What this category's data looks like
This page addresses the student status change and graduation eligibility review scenario. Materials include leave-of-absence and return-to-school applications, major transfer applications, graduation review checklists, and accompanying signature pages and receipts. Materials come from academic affairs system exports, departmental submissions, and historical archives, with update cadence following student status change batches and graduation review milestones. Field characteristics center on name, student ID, major name, course count, change date, and signature field. The same record often shows mismatched names, counts, and dates between the application and the checklist, versions are not synchronized, and signatures or receipts are missing. After materials enter parsing and training tasks, each plays a different role: application-type materials participate in initial training as data rows to be indexed, checklist-type materials participate in rebuilding as data rows that have already been indexed, and signature pages and receipts are used to verify field completeness.
Configuration and implementation checks
This step is executed by parsing and training tasks (server-side tasks), outputting data rows and index status (parsed, indexing, indexed). The "version ledger and change records" are then completed by retrieval and subsequent processing. After parsing is complete, parsed chunks are immediately persisted as visible data rows and bound to a unique data identifier. The index transitions through three states, and data to be indexed does not participate in recall.
| Object | Check | Verification action |
|---|---|---|
| Leave-of-absence and return-to-school application | Whether fields, dates, and signatures are consistent with the current version | Open the data row to verify the status, and check whether the chunkSize and chunkSplitter settings affect field splitting |
| Major transfer application | Whether the names, counts, and dates of the same record match across the two materials | Verify the file record and the data row separately, and confirm whether trainingType matches the index status |
| Graduation review checklist | Whether the old version is traceable and whether references are synchronously updated | Check the data rows covered by the rebuild task, and confirm that only data that has already been indexed is covered |
| Data row | Is in one of parsed / indexing / indexed and consistent with the interface display | Open the data row to verify the status transitions, and confirm that data to be indexed does not participate in recall |
Three common errors
- Symptom: A newly uploaded material cannot be found. Cause: The data row is in parsed or indexing status, and data to be indexed is naturally isolated at the retrieval layer and is not recalled.
- Symptom: The names, counts, and dates of the same record do not match across the two materials. Cause: Versions are not synchronized, and the old data row's references were not updated with the current version.
- Symptom: Empty data rows remain after a training failure. Cause: An interrupted training leaves orphan data behind, which is not edited or deleted in time, and the index status does not return to indexed.
How to verify the setup
Upload a material, observe the data row status transitions and the coverage scope of the rebuild task, and confirm that the three states parsed, indexing, and indexed are consistent with the interface.
Change one piece of content, and see whether the version number and references are synchronously updated.
- Verify the file record and the data row separately, and confirm that the identities of the file record and the data row are distinguishable.
- Check the data rows covered by the rebuild task, and confirm that only data that has already been indexed is covered, and that data to be indexed does not participate in rebuilding.