For each Candidate or Vacancy record that must be indexed in Textkernel Search, the connector creates a related-object record Textkernel Indexing Status record which keeps track of the indexation status, whether the record was indexed properly in Textkernel Search or not, when it was last indexed and an error message if the record was not successfully indexed.
The indexation status of a record can be one of the following:
- Up to date: indicates that record has been properly indexed in Textkernel Search and the data is up to date;
- To be indexed: for every new candidate/vacancy record created in Salesforce or existing record that has been updated (and that meets the indexation filter - see below), the status of the related Textkernel Indexing Status record is set to To be indexed. Records with this status are queued and indexed again in Textkernel Search;
- To be removed: records marked with this status are queued to be removed from Textkernel Search;
- Removed: candidate/vacancy records whose related Textkernel Indexing Status is set to Removed have been deleted from the Textkernel Search index.
At a defined interval, the connector runs and updates all candidate/vacancy records that are marked with the status To be indexed. These records are queued and updated in Textkernel Search, then the status of the records are set to Up to date if the indexation completed successfully.
This background job makes sure that Candidate and Vacancy records in Textkernel Search are always indexed (or removed) within a few minutes from their change in Salesforce, ensuring that users have always access to the most updated data.
The Textkernel Indexing Status object is used to keep track of the execution of the indexation job, and it defines the following fields (among others):
- Candidate: lookup field that contains a reference to the related Candidate record (in the case the Textkernel Indexing Status record refers to a candidate);
- Vacancy: lookup field that contains a reference to the related Vacancy record (in the case the Textkernel Indexing Status record refers to a vacancy);
- Status: the indexation status of the candidate/vacancy record. One of the following values: Up to date, To be indexed, To be removed, Removed;
- Last indexing request: timestamp of the last attempt to index the related candidate/vacancy record;
- Last successful indexing: timestamp of the last successful indexation of the candidate/vacancy record;
- Priority: it indicates the indexation priority of this candidate/vacancy record (see below the paragraph Priority);
- Response code and message: in case of errors, these fields contain useful information that can help the Textkernel Support team to identify what the issue is; for candidate/vacancy records successfully indexed, the response code field is set to 200;
- Error severity code: in case an error occurred while indexing, this field describes the severity of the error where 1 means a temporary error, 2 a configuration error and 3 a permanent error (see below from more information about the errors and the indexing retry mechanism);
- Next retry: if an error occurred while indexing the related record, this field shows the timestamp of the next indexing retry;
- Retry number: if an error occurred while indexing the related record, this field contains the number of times the connector has tried to index the record.
The connector can filter Candidate or Vacancy records that shall not be indexed in Textkernel Search, for instance candidates that are not available or expired vacancies. Please check with the administrator of the integration in your organization how the filtering has been set up.