Document Index Tools

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Overview

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Tool Name

document_index_tools

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Purpose

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Functions Available

1. CREATE_INDEX
   Establishes a new document index and organizes content for streamlined search and retrieval.
2. LIST_INDICES
   Lists all available document indexes to verify or review their existence.
3. ADD_DOCUMENTS
   Inserts additional documents into an existing index, enabling dynamic updates.
4. LIST_DOCUMENTS
   Provides a list of all documents contained within a specific index.
5. SEARCH
   Performs keyword-based or phrase-based lookups across the indexed content.
6. ASK
   Interprets natural language queries, generating dynamic insights from the index.
7. DELETE_DOCUMENT
   Removes a single document from an index without deleting the entire collection.
8. DELETE_INDEX
   Permanently deletes an entire document index, clearing all associated content.
9. RENAME_INDEX
   Renames a document index to reflect reorganization or updated naming conventions.

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Key Features

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Input Parameters for Each Function

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CREATE_INDEX

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LIST_INDICES

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ADD_DOCUMENTS

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LIST_DOCUMENTS

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SEARCH

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ASK

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DELETE_DOCUMENT

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DELETE_INDEX

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RENAME_INDEX

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Use Cases

1. Comprehensive Document Management
   • Create indexes, add documents, and search or ask for context-based retrieval.
   • Example: Building "All_Product_Manuals" index for quick reference of product user guides.
2. Dynamic Querying & Insights
   • SEARCH for targeted keywords or use ASK to interpret natural language queries.
   • Example: “Which documents mention ‘Snowflake pipeline improvements’?”
3. Document Lifecycle Management
   • Remove outdated files via DELETE_DOCUMENT and retire entire indexes with DELETE_INDEX.
   • Example: Deleting older draft specs from "technical_specs_index" while retaining final docs.
4. Collaborative Access
   • LIST_DOCUMENTS helps teams see all content in an index, sharing it among multiple departments.
   • Example: Display the entire "finance_reports_index" to confirm Q2 budgets are uploaded.
5. Index Organization
   • Use RENAME_INDEX to reorganize or unify naming conventions over time.
   • Example: Changing "marketing_plans_2023" to "marketing_plans_current" after updates.

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Workflow/How It Works

1. Step 1 - Create or List Indexes
   • CREATE_INDEX organizes documents into a cohesive, searchable unit.
   • LIST_INDICES to review all existing indexes.
2. Step 2 - Add or Modify Content
   • For dynamic indexes, ADD_DOCUMENTS to expand coverage or DELETE_DOCUMENT to remove old files.
3. Step 3 - Search or Query
   • SEARCH for direct keyword-based lookups; ASK for advanced, natural language questions across the index.
4. Step 4 - Manage Index Lifecycle
   • LIST_DOCUMENTS for an overview, RENAME_INDEX for reorganization, or DELETE_INDEX to retire the entire set.

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Integration Relevance

• Team Knowledge Repositories: Combine with project_manager_tools to manage multi-project docs in a single index.
• Data Enrichment: Pair with database_tools to store query outputs or logs in an indexed environment.
• Workflow Automation: Integrate with process_scheduler_tools to schedule index updates or cleanup tasks.
• Testing & QA: Link with manage_tests_tools for storing test logs or documentation, ensuring easy future retrieval.

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Configuration Details

• Index Naming: Use consistent and unique names to reflect the domain (e.g., “Legal_Archive_2023”).
• Metadata: Provide well-structured metadata for improved filtering and search relevance.
• Index Type: Default is "static", but choose "dynamic" if frequent doc additions or removals are expected.

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Limitations or Notes

1. Document Volume
   • Index performance may degrade if extremely large sets or documents are added—consider splitting them.
2. Data Confidentiality
   • Sensitive info in indexes should have access restrictions or encryption if needed.
3. Renaming Risks
   • Changing index names might break references in existing workflows or scripts.
4. Irreversible Deletions
   • Deleting indexes or documents is permanent—confirm backups or references before finalizing.

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Output

• Index & Document Management
  • Confirmations for creation, listing, renaming, or deletion of indexes/documents, plus error messages if parameters are invalid.
• Search & Query Results
  • JSON-formatted outputs containing matched documents, relevant snippets, or references.

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How It Works

1. Create: _create_index(index_name="Research_Archive", documents=["Paper1 text", "Paper2 text"], index_type="dynamic")
2. Add: _add_documents_to_index(index_name="Research_Archive", documents=["Paper3 text"])
3. Search: _search(index_name="Research_Archive", query="Quantum entanglement", top_n=5)
4. Ask: _ask(index_name="Research_Archive", question="What are the main findings on quantum entanglement?")
5. List: _list_documents(index_name="Research_Archive")
6. Delete: _delete_document(index_name="Research_Archive", document_id="doc_34567") or _delete_index(index_name="Research_Archive")