Index and Search Rules for Workspaces

When you search for IBM® Cognos® BI content or IBM Connections content, the rules concerning whether workspace activities are listed in the search results depend on the access permissions of the user who indexed the content as well as your own access permissions.

All public activities are included when content is indexed, so they can be retrieved in a search. Activities created from workspaces are private by default, unless they are changed to be public in IBM Connections.

If the user indexing the content has access to a specific private activity, this activity is included in the index. When you search for a term that matches the private activity, you get the following results:

If you have access to the private activity in IBM Connections, the workspace to which the activity is connected is listed in the IBM Cognos search results. The activity is also listed in the IBM Connections results, provided that your system administrator has enabled public and private searches.
If you do not have access to the private activity in IBM Connections, the workspace to which the activity is connected is listed in the IBM Cognos search results. The activity is not listed in the IBM Connections results.

If the user indexing the content does not have access to a specific private activity, this activity is excluded from the IBM Cognos BI index. When you search for a term that matches the private activity, you get the following results:

If you have access to the private activity in IBM Connections, the workspace to which the activity is connected is not listed in the IBM Cognos search results. The activity is listed in the IBM Connections results, provided that your system administrator has enabled public and private searches.
If you do not have access to the private activity in IBM Connections, the workspace to which the activity is connected is not listed in the IBM Cognos search results. The activity is not listed in the IBM Connections results.

The following table shows the criteria that govern when an activity is seen or not seen in the Cognos search results for the workspace user and the user running the index.

Table 1. Viewing index and search results for Workspaces
User running the index	Workspace user sees an activity	Workspace user cannot see an activity
The user running the index can see the activity.	The workspace is listed in search results. The IBM Connections activity is listed in search results.	Workspace is listed in the search results. The IBM Connections activity is not listed in the search results.
The user running the index cannot see the activity.	Workspace is not listed in the search results. IBM Connections activity is listed in the search results. This is the most common scenario.	Workspace is not listed in the IBM Connections activity IBM Connections activity is not listed in the search results.