MasterLink Shop Writer uses special files called Indexes to organize information and allow the system to locate records quickly and efficiently.

Without indexes, searching through large amounts of data would become very slow. The indexing system allows MLS 2026 to:

•rapidly locate records

•sort information properly

•maintain browse orders

•speed up searches

•improve overall program performance

Indexes are a critical part of the database system.

How Indexes Work

Every major data file in MLS has associated index files.

These indexes allow the system to:

•locate clients instantly

•sort service units by license or VIN

•search workorders quickly

•organize inventory records

•retrieve accounting information efficiently

Whenever records are:

•added

•modified

•deleted

the indexes are automatically updated by the program.

Normally this process is completely automatic and invisible to the user.

Causes Of Index Corruption

Although indexes are maintained automatically, they can occasionally become damaged or out of synchronization with the data files.

This may happen because of:

•unexpected power failures

•workstation crashes

•network interruptions

•Windows problems

•improper shutdowns

•server failures

•other software attempting to access MLS data files

•antivirus or backup software locking files unexpectedly

When this occurs, MLS may:

•display incorrect information

•fail to find records

•sort records improperly

•appear inconsistent between workstations

•show duplicate or missing browse entries

In most cases, the actual data remains intact and only the indexes require rebuilding.

Rebuilding Indexes

MasterLink Shop Writer includes a built-in utility for rebuilding indexes.

To access it:

Tools → Index Files

Selecting Files To Reindex

When the Index Files screen appears:

•a list of file groups will be displayed

•each group includes a selection checkbox

You may:

•select individual file groups

•select multiple groups

•use the Select All button to rebuild everything

Running The Reindex Process

After selecting the desired groups:

•press the Index button

MLS will then:

•remove damaged indexes

•rebuild fresh indexes

•reorganize the selected data files

The process is normally very fast and often completes within:

one to two minutes

even on large systems.

Important Operating Requirement

Before rebuilding indexes:

ALL USERS MUST EXIT MASTERLINK SHOP WRITER

This is extremely important.

No workstation should remain inside MLS during indexing.

If users remain connected:

•files may still be locked

•indexes may rebuild incorrectly

•corruption may continue

•data inconsistencies may remain

Always verify:

•all workstations are closed

•no one is actively using MLS

•background processing is complete

before starting the indexing operation.

When To Rebuild Indexes

You may go years without needing to rebuild indexes.

However, indexing should be considered a first troubleshooting step when:

•records seem missing

•searches fail

•browse orders look incorrect

•duplicate entries appear

•information appears inconsistent

•workstations display different results

•data appears out of order

•reports seem inaccurate

Reindexing is safe, fast, and often resolves these issues immediately.

What Reindexing Does NOT Do

Rebuilding indexes:

•does NOT delete your data

•does NOT modify financial information

•does NOT remove workorders

•does NOT change client records

It simply rebuilds the organizational structure MLS uses to locate information efficiently.

Best Practices

•Ensure all users are out of MLS before indexing

•Perform indexing from the server or main workstation

•Rebuild indexes after unexpected crashes or power failures

•Reindex before assuming data is lost

•Maintain stable network connections

•Avoid allowing non-MLS software direct access to database files

•Ensure regular backups are functioning properly

Suggested Troubleshooting Sequence

If MLS appears to behave incorrectly:

1.Exit all workstations

2.Verify the server is stable

3.Run Index Files

4.Reopen MLS

5.Recheck the problem

Many unusual database behaviors are resolved simply by rebuilding indexes.

Important Note About Network Stability

Because MLS is a multi-user network application, reliable network operation is extremely important.

Repeated index problems may indicate:

•unstable networking hardware

•failing cabling

•workstation disconnects

•server hardware issues

•aggressive antivirus scanning

•improper shutdown procedures

If index corruption occurs frequently, the underlying system stability should be investigated.

The Index Files utility is one of the most valuable maintenance tools in MasterLink Shop Writer and should be understood by anyone responsible for managing the MLS system.

Indexing