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HomeMy WebLinkAboutHandouts_Regular_Tab 1_06/12/2008Online Document Searching (How To) This instructional will assist you in quickly searching through the Tequesta Imaging Center to locate your items of interest. We have done our best to simplify the process and if you adhere to the steps listed therein, you will find that the system is quite good and producing the results you are interested in. When searching for a particular document we will want to keep our search as simple and specific as possible. This will help the system to extract the desired documentation. We will now move on to the search criteria. They are listed in order from most general to most specific. The majority will find that basic browsing or text searching will meet their needs. However more specific searching may be required for certain criteria. Step 1- (Logical Browsing) We have done our best to make the document center as logical as possible. In the following screenshots you can see that items are stored in a folder hierarchy much like a Microsoft Windows environment. This should be fairly intuitive, and most people will be able to locate their documents by simply browsing through the file structure. We have named folders and files logically to allow for very easy recognition of document type and location. You can navigate the folder structure from the left "Folder" view or the right "Document View". For example if we were looking for the Regular Council Agenda from February 2008 we would navigate down the folder structure starting at Village Clerk-Agendas-2000's-2008-February. Once the February folder is selected you will see all the Agendas from February of 2008. You may then click the document to View, Export, Print, or Check Linked Documents. Please see below for examples: . Ty.,.w„ ImaQlnQ Caller ,. r~ „.e ~.w. ww«.. am.r ~ s.w,n .wr wws iw.'.-~:-.-.- . ® *.w..m imp ^ w.wr n -:__ - r.,v....Imaging Center ,,,,, o,., ~~ ~ e,o.... I s..r<n ~._ nam~c -,..< .T.y..w.. Imaging linter ,,, ~~ ,„ y=ew ww.a.. aro+.. s.aRn I ~. m.,m -..ew.w..B. ~• . ~ ieWafU ima9rq I ~ t~pg ~ 9e GM A 4Benaa ISUCPBNnq ~.. ~' tBBBv ® Ymutaz xx0a .Ty6.w,. Imaging Center .,,,., ~~ „,o ,,,,,, w~ v maVaB )e v rnaBa n... e - ya~aw xxx ®- xx~ ® eBeoe ® zoos ® _ 2ooa ® r xaooe ' _- zoo ® - ye„an ~suroae.po ® u.„N.a .._ 2009 .~,..r.. Imaging Center aorr. saartn ,.,..,_,..-(<o J .. ...., ..._~• ~ - ..B s n.,<~ y, .., _,....~ a moo„B Laa for-~ „,a.. NeageGM O Q2-F or. ~ e yenma O). ua, cn ® ~ tB!45 Oa-+yni ® - rB90B ~ 05~ua, rp)pf ne ® tBBOf 0)~ uA ® - t9BOZ oup:z' B 2000c ® 2x0 -. e0~0eoxr 2002 2 ~e.eT AO) B3 a ^ 8 3005 ® ..0 B .T.y...w.. Imaging Center v.v.w o.. ~~ .. v.ww uvwr.v avow.. I saxcn .w...+vs~~w.ux.. nq...... woo.. nae.n.v.e„v,. .--_ W --_ ___ _ I e *•w.rowwwm , .ix w.vy co~:va A.gnx_orl.aooe B ~uaq.Oxv 4wnaa_ ~qn G.nxL 02'Oa2000 9 .gMCi9 ym~ 0.nxon PUxi<Safwr_OTr0aN00 ® t950s ® - t060a ]swag ® - tga)s 61 E3 2000s ® 2000 N102 AOl ® 200a ® 2W3 ® -2006 ® -200) a zone . ~.y:...r.. Imaging CtMar q.w ao..e s.Rn 99 wg.r-.r m~ _~J ~ ~ s .. ~,~_ ~ - ors o0~c+-, 2)8fi! - >...~.~9 .xmm a~ronw, .a...u aawa wq. ~.. .qww.. wow.zaw.o....xu.r ou._.,.~~.w. ?u .naor ogouwxMUxgr p.rrn O.Ym.s9ngsn0 a.g0ia OOOmMe~ b1vy00 vliwOtaiEprtOiw Orwsggas Npw.Ya.o. [:.aneO SS..wy uuw Vwp..w NO iepewe Om. 11vnEry. ceevxy.. ]me esxw WnninO b Seouw Cmswb a'Cmmmu eves Pwec' W b N tl11w 4 _ Ma ..T. uww,s,ar.ac...~w a sw raav~ ws 0w/.rs wva.0l r'^w x+. m0s (ani lw.wq vwwn N.Or W s 0a wtl.n~ xu ww. ws. ~a N Ww b 0a,ww00+b ef.w.a Caul. r e~w., Cwass w ntpn 11an as d ,.. virw sa..s.m d Ysa w+ vV... Vwy. pxd..e cw..e.r.e n n n.n~.ny.v.n N mow. ~t ., w! CwwO Caxw. www MISWp e0n...0 Yoven 1.3001 i1.p i rrW CowsO 00wws CwwsO Yw0e0 Y0w 0.xrww eh M4a es.M. M.-..,wr 41M1 11w /1 Step 2 -Basic Text Searching We have the ability to search through the Imaging Center for documents containing specific words or phrases. To accomplish this we will need to click the Search tab on the top left of our screen. This brings up a search window that has Text Search as our default identifier. You will notice modifiers like And, Or, Not. Most people will not need to use these functions however they will be covered later in this document. For now we will assume that we want to find all documents containing the word Lase~che. We simply type the word we are looking for into the search box and click Search at the bottom of the page. .'T.y..w Imaging Center a<>rn «. o.x ~~ „.p ~,~.. ww.a.. B.owra SwrN ~',_7 ow,,,n~ u© < ... ar,m~...m '. ~, r.,,m...~<. We can see our results in the right side document window: As you can see the word "Laserfiche" appears in 2 documents. By clicking on the Hits number to the right side of the document name we can see the context in which the word appears within the document: ~.y.+.w .Imaging Carrter a<.,<„< .w ~~ wn „w., w.wr.. ao,o. s«Rn ~ ~~ YMa_RgYU_OU1W1008 I RpWy Dwvmw~fTa•.i~ OSOB/IOOB ,~ Y© zRea~e P~ r.~...~ - ---- Notice that the word "Laserfiche" appears on page 3. Within the sentence "for the Purchase of Laserfiche Weblink". We can now click on the context result to bring up the actual document page with the word "Laserfiche" highlighted. . 'lya..,r~Imaging Center ~., w„~ x.e ~, D ~ __ ~ i o[~ aDoo -. necx ~..r-.r-~ --- ~...~. tl..aoa~.,dR~,~•«.,.9.,,W, Raa~a, ~. ~aR..o.. ~,aro~ ,a ~,_......~..~,.v..a.......M..,~...~....a..., ~oc]ou ti YYYCY M vaYU G1W1 ~REepVEp R10~ COelEML ~GEa111 1a. M~oisaueiY lrn Ow-Vap Yripv rygrMdB.~ellmaYr lbvy f9.n5 auidarmnaOC+YYP38B em. Caupr+. w~Nmn,Wi avae. 4ne.e Yanlsrm sa ScV~+ tr N {L~Jra d Step 3 -BOOLEAN Text Searching A BOOLEAN text search permits the user more flexibility when specifying the type of search to be performed. A BOOLEAN search should also be used to refine search results, when too many documents are returned as search hits. For example, say we would like to search for the Minutes from the Workshop in January of 2008 to discuss the Tequesta Dr. Bridge repair. One could simply search for the word Bridge. As you can see below the word search for Bridge returns over 200 documents. We will have to narrow our search criteria. . ~.qq.+~ Imaging Center .<,.u_ o.p ~~ ,~ !.py w,..,a,• aa.na s..m ~ WmOa_Enwgn9_02N2RJM 1 Wa^uLEma.pri~ 02U]200! 1 !10 ,.ganotRaOtlW UNNWO 1 ~~ - yanaa_Rapulir_W,W!DDO l „~- ManOe RgMr_Ob104000 w f M f p (` xR f .M~ VMaa_Rap~!_0]A]IfYYB yanL_RaW~ 0]n620p6 < f'rwal a.ru wanes Rapr~r owv!vcu ~Iwnm Raww_oiwzaoe t Apanoa_Reptlai_ONOR005 1 a0ana_RayW ONtW!p% aNnm Raptly O]2Gtp01 ~. panm Rpuln 040e!990 •pMm RapiUi W!111WE . ~~ ~ .1pnCe AaW~ O57!hpJ5 tl{n~m Repnv ONT!Na yanm RpNn Ol.W200L 2 ~. Apanm_RapiW_OMU!WJ 3 3]a 9au~ Lets now use a BOOLEAN operator to search for a logical combination of words related to our search interest. I will now use the Within option to search for all documents that contain the word Bridge within 10 characters of the word Repair. . T.y...ad. Imaging Center ,,,,,, . ~ w z9 . xw i,wN 9r wwiw a,owu s.«a~ I -~ .in RepWa~Jt~,tip01 I ~, _! NinW9s Rawxa~ 011f12009 niAes RpWa~ pLta2009 Ii ' ®g] i n RpWar 8394'3009 - swa ' ' _ e" RpWar 0118/1009 ~ did Ep, xUas RpWar 0&0&1985 f yp f 0~ f xoi ~ wa ww. ~ as 98euN NaMn9_ OtR%10D9 - ~ ~~ wsti'V'v i r SpeoW NeMnp 0]191/N08 CxnxteraM am wxw. M'^~? WanaM OtY~/NO9 _ o_ umaaa ~ ap pw~ '.. a ,~t L]00r r. ~, - u~„,.«,~ ~o„ o ta.w9x !1 a.Mw_neom,..aaon_run, w,+9r.999 ^I R.9•~r uvn.waon_ra~ ns99nwa ~sw.. a,u. . 99r.r a„r.s3.9r9aaarrr.,r9or rna:iau~w 1w39an a,aww nwtl~ts.a*~ I98w.H fv s~lY ~fY:. T~s4.~.. ^~SK~YeB'Oea to f t' .tfdt.4la1{i Sp n., 9 ras amp •N~ .. W..n s,. w uxaax,. a+,o You can see the results are narrowed down significantly and we can easily find the specific document we were looking for. You may use all the BOOLEAN operators in this fashion to obtain your desired results. I would recommend that most users do not use the Advanced Text Search function. It requires specific manual operators to be used to obtain your results. Step 4 -Field Searching All documents within the imaging system are classified using multiple fields. These fields define the category of document, type of document, and date of document. We can run searches against these fields to produce extremely specific results. For example lets perform the same search we just finished with the BOOLEAN operators. However this time we will run the search against the document fields. We will start new type of search by clicking the red Xto close the existing search box. .:JT.~,..wa Imaging GMer etwne s«,a mw a.w ~] ~ <: ..N. , .a.<. , aevwv_o~,. zoo, ..._ • p, - Way ox+ar~ .,_ 9e9wv_03m920ax - seuu .- -_. ~ -. _ FNWar p]..82:ne Ia'~ 9sWn 09AB"835 5 f f $WOa MSeoni_.'~::':(~:i r. -: o~ io. .., 10 u..., z 99eW Yeexn~01022006 f CM1arstns 9f sxaw p,.a„ nWea_,4o,RSlgp Otv192008 M NImMS WwRSnop_0&302096 f onanop_f tlt M001 WMef_WaRSx9p_t tilVlWS 2 _] rseaa. oowxexNeax_ra9sa_ov+arzoo9 Re9Wr_000wwnman?aDe_05aWROM Now we can select the Field search drop down. . ~.r,.,.va lmaging Center n...n mowa (p"~ .,t, ,-,-- ,~,,,. - apace swa .~-.-_. _.. ___ __.-r'.~~ '7-F~.i - m!a Rey1x_OV112001 , e4vu nraJiexax_Db1~7ID6 - Nepaar p1rtM10Ub fYapdL_0.1oY200/ Haaax_ONB'1-OB YMa Reaax 660a'1996 wawe>_s/xaxrema_o~mabae ...e~aa...o wua_sowywx.,o_amanooe "^+,,,"r^,M ra/.s_womnao_ovme66/ wMea_YOrtsnoO_01Xa10W Nraan_Watxpp_ttit3ROp) wriJea_WabMy_1~RY S onJnoP_11na1A06 ReWa Dxumengean TaY: 01 ta?JOB We know we are searching for Workshop Minutes from January of 2008 so we will select the Minutes template. . y.,...oe lmaging Center s n a,,,a,. e.a. ~] ,.- . ~ _- __.__._____ _1 oa:e ..n: j li __-____- _.. ~ I,,,,,,,s,,.~.~ wow. R.uw„_o~n~naoT i4a RpWar OLM40o/ .. Re/war ov~veooe Y© wMYe NegW/~ 03.OG'N6/ wnun ae/Wx o.Yi62WB No tenyxe assg+aE Wnwaa_RSpaa~ 060L~//b IJO lemdxe nagied G-fupnEa C A wnww_6ppY Wam~009]Y3006 A~ a DOtumentalwn Wnulp 9/evY wxmQ_ba0Y200/ a/wY/_Watee%OltlB21/B i6aea WwaxaO_OBno2Jba _ ~~fYMO) »2YR066 waaa_w6rc/noo_~v~arzooe - Raeas DoamMtalan TaaSa_02r~a2006 , eun Dxumedaam Ie~ 05062006 We know that the document we are looking for pertains to a Workshop so we will select the Workshop document name. .ly..ew.a lmaging Center aeaae s.aRn ,,,.,, , x ~ „/ „e„ w•exax ~~ a+ , aWn RNWai 0~~~~r100t,~ 6 wnwea Re6wr 01ituM0B i Repwx_0]n62WG tlE] wmra RepWY_ONKROOE a ' Wnuka Repular OY18'lOOB 3 Cl-MnwK b w~r _ wm4a Ree/x ObAYt//b 1 . twa aaM1 ~aau_fieedx weeny o+mrzoo/ ~ auea_smdx w.m~oznv ooa ww/_wxwoe_ovmrzom s waWe,_wxa,m6_ovmow ~ :yr.~ d yry,.xr~ra a w. ~ f ~a,. amok are Canpwaaax .... .. _ e ~ C.m-CMS 4wxxca xxoP'ani Vlnaw we nansme_~1 ~:~ l , 4eAdw_naol.vWn_Tp!tONtYIOOa / a Naw~w afaRY "at ~ Rem [ewewewr_,l:w Y Ynp 1 o waunC ..mu. n1r:SINa re~~ rw a~+g aM Zowq ' a••`••-, .w. ina!~re.r/w~r.aW«r..n.are. arras ~ ; "~..:, , ca/irsa~r/.ea bnemana/n6r/auars ~ ~. ~ xaamru/~ ,. ~ . - ~ raLLlaltrr We also know that this Workshop was held in January of 2008. We may not know what day specifically so we will select the entire month of January as a date range. This should not generally return extensive results. . %~....~r., Imaging Center a„,..,..o w ~~ ., , . ,,,.,. -~--_-~ 9:oxn~ Swrc~ e. xu ArinNns a,. .. .. ..._ M~ -N tt~rew« -i .A....,~cdwr '. ~ - Wakahop ~ ~~ ~~~~ , :.«.,.n o. :: u u u ~ m +m~rzoor J 'i m n _ u._n ~ +n+rzaae 7 - --- -~ xean. xa~r,.~ ram oznaz~a You can see this search resulted in 2 documents. .~y...w.. Imaging Center a.re.nr. r~ .ti uw. rwr+,. e,o.e~ s...d+ ~ m7gf~i"r~r 4.ira ~~ - ` w,eu_w«rwo_o+ueaooe r w rww._wanwe_o+rnrmoe u +..., r,...,, ,nxaoa w~ :w«~ as-nwc.: - c~.~.~ cswe., ~_ WIXkenop '.'RM1~M a• 01rO11~00B Otr]V,OpB _] I I You may wish to look through each document to find out which one is the item you were looking for. We can however go 1 step further and combine search criteria. Please read below: Step 4 -Combining Searches You may wish to combine searches to quickly find a particular piece of information. Keeping the search results from the Field search we did previously we can reduce the results even further by adding a text search. Click the Text search dropdown, enter the word Bridge, and click Search. You can see this has returned the exact document we were looking for. .~...v Imaging Center awrww ~] ~w peon. wrw... e,o«.~ s«ra+ ~ ~~ Nom, won.n~o c,;a:ooe • oO ~~ r r~ M ~a c~ na,rt.o _~_ wwww, J o+ro~noae o+ Now that we have a decent understanding of the basic and advanced search functions we can move towards some of the other functions of the system (Links and Electronic Documents). Step 5 -Document Links The imaging center has the ability to link documents to one another based on a number of criteria. We base are document links on relevance to one another. For instance we link Agenda's to the respective Minutes, as well as backup documents (comment cards, tabs, audio). This allows the user to quickly view all documents related to their search within the same window. We will illustrate this below: Lets open the Regular Council Agenda from May 2008 by browsing to it: . ~ Imaging Contar „a, wwm,+ ~w ~ 6Mewc. Searck ~ ~,,, ~l I ® ~ J rink .. ~ ~(~' ~0~~ -~ 3186% ..•'. ^Y.~el' 9 i TrmpMe R~Venm ew~~Yq•vep;en.cpnn+~AOw.xoce. a.ka~VaL_MpY_OSaMOM '. OOOaM~CnOaY DCOimMMmr epyla~ Ooo~nalOm '' SWAMB VLlAOEa*EpF III ppl(YOn vYly CwMI r%pw kkadi rp~a~ vkYp aM ]K TpwY Or~w ias.e.y.rhY r. I00/ Now by clicking on the Link button below Search we can view all documents associated with the current one: .ly....v,. Imaging Center ,o ~,,,,, y.,.,,~~ 9,a. s..,~~, ~ 9 ~..f .~ m I 1 ,...,m z.. - Vu. 1rNb y_W+i~e)_C NM Canoe ~ vsaP NY trNm vea.s_000n~nukm rrr_r~ r`+Mrr.IYr 1.1001 ~rM• a4v_Oeasaik~Lf~Ya1 1.M Rn. {WOb rkslw ^Yal `o.a~~0a_0011_¢s+ IeY00~11C/r OIO HE000 OOCE-[aa.r uaca amw s ~~• ' 2lswm 1 IOIEOENr~IOrNf AIfX1AW As you can see we can now see all documents related to this one such as (Tabs, Comment Cards, and Audio). Use the numbered page buttons to scroll through the list. You can go directly to a linked document of interest by clicking on its name. This is a quick and easy way to view all documents pertaining to a certain topic or event such as an entire Agenda Packet including audio. Step 6 -Electronic Documents (Audio) Along with viewing standard documents we also have the ability to download .MP3 audio from the Imaging Center. This is a fantastic feature that allows the user to not only read Minutes and Agenda's, but also listen to the related audio from these events. There are a number of ways to find these audio files. You can simply browse to them, use the document link feature or search for them specifically by using a combination of Field and Electronic Document searching. Let's say that we want to listen to the audio from the May 2008 Council Meeting. We can find these files by selecting them from the document Link list as shown below. If you are already viewing an Agenda or Minutes this will be the easiest way to accomplish this. Simply click the Audio link then click Download Electronic File. . i~...w.. Imaging GMar „„, w,,.,,,, s,~,„: swcn ~ a ~ ' 1M_~..__~ ©~ 004P E~ nesx !: hv»f m~9 rm.,o..aro•~ro.ce...wr, xw.. mm. m.w,•.x•.a ~,~.. _-s a::o, .tea wr,_ r, w, vauc+a.+a><sr• a ~_syr_ra>_ammn v+4 ca...a+.w.r•r:. ~a.w va.,. tiw - rr..e.r. r.r+. ter: rw.roow+a un m ~swcnua o.nw~.~a«:z~w - ~•""id•, ",•^• naoauxam-w. n ire_rsl q µ ~~~. - - YaawllbYU[' mesnrt~mw • nneur+norr . ~y....hz. Imaging Center ,r up. w,re., ao.++ s+.Rn ~ 9 wf-•~a a ~ ~ r.mwr. «. y.~e. or.~m~. n,....~n.a~~~ .~..~s+.e.som...m,..:ew..mue.es-w,;,~,,...,,.e_~.+.._~... r.w,r. o+asa+rar+ waa ~csa-a~ik oeo+s.aore wzose oaam.+aeoan ssam rw+ If you want to search for these audio files specifically so they are not mixed in with other text documents you can do this quickly by using the search function. Start by going to Search, clearing any previous criteria by click the red X, and selecting Field and Electronic Document searches. Within the Field search box select the Agenda Documentation Template, the Document Name is Audio, input your desired date range, and under Document Category select Regular for a regular Council Meeting. Now we want to see all electronic documents related to those field so under the Electronic Document search click Find Electronic Documents (you may also do the reverse of this to search for text only documents). As you can see we have returned all the audio from the May 2008 Council Meeting. .ily...,w. lmaging Center ao.u SwrBn '~. ;,,,,, ~. ~,~. ~~ „K „~ wru,,, -- ~ m_,.Q,-„,,.-~ w . ____._--- __ -_?- =.~Y•ia~rrr-aerair.-w~wuwy fs ws• ~ +.ac waaw n„ona ua~a osovmoe - d w Aay.is_cm.. cB~mw~won_ooueuwB c B.B,.. ~ w Raaw><_co.a.M+w.aa_osoerzooe _ ••© ` ~ w Rem ca.ec..,...umraw awanBw a Bnaa.. _ Rawer sranana Rao«a owmzoae - s.aam Bw+.~ ~ ''. c~ w~.nBa ooc~mB~rroa - - _ q~~ ~ w . Rawa'_iae t~ovoerzooe , ', w Requio,_iaO t3_OSUB2WB a osm+rzaae J ~ w .Raw.. ue .. osoe2oae OS~1tLO0B _j '~' wba_Rawa,_Tap t5 OSp/-pOB , ` ~ woo_RapW~ iae t8 OSA&NOB p R<WW • ~ WaBABww_Tro tB_OSOB NOB - wm ~° +~ aubo_q•wae_iaa t9 0598/AOB p S.O200B Bapur I~ +,' w6a HaW~+r_iae ~0'SOB2008 . Sl¢eW BaBa.~ ~ auOO ReO,W Ta03 0}YBNW wa Repb . ~~~ Ba© ~ waR raaww rae. osAaNOa •.<e sva« aaaa, r s..rca vvan. ~<w~m. ~.... Step 7 -Exporting to PDF and Printing The majority of us will want to not only view these documents within the system. We would also like to save them to our computers to view or print them. To do this we will need to have Adobe Reader installed on our computer. You can find the installer at www.adobe.com or simply follow the link we have provided on www.tequesta.or~ . Lets export the May 2008 Agenda so we can print it. Once we have the document open we can accomplish this by clicking the Download PDF button in the top right hand corner of the document window: . Tg,.w lmaging Geaatar a..aB s.,Rn 99owa~ar r ~ i.,~n.,,B,,,B, a-,..a,o.,,.oac„..,,,,„a.moo.. moB. os. w.,•w..~a.;.. _:.:::::; a.ra..crew. w..a. oRe.n.+Bam. Raww o.am.Bnar ' sanaoe BBawu v icatBSu OBBObBre vaaBa caana0 Byw rwry i, .B~..a. va,aB. rw ', ve i.a..r on.. ', rr..e.r. rw B. aaB I rv Depending on the size of the document this could take anywhere from a few seconds to a few minutes to process and download to your system. You will see a Weblink is creating a PDF window followed by your PDF viewer opening with your requested document. .~,,,.~e,., w, ,o. ~ _ n..~, ~..,._... o ve ~.~.. a ~,~~..~.. ~~~a~-0-0, You may now use the PDF viewer to print your document or save it to your system for future review. This concludes tutorial of the basic search and browse functionality of our Imaging System. Please feel free to contact the Village if you have any questions or concerns. Happy Surfing! No Text