePoint cannot generate the initial list view therefore the query generated by Zetadocs returns an error and the error is displayed to the user.

Resolution

Zetadocs SharePoint Extensions does not create an index for the Zetadocs Archive ID automatically. By creating it, it improves the performance of the search and resolves the issue.

To create an index for the Zetadocs Archive ID in SharePoint follow the steps:

  1. Open your SharePoint site and click on the Document Library.
  2. Expand the Library tab, and click on Library Settings:

  1. Click on Indexed columns In the Columns section.
  2. Click on create a new index:

  1. Select the Zetadocs Archive ID column and click Create.

  1. Test your system by closing and opening the Zetadocs Document Factbox.

Note: Zetadocs searches for the documents in all the document libraries, this issue may happen if any of the document libraries contains more documents than the list view threshold. So it is recommended to create the index in each document library.

Status

This has been identified by Equisys as a problem with the software versions given above.

Last updated: 15th June 2015 (JV/NT) 

Keywords: ZetadocsArchiveID search threshold ViewThresholdExceededException.