Managing Your AI Library
Index Management and Maintenance
Your AI library is the heart of Desktop Docs - it's where all your file analysis and search capabilities live. This guide will help you monitor, maintain, and optimize your file index for the best possible search experience.
Understanding Your AI Library
What is the AI Library?
The AI Library consists of:
Search Index: A database containing analyzed file content and metadata
File Metadata: Information about file types, sizes, dates, and relationships to parent directories
Why Index Management Matters
Proper index management ensures:
Fast Search Results: Well-maintained indexes provide instant search
Accurate Results: Clean indexes improve search relevance
System Performance: Optimized indexes use less storage and memory
Reliability: Regular maintenance prevents search issues
Monitoring Indexing Status
Index Management Settings
Access Index Management from the Quick Menu - on the bottom left, click Settings and navigate to the Index Management tab
The Index Management panel provides stats on your index like:
Total Files, broken out by images and videos
AI Index Size
From here you can also clear your index if you want to start fresh.
Index Status Panel
Access the Index Status Panel from the status indicator at the top right of the window.
The Index Status panel provides real-time information about your indexing operations:
🔵 Indexing in Progress: Files are being analyzed and indexed
🟢 Completed: Files are indexed and now searchable
🟡 Pending Queue: Files waiting to be indexed
🔴 Error: Issues detected while indexing
From here you can retry indexing a file that failed to index and send a bug report directly to the support team with the error encountered
Clearing Your Index
When to Clear Your Index
Consider clearing your index when:
Search results are inaccurate or missing files
You've moved or reorganized many files
System performance has degraded
You want to start fresh with a clean index
How to Clear Your Index
Step-by-Step Process
Access Settings:
Click the settings icon (⚙️) in the sidebar from the Quick Menu
Navigate to Index Tab:
Click the "Index Management" tab in the settings panel
View current index statistics
Clear Index:
Click the "Clear " button
Confirm the action in the dialog
Wait for the clearing process to complete
Reindex Files:
After clearing, reindex your important folders
Start with frequently used directories
Monitor progress in the Index Status panel
What Gets Cleared
Search Index: All file analysis and metadata
Processing Jobs: All pending and completed jobs
What Stays Intact
Your Original Files: No files are deleted or modified
App Settings: Your preferences remain unchanged
Model Files: AI models stay downloaded and ready
After Clearing Your Index
Immediate Actions
Reindex Priority Folders: Start with your most important directories
Monitor Progress: Watch the Index Status panel for completion
Test Search: Try a few searches to verify functionality
Gradual Reindexing: Add folders back gradually to avoid overwhelming the system
Best Practices
Start Small: Begin with a few important folders
Monitor Performance: Watch for any issues during reindexing
Test Functionality: Verify search works as expected
Plan Ahead: Schedule reindexing during low-usage periods
Troubleshooting Index Issues
Common Problems and Solutions
1. Index Not Updating
Symptoms: New files don't appear in search results Solutions:
Check if indexing jobs are running
Verify file permissions
Restart the indexing process
Clear and rebuild the index if necessary
2. Search Results Missing
Symptoms: Expected files don't appear in search Solutions:
Verify files are indexed (check Index Status)
Try different search terms
Check file format support
Reindex the specific folder
3. Slow Search Performance
Symptoms: Search takes too long to return results Solutions:
Check available system resources
Reduce index size by removing unused files
Clear and rebuild index
4. Index Corruption
Symptoms: App crashes or search fails completely Solutions:
Clear the entire index
Restart the application
Reindex files from scratch
Check for disk space issues
Advanced Troubleshooting
System Status Check
In Settings, head to the AI Models tab to verify:
Model Status: Verify AI models are loaded
Video Processing: Check video processing is available
Search Index: Confirm search index integrity
Database Connected: Ensure the app's database is connected and healthy
Performance Monitoring
Memory Usage: Monitor RAM consumption
CPU Usage: Check processing load
Disk I/O: Watch for storage bottlenecks
Network Activity: Monitor for model updates
Getting Help with Index Issues
When to Seek Support
Persistent Errors: Issues that don't resolve with troubleshooting
Performance Problems: Significant slowdowns or crashes
Search Loss: Files are not returned in search
Feature Questions: Advanced indexing capabilities
Information to Provide
Error Messages: Exact error text and codes
System Information: OS version, hardware specs
Index Statistics: Current index size and file counts
Reproduction Steps: How to recreate the issue
Support Resources
Documentation: Check this guide and other help articles
Community Forums: Join Discord to chat with real-time support
Technical Support: Direct assistance for complex issues via email
Feature Requests: Suggest improvements for future versions
Conclusion
Proper index management is key to getting the most out of Desktop Docs. By monitoring your indexing status, managing storage efficiently, and performing regular maintenance, you'll enjoy fast, accurate searches and optimal system performance.
Remember: Your AI library is a living system that grows and changes with your files. Regular attention and care will ensure it continues to serve you well as your digital file collection evolves.
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