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HomeMy WebLinkAboutAbout WebLinkCITY OF KITCHENER ABOUT WEBLINK GENERAL INFORMATION AND USER TIPS (Revised 2001-03-29) TABLE OF CONTENTS Part 1: Introduction to WebLink1 · Concurrent Users2 · Frequency of Updates2 Part 2: Retrieving Documents2 · Browsing2 · Searching2 · Wildcards3 · Search Options3 · How To: · Perform a word of phrase search4 · Perform an AND, OR, or NOT word search4 · Perform a WITHIN (proximity) search4 · Perform an index card field search4 · Search Results5 Part 3: Document Display5 · Document Window5 · How To: · Search for a specific word on a page6 · Go to a different page in the document6 · Print6 · Copy text for use in another application6 PART 1: INTRODUCTION TO WEBLINK LaserFiche WebLink has one of the most powerful document retrieval engines available. As a result, it has been selected to support the City of Kitchener’s web-based document imaging program. As implementation progresses, it will be used to provide access to a number of different types of corporate documents. 2 CONCURRENT USERS WebLink provides web-based access to the LaserFiche document server. As a result, although access is through the browser, the number of concurrent users is limited by the terms of the City’s licensing agreement with LaserFiche. At the present time, the City has allocated 20 concurrent user licenses to WebLink. In other words, no more than 20 people can access WebLink at any one time. If you are st the 21 person to try to use WebLink, you will receive a message indicating that all licenses are currently in use and to try again later. WebLink also has a feature that automatically times users out if they are inactive for more than 10 minutes. FREQUENCY OF UPDATES The frequency with which information available via WebLink is updated will vary. Agendas will normally be posted as soon they are prepared for release. Minutes will be posted within one week of being printed or circulated in final form. PART 2: RETRIEVING DOCUMENTS There are two main ways to retrieve documents using WebLink: 1. By locating them in the folder browser 2. By searching words or phrases in their content (if the document contains printed or typed text) or searching index card fields BROWSING LaserFiche uses a folder browser to file and organize documents, similar to a filing cabinet. You can use the folder browser to view the folder hierarchy and the documents in each folder. In the browser, each file name has an icon identifying what type of object it is. Folders are represented by a folder icon; documents are represented by a page icon. To open either one, click on their icon or name. SEARCHING The search feature locates documents by looking at the document index for specific words or phrases. You can also search by index card information. When you search for a specific word or phrase, you may choose to perform a “fuzzy’’ search. This feature will find all words or phrases similar to that which you typed. The fuzzy search feature allows LaserFiche to find words even if they contain misspellings or OCR errors. Tip: Fuzzy searches take significantly more time. If you don’t find the document you're searching for, turn on the fuzzy search option the second time. If you don’t know the exact document you want, or the print quality of your scanned documents is poor, you should use the fuzzy search from the beginning, so that your list of located documents is as complete as possible. 3 LaserFiche will display a “Search Results” window, listing all documents found that meet the search criteria. You may open any of them, just as you would from the folder browser. Note: Searches are not case-sensitive. WILDCARDS Wildcards can be used in any search to stand for one or more characters. * (asterisk): Represents any number of missing characters (including zero). For example, govern*s would find words such as governors, governments, and governs. ? (question mark): Represents any single character. For example, gr?y would find words such as gray and grey, but not gravy. [ ] (brackets): Like the ? wildcard, [ ]stands for any single character. Unlike the ? wildcard, the [ ] wildcard matches only a specific set of characters, defined by whatever is in the brackets. For example, gr[ae]y would find gray and grey, but nothing else. - (dash): This operator indicates a range of characters. For example, b[a-i]t would find the words bat, bet and bit, but not but. All of these wildcards may be combined. For example, br[a-o]ke* would find words including brake, braked, broke, broker, and broken. SEARCH OPTIONS The Search feature allows you to perform word and phrase searches, combined word searches, and index card field searches. Phrase: Finds documents containing a single word or phrase. And: Finds documents containing both words or phrases. Or: Finds documents containing at least one of the specified words or phrases. Not: Finds documents containing the first word or phrase, but not the second. Within: Finds documents containing both words or phrases within a specified distance of each other. Template: Finds documents by the data in their index card fields. The dialog will display a default index card. It will also allow you to select an index card template and enter field data to search on. Phrase 1: Enter the first word or phrase here. Phrase 2: Enter the second word or phrase here. (This option will not be available if you choose a Phrase or Template search.) 4 Fuzzy word search: Choose this option to perform a fuzzy text search. Search: Executes the search using the specified criteria. HOW TO: Perform a word or phrase search: 1. Click the Search icon to display the Search dialog box. 2. Make sure the Phrase button is clicked, and enter the word or phrase you want to find in the Phrase box. 3. If desired, you can click the Fuzzy word search box to find occurrences of words that are spelled similarly but not identically to your search word/phrase. 4. Click the Search button to execute the search. Perform an AND, OR, or NOT word search: Click the Search icon to display the Search dialog box. 1. 2. Select the And, Or, or Not operator button. The box will provide spaces for two phrases and will search for these phrases based upon your search entries. 3. Enter the two phrases in the boxes provided. 4. If desired, choose the Fuzzy Search option. 5. Click the Search button to execute the search. Perform a WITHIN (proximity) search: 1.Click the Search icon to display the Search dialog box. 2.Click the Within button. The dialog box will provide space for two phrases, and will find documents that have these phrases within the specified distance of each other. 3.Enter the words or phrases in the boxes provided. 4.In the Within box, enter the maximum number of words that can separate the two phrases. (You can also specify the range in terms of sentences or paragraphs). 5.If desired, choose the Fuzzy word search option. 6.Click the Search button to execute the search. Perform an index card field search: 1. Click the Search icon to display the Search dialog box. 2.Click the Template button. LaserFiche displays an index card for entering field criteria. 3.Select an index card template containing the desired documents. 4.Enter the field data for the documents you want to find or click in the area for field values to display pull-down lists. (If you are unsure of how the field data is spelled, use the wildcard characters *, ?, and [ ] for character fields, as described earlier.) 5.Click the Search button to execute the search. 5 Note: Do not press ENTER to move the cursor when entering field data; use the arrow keys instead. Pressing ENTER will execute the search with the criteria already entered. SEARCH RESULTS WebLink will list the documents that meet the search criteria specified in priority based on the number of times that your search term(s) were found in the document. To see the context of each hit within a specific document, click on the document name. To open the document, clicking on the specific line of text. This opens the document to that particular page, not the first page of the document. To examine another document from the same search, use the Back Arrow on your browser to return to the screen that listed all the documents. To start a new search, click on the search button at any time on any open screen. PART 3: DOCUMENT DISPLAY When a document is opened from the folder browser or from the search result window, a document window displays the contents of the document. There are three options of how the document can be displayed. · Image · Text · Index Card Fields DOCUMENT WINDOW When a document is opened it displays the graphical image of one page of the document. This is known as the Image View. Several buttons also appear on the toolbar above the document. Their function is described below. Zoom + Zooms in closer to the image. Zoom- Zooms out away from the image. Window + Increases the size of the window to fill the screen. Window - Decreases the size of the window. Reset Image Returns image to its original size. Return to the Returns to the browser window containing the last document viewed. Database 6 View Image Displays the image view (this button appears when the field or text view is displayed). View Fields Displays the index card fields for the entire document. View Text Displays the ASCII text of one page of a document. HOW TO: Search for a specific word in a document To locate a specific word in a document, first select View Text. Go to “Edit” in your browser (not in WebLInk), select “Find (on This Page)”, and follow the instructions in the Find dialog box. Go to a different page in the document To change pages in a document you have two options. If you want to move forward page by page, you can click on the page up or page down arrow buttons that appear at the upper right or lower left of each page. If you want to move to a specific page, insert the page number in the “Page ___ of XX” box and hit enter. Print With WebLink you have the ability to print, although it is not recommended that you use this source to print entire documents. Rather, the print function is intended primarily to support printing on a page by page basis. If you want to print an entire document it is recommended that you download the document as a PDF first. To print an entire page, select View Image and then use the print button on your browser toolbar. To print part of a page, select View Text, highlight the portion of text you want to print, and then use the print button on your browser toolbar. Copy text for use in another application To copy text for use in another application, first select View Text. You cannot edit the text that appears, but you can highlight and copy it. It can then be pasted into another application.