How Reindex Data Files Affects Your Data

Last reviewed: 01/17/2012
Article ID: R10102

The information in this article applies to:

• Tabs3 Billing Software Versions 16, 15, 14, & 12
• PracticeMaster Versions 16, 15, 14, & 12
• Tabs3 Accounts Payable Software (APS) Versions 16, 15, 14, & 12
• Tabs3 General Ledger Software (GLS) Versions 16, 15, 14, & 12
• Tabs3 Trust Accounting Software (TAS) Versions 16, 15, 14, & 12
• Tabs3 Remote Entry Software Versions 16, 15, 14, & 12
• System Configuration Versions 16, 15, 14, & 12

SUMMARY

The Reindex Data Files program is used to recreate the index files used to locate the position of specific records within the data file. The Reindex Data Files program can affect the data files in various ways. This article explains the affects reindex will have on those files.

MORE INFORMATION

If you run the Reindex Data Files program with no options enabled, the program:

1. Resets the safety flag in the file header.
2. Rebuilds the internal list of deleted records.
3. Removes the existing index file and builds a new optimized index file.

Note: The data itself is not altered in any way if you reindex the data file with no options selected.

If you choose the "Compact Selected Files" option, the program:

1. Creates a new data file from the active records in the old data file. This process can require up to twice the amount of disk space as the original data file size to complete. The program has code to check for this, but anyone can allocate space at any time on a network.
2. All reference numbers are reorganized.
3. The old data and index files are deleted.
4. A new index file is built.

Note: This option should not be used unless a backup of the data has been made first.

Technical Note: Reindexing the Contact file (CMSYSTEM\CMRELATE) with the Compact Selected Files option selected will also reindex the Contact cross reference file (CMSYSTEM\CMXREF) and the E-mail cross reference file (STEMXREF). Note in prior versions, the Contact file was known as the Related Party file.

If you choose the "Delete records that contain errors" option:

If you choose the "Delete records that contain errors" option, the same processing is done as explained above (depending on the "Compact Selected Files" option) PLUS:

1. The reindex program will automatically remove any record that causes an illegal duplicate index.
2. The reindex program checks for bad data that cannot be edited using normal means. If the data cannot be edited, then the program will delete the record.

Note: This option should not be used unless a backup of the data has been made first.

If a Reindex Files Error Report is produced:

When you run the Reindex Files program, a Reindex Files Error Report may be produced. This Error Report most commonly accompanies the Data File Integrity Check Error 69 - Duplicate Keys. The Reindex Files Error Report will show all records with rejected Key entries. When this report is produced, the best option is to restore from a good backup.

If restoring from a backup is not an option, rerun the Reindex Files program for the same data file with the Delete records that contain errors check box selected. Selecting this option instructs the program to delete the data records with rejected Key entries. It is possible, though, that records that contain valid data may be lost. Run the Data File Integrity Check after the reindex has completed to confirm that all Error 69s have been resolved. If the errors have been eliminated by deletion of the corrupted records, you can evaluate whether to re-enter the records shown on the Reindex Files Error Report.

The Error Report is saved to a text file named T3REORG.LOG. This file can be opened with a text editor if necessary. This file is deleted and recreated the next time the Reindex Data Files program is run. The Reindex Files program copies deleted records to a file named "stct#.tmp" (where # is a number from 0 to 999). The name of the file is in the Reindex Files Error Report. However, this temporary file is a binary file and may or may not be of any use. Depending on which file the error occurred in, you may or may not be able to see usable information regarding which records were deleted.

REFERENCES

• KB Article R10779 - Reindex Files Program Interrupted
• KB Article R10616 - DFIC Error 69 - Duplicate Keys

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