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Overview: Intelligent Search Indexing

This guide describes the Intelligent Search configuration options available to account administrators. These features give you control over which courses are indexed, how resources are allocated, and how search results are scoped.

Intelligent Search Indexing Controls

Administrators can configure how far back Intelligent Search looks when automatically indexing course content. This date-based window controls which courses are eligible for automatic indexing.

Configuring the Indexing Window

You can set how many months of course content are included in automatic indexing at the account level. The default window is 4 months.

When Intelligent Search is first enabled, courses are automatically queued for indexing if they meet both of the following criteria:

  • The course or term start date falls within the configured month window.
  • The course contains documents with substantial text content.

Courses Outside the Date Window

Courses that fall outside the automatic indexing window are not indexed by default, but Intelligent Search can still be enabled for them individually. See "Manually Enabling Intelligent Search for Individual Courses" below for details.

Account-Level Intelligent Search Toggle

When enabled by Atomic Jolt, an Intelligent Search toggle becomes available at both the global account level and within individual sub-accounts.

How Search Results Are Scoped

When the account-level toggle is on, search results include courses that meet either of the following conditions:

  • The course falls within the configured date range and was automatically indexed.
  • Intelligent Search has been explicitly enabled for the course via Course Settings.

Courses Removed from Results

Courses that were previously indexed but no longer meet the date criteria — and do not have Intelligent Search manually enabled — are automatically excluded from search results.

Intelligent Search Token Usage Limits

Token limits allow you to manage how much indexing capacity Intelligent Search consumes. Limits can be configured at two levels:

  • Application level: A global cap that applies across all indexing activity in the account.
  • Per-course level: A limit scoped to an individual course's indexing.

Behavior When Limits Are Reached

Once a token limit is reached, indexing stops. However, search queries continue to function normally — users can still search content that has already been indexed.

Note: Because token usage is calculated per document, the total consumed may slightly exceed the configured limit before indexing stops.

Manually Enabling Intelligent Search for Individual Courses

Courses outside the automatic indexing window can still have Intelligent Search enabled on a case-by-case basis.

How to Enable

  1. Navigate to the course's Settings page.
  2. Enable the Intelligent Search option.
  3. Refresh the page — the Intelligent Search toggle will become available.

What to Expect After Enabling

After Intelligent Search is manually enabled for a course, indexing begins automatically. There may be a short delay before indexed results appear in search. The course will remain searchable as long as Intelligent Search is enabled, regardless of whether it falls within the configured date window.