Using the Indexes Tab Interface

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Overview

• Indexes Sidebar (left): Displays all created indexes with real-time status indicators and metadata
• Index Management Panel (center): Provides detailed controls across three tabs (Run, Configuration, History)
• Chat Panel (right): Displays search results and indexing progress in a conversational interface

• Visual Status Indicators: Real-time identification of index states (in-progress, completed, failed, stopped)
• Three Management Tabs:
  • Run: Execute search tools and index updates
  • Configuration: View read-only index settings
  • History: Review all past indexing operations
• Real-time Progress Monitoring: Live updates during index creation and updates with conversation recovery
• Automated Scheduling: Configure periodic reindexing using cron expressions for hands-free maintenance
• Multiple Search Tools: Access to Search Index, Stepback Search Index, and Stepback Summary Index

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Prerequisites

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Project-Level Configuration

1. PgVector Configuration: Vector storage must be configured at the project level
   • Navigate to Settings → AI Configuration
   • Configure PgVector connection settings
   • Verify connection is active
2. Embedding Model Configuration: An embedding model must be selected
   • Navigate to Settings → AI Configuration
   • Select and configure an embedding model
   • Test model availability

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Toolkit Configuration

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Accessing the Indexes Tab

1. Navigate to Toolkits: Go to Toolkits in the main navigation
2. Select Toolkit: Choose a toolkit that supports indexing from your list(e.g., Github)
3. Open Indexes Tab: Click on the Indexes tab in the toolkit detail view

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Creating a New Index

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Step 1: Initiate Index Creation

1. Click the + Icon: In the Indexes sidebar, click the + Create New Index button
2. New Index Form: The center panel will display the new index creation form

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Step 2: Configure Index Parameters

• Index Name: Provide a unique name for your index (collection suffix)
  • Must be unique within the toolkit
  • Maximum 7 characters
  • Alphanumeric characters recommended

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Step 3: Validate and Start Indexing

1. Form Validation: The Index button remains inactive until all mandatory fields are filled
2. Review Configuration: Verify all parameters are correct
3. Start Indexing: Click the Index button to begin the process

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Monitoring Indexing Progress

1. Indexes Sidebar (left panel): Each index card displays a status icon
2. Index Detail Header (center panel): Status label appears next to the index name

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Index Status Types

Status	Visual Indicator	Description	Availability
In Progress		Indexing is currently running	Progress visible in real-time; History tab disabled
Failed		Indexing encountered an error	Configuration tab available; Run and History tabs disabled
Stopped		Indexing was manually cancelled	Configuration tab available; Run and History tabs disabled

• Index Name: Collection suffix (e.g., docs, prod)
• Creation Date: Format: dd.MM.yyyy
• Document Count: Hover over the document count.
  • For initial indexing: total indexed count
  • For reindexed items: reindexed / total indexed (e.g., 50 / 200)
• Status Icon: Real-time visual indicator (progress spinner, error icon, or stop icon)

You will receive notifications for all indexing operations (initial indexing and reindexing):

• Success: Green checkmark icon with message showing indexed/reindexed counts
• Failure: Red error icon with failure message
• Scheduled Operations: Marked with “by schedule” text
• Action: Click any notification to navigate directly to the index

Notifications appear in the notifications panel

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Managing Existing Indexes

1. Click Index Card: Select any index from the left sidebar
2. View Details: Index information and management options appear in center panel
3. Access Tools: Available actions depend on index status

• Index Name: Current name/collection suffix
• Last Updated: Timestamp of most recent update
• Document Count: Number of indexed documents

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Manual Index Updates

1. Select Index: Click on the index you want to update
2. Navigate to Configuration Tab: Click the Configuration tab in the center panel
3. Click Reindex: Use the Reindex button in the index information panel
4. Monitor Progress: Watch real-time updates in the center and right panels
5. Review Results: Check for successful completion or error messages

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Schedule Index

1. Select Completed Index: Choose an index with completed status from the sidebar
2. Configure Schedule: Click the settings icon to open the schedule configuration modal
3. Set Cron Expression: Define the reindexing frequency using cron syntax (e.g., 0 2 * * * for daily at 2 AM)
4. Configure Credentials: Select an existing credential configuration or create a new one(only credentials matching your project type will be shown)
5. Save Schedule: Click Aplay to activate the automated schedule
6. Enable Schedule: Toggle the Schedule switch to activate automated reindexing

• Schedule Toggle: ON (enabled) or OFF (disabled)
• Cron Expression: Displayed next to the schedule controls
• Next Run: Timestamp showing when the next automated reindex will occur

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Deleting Indexes

1. Select Index: Choose the index to delete from the sidebar
2. Click Delete: Use the Delete button in the index information panel
3. Confirm Deletion: Enter the index name in the confirmation modal
4. Permanent Removal: Index and all associated data are permanently deleted

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Using Search Tools

• Search Index: Basic semantic search across indexed content
• Stepback Search Index: Advanced search that breaks down complex questions
• Stepback Summary Index: Search with automatic summarization of results

1. Navigate to Run Tab: Click the Run tab in the center panel
2. Tool Dropdown: Select search tool from the dropdown menu
3. Configure Parameters: Set search parameters and LLM model settings

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Summarized Search (Stepback Summary Index)

1. Select Tool: Choose “Stepback Summary Index” from dropdown
2. Enter Query: Provide query requiring summarized response
3. Model Selection: Choose appropriate LLM for summarization
4. Search Parameters:

   Parameter	Description	Example
   Messages	Conversation history for context-aware search	Previous chat messages
   Filter	Metadata filter as dictionary or JSON string	{"file_type": {"$eq": "markdown"}}, {"author": {"$eq": "john.doe"}}
   Cut Off (0 - 1)	Relevance threshold for filtering results	0.7 for high relevance, 0.3 for broader results
   Search Top	Maximum number of top results to return	10, 25, 50
   Full Text Search	Dictionary with full-text search configuration	{"enabled": true, "weight": 0.3, "fields": ["content", "title"], "language": "english"}
   Extended Search	List of chunk types to search	["title", "summary", "propositions", "keywords", "documents"]
   Reranking Config	Dictionary with field-based reranking rules	{"priority": {"weight": 2.0, "rules": {"priority": "high"}}}, {"updated_at": {"weight": 1.0, "rules": {"sort": "desc"}}}

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Basic Search (Search Index)

1. Select Tool: Choose “Search Index” from tool dropdown
2. Enter Query: Provide search query in the text field (e.g., How do I create secrets in Elitea and what are the best practices for managing sensitive configuration data?)
3. Configure Model: Select LLM model and adjust settings if needed
4. Optional Parameters:

   Parameter	Description	Example
   Filter	Metadata filter as dictionary or JSON string	{"file_type": {"$eq": "markdown"}}, {"$and": [{"author": {"$eq": "john"}}, {"status": {"$eq": "active"}}]}
   Cut Off (0 - 1)	Relevance threshold for filtering results	0.7 for high relevance, 0.3 for broader results
   Search Top	Maximum number of top results to return	10, 25, 50
   Full Text Search	Dictionary with full-text search configuration	{"enabled": true, "weight": 0.3, "fields": ["content", "title"], "language": "english"}
   Extended Search	List of chunk types to search	["title", "summary", "propositions", "keywords", "documents"]
   Reranking Config	Dictionary with field-based reranking rules	{"severity": {"weight": 2.5, "rules": {"priority": "critical"}}}, {"file_type": {"weight": 1.5, "rules": {"contains": "test"}}}

1. Activate Run Button: Button becomes active when query is provided
2. Click Run: Execute the search operation
3. View Results: Results appear in the right panel chat interface

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Advanced Search (Stepback Search)

1. Select Tool: Choose “Stepback Search Index” from dropdown
2. Enter Complex Query: Provide detailed or multi-part query
3. Model Settings: Configure LLM for query decomposition
4. Search Parameters:

   Parameter	Description	Example
   Messages	Conversation history for context-aware search	Previous chat messages
   Filter	Metadata filter as dictionary or JSON string	{"category": {"$eq": "bug"}}, {"$and": [{"priority": {"$eq": "high"}}, {"status": {"$eq": "open"}}]}
   Cut Off (0 - 1)	Relevance threshold for filtering results	0.7 for high relevance, 0.3 for broader results
   Search Top	Maximum number of top results to return	10, 25, 50
   Full Text Search	Dictionary with full-text search configuration	{"enabled": true, "weight": 0.3, "fields": ["content", "description"], "language": "english"}
   Extended Search	List of chunk types to search	["title", "summary", "propositions", "keywords", "documents"]
   Reranking Config	Dictionary with field-based reranking rules	{"importance": {"weight": 3.0, "rules": {"contains": "critical"}}}, {"created_at": {"weight": 1.0, "rules": {"sort": "desc"}}}

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Viewing Index Configuration

1. Select Index: Choose any index from the sidebar
2. Navigate to Configuration: Click the Configuration tab in center panel
3. Review Settings: All configuration parameters are displayed in read-only format

• Creation Settings: Original parameters used during index creation
• Toolkit-Specific Config: Parameters unique to the toolkit type
• Processing Options: Chunking, filtering, and processing configurations
• Timestamp Information: Creation date, last modified date
• Version Information: Index format version and compatibility

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Understanding Configuration Details

• Source Location: Repository, space, project, or file location
• Scope Filters: Branches, labels, file patterns, date ranges
• Access Credentials: Associated credential information (name only)

• Chunking Strategy: How documents are split for indexing
• Content Extraction: File types and content elements included
• Filtering Rules: Content exclusion patterns and rules

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Reviewing Index History

1. Select Index: Choose an index from the left sidebar
2. Navigate to History Tab: Click the History tab in the center panel
3. Review Operations: View all past indexing events in chronological order

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History Tab Interface

• Event Column: Displays the type of indexing operation (Created, Reindexed, Stopped, Failed)
  • Click to sort alphabetically (ascending/descending)
  • Sort arrow indicator shows current sort direction
• Date Column: Shows when the operation occurred (format: dd-MM-yyyy, hh:mm a)
  • Click to sort chronologically (ascending/descending)
  • Default sort: Most recent first (descending)

• Event Label: Operation type in the left column
• Timestamp: Operation date and time in the right column

• Click any history item to view detailed information in the chat panel
• Most recent history item is automatically selected by default
• Selected item remains highlighted for easy reference

Event          | Date
---------------|------------------------
Reindexed      | 21-11-2025, 02:00 AM
Created        | 20-11-2025, 10:30 AM

• Event Label: “Created”
• Timestamp: When the index was first created
• Purpose: Tracks the original indexing operation

• Event Label: “Reindexed”
• Timestamp: When manual reindex was triggered
• Purpose: Documents user-initiated index updates

• Event Label: “Reindexed”
• Timestamp: When automated schedule executed
• Purpose: Tracks automatic index updates from schedules
• Detail Message: “Successfully reindexed by schedule” appears in the detailed view

• Event Label: “Stopped”
• Timestamp: When indexing operation was manually cancelled
• Purpose: Documents cancelled indexing operations

• Event Label: “Failed”
• Timestamp: When indexing operation encountered an error
• Purpose: Documents failed indexing operations for troubleshooting

• Schedule Verification: Confirm that scheduled reindexing is executing as expected
• Update Tracking: Monitor frequency of index updates
• Troubleshooting: Review timing of operations when investigating issues
• Audit Trail: Maintain record of all indexing activities

• Regular Review: Periodically check the History tab to verify operations are successful
• Schedule Monitoring: For scheduled indexes, confirm entries appear at expected times
• Failure Investigation: Review history when troubleshooting indexing issues
• Frequency Analysis: Analyze update patterns to optimize reindexing schedules

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Troubleshooting

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Common Issues and Solutions

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Performance Optimization

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Best Practices