How to Fix Lotus Notes Error Entry Not Found in Index While Archiving? Quick Tips
Hello Everyone! Our organization uses Lotus Notes version 9.0 for emailing purposes. Most of our users archive their email to a network share, which is not on a Domino server. For which, when users on clicking the Tools and Archive Settings, a pop-up message is prompted as “Lotus Notes error entry not found in index while archiving.” While using any of the archive options under Action such as Archive Now, they are asked to move further and later the same message is prompted. As a result, the users are not able to open the Archive log in any way, Moreover, I can access their Archive from the network driver, but it looks OK. Unfortunately, users are unable to archive any other mail. Please advise some instant solution to fix ”Entry not found in index while archiving” error message.
What is IBM Notes Entry Not Found in Index Error?
Sadly it is one of the major issues faced by many Lotus Notes users. This error generally occurs when a user tries to open any document in the IBM Notes application. After this, a Lotus Notes error “Entry not found in Index while archiving” is generated. Now, this same error is manipulated in different ways like Entry not found in index…, Entry not found in index or view’s index is not built, while working with Lotus Notes documents, design, emails, etc.
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Causes & Solutions – “Entry Not Found in Index While Archiving”
Cause 1: Internal Configuration Files Issues
Sometimes, this error generates when there is some issue with the internal configuration files or general file. That can be a “Lookup Formula issue”. This is because if the entered Lookup formula is incorrect. In such circumstance, IBM Notes finds difficult to fetch the required document and thereby generates “Lotus Notes error entry not found in index while archiving”. Furthermore, this error can also occur due to blank or null key value or if the refresh is required for the host view and folder.
Solution 1: Refresh Lotus Notes
- Initially, try to Refresh the Lotus Notes view using F9 key
- If it does not work, then Upgrade the View using Shift+F9
- If the error still exists, then it is possible that the Lookup Formula is causing the problem
Solution 2: Check Lookup Formula
Check the Lookup Formula and if it is incorrect then fix the syntax error
For that, use @IsError function to troubleshoot and diagnose such an error
For instance:
temp := @DbLookup("":"NoCache";"":"";"view";"key";2);
@If(@IsError(temp);"Error message";temp)
If there is only one error in the formula, then the text “Error message” will be returned. Else, the lookup value showing “contained in temp” will be returned
Cause 2: If NSF file’s Data is Corrupted
This Lotus Notes error “Entry not found in Index while archiving” can also be occurred when the NSF file which contains the data is corrupted. This file is located in Notes\Data directory where it includes contacts, connections, location and information of personal address book. If the NSF file is corrupted, then ask the concerned administrator to create and restore a new data from the corrupted file.
Solution 1: Compress the Database
- Firstly, Compress the Lotus Notes Workspace that will help to understand the data easily
- Now, select the Lotus Notes Mail Database and Right-click the database
- Then, go to the Application and select the Properties option
- Press the I tab and click Compact to compress the selected database
Solution 2: Repair the Corrupted NSF File
IBM Lotus Notes offers inbuilt utilities that help to repair the corrupted NSF file. One can run Fixup compact, Updall commands, which performs the repair and recovery of NSF file to fix “Lotus Notes error entry not found in index while archiving” issue.
Also Read: How to Migrate Lotus Notes to New Computer?
Let’s Wrap Up
There can be various errors involved while archiving the files, one such Lotus Notes error is “Entry not found in Index while archiving”. This blog has described the various solutions with respect to its causes. One can avail of any of these methods by understanding the cause first. By this, a user can smoothly fix the “Entry not found in Lotus Notes index while archiving” error.