ZyLab User Guide April 18, 2017

Transcription

1 ZyLab User Guide April 18, 2017

2 Table of Contents Introduction to ZyLab User Guide... 1 GETTING STARTED... 1 Log In Basic Search... 2 Keyword Search... 3 Other Search Types... 3 All Words... 3 Any of the Words... 4 Exact Phrase... 4 One Word but Not Another... 4 Date Field Search... 4 Search In Last Results... 4 Wildcards... 5 Positional Operators... 5 The WITHIN Operator: W/n... 5 The Precedes Operator: P/n... 5 Advanced Search Options... 6 KWIC Search... 6 Fuzzy Degree Search... 7 ZyLab Advance Features... 7 Search Option Tab... 7 Look for... 7 Date... 8 Maximum Number of Indexes to Show... 8 Number of Querybox Rows... 8 Remember Query History... 8 Search Tools... 8 Search Tool to Show At Start Up... 8 Results Option Tab... 8 Results Per Page... 8 Rank Search Results On... 9 Kwic (Key Word in Context) Options... 9 File Option Tab... 9 Control Which Page Will Be Viewed First... 9 What To Display, Which Image Quality to Use... 9 Help Menu... 9 Appendix A Definitions Search Result Fields Document Basket File Name Hits Hit Density Rank Select ii

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4 Introduction to ZyLab User Guide The purpose of this guide is to familiarize you with the search features of the ZyLab web application. The primary function of this application is to provide an index of all active & inactive bylaws, Council and Committee meeting minutes, Board of Revision and SMB decisions. It is the responsibility of the Council Officers to ensure that the most up to date data is provided to the Business and Performance Support Strategist of the Office of the City Clerk. The Business and Performance Support Strategist will ensure that the application is running with the up to date searchable information. GETTING STARTED Log In To log into ZyLab launch CityConnect through a web browser. Select Reference from the menu options as shown in figure 1. Then select ZyLab from the dropdown menu. Figure 1 Select the Go to ZyLab tab as shown in Figure 2 to launch the application. You will be prompted with an anonymous username and password, click on the login button and you will be automatically logged in to the application. Figure 2 Note: For those users that require access to the private committee meeting minutes please contact the Office of the City Clerk. If you have been granted access to this information use your network username and password rather than the anonymous username and password. User Guide Page 1

5 The ZyLab application has various search functions that enable you to perform basic to advance searching techniques. Below are descriptions of the various search types with examples. Basic Search 1. In the white search query box identified in figure 2, type a word, number or phrase that you want to execute your search with 2. Select show all indexes and this will list all the indexes that are available to be searched. If you want to deselect all the indexes, select deselect all indexes, then place a checkmark in the box beside the appropriate index(s) that relate to your search criteria. In the event that you have deselected all of the indexes and would like to reselect all of them again, select. Note: If you are searching for an exact phrase or number, you must enclose the query in double quotes (eg ) otherwise, Zylab will give you results such as Also, if a query has a hyphen or question mark in it, the query must be enclosed with double quotes or an error message will appear saying ZyNet error: The search could not be executed Search Query Box Figure 3 3. After you enter your query statement, press Enter on your keyboard or click the Search button. Searches are not case sensitive. User Guide Page 2

6 Keyword Search A simple keyword search can be performed in the following manner. Simply type the word that you want to search by in the search field window, as shown in Figure 2. The letters exa are typed in the search field as the search criteria in Figure 3. The root expander pop up appears as this search criteria is entered. The root pop up expander shows the different possible variations on the search term that can be found in any of the documents in the index. Figure 4 Other Search Types All Words If you want search results that contain files with all the words you have specified in any order; you must separate each word with AND. Saskatchewan AND Roughriders will return only files that have both of these words regardless of how close they are to each other. User Guide Page 3

7 Any of the Words If you want search results that contain files with any of the words you have specified in any order, your must separate each word with OR. Saskatchewan OR Roughriders returns any file with any of these words regardless of how close they are to each other. Exact Phrase To search for an exact series of words or a number, you must enclose them in double quotes. Saskatchewan Roughriders win the Grey Cup! will return only files with this exact phrase. CR will return the files with the report titled CR Grey Cup 2003 Sonsorship One Word but Not Another This can be very useful in narrowing down search results. If you want to search for files that contain certain words and not others, use the AND NOT operator. Saskatchewan AND NOT Roughriders will return files that have the word Saskatchewan in them, but do no contain the word Roughriders. Date Field Search Use the Date field drop down menu to conduct a date range search. The following options are available from the dropdown menu: On, Before, After, Between, Today, Yesterday, Last Week, Last Month. Once you have select how you would like to conduct your date range search, a calendar will populate to allow you to select your search date criteria. Figure 5 Search In Last Results Place a check mark in the box beside Search in last results, delete the search criteria from the query field, then type in your new search criteria that you want to search within the last search results and then select search to execute the search. The query field automatically gets updated with the previous search criteria and then adds the word and between the previous search criteria and the new search criteria. User Guide Page 4

8 Wildcards To add flexibility to your search terms, you can use wildcards to stand in for exact characters. This can be useful when searching for words that may have several different spellings or when you can t remember how to spell something. The two wildcard symbols used in ZyLab are as follows: Asterisk (*) - An asterisk will stand in for any number of characters before or after the placement of the asterisk. Question Mark (?) - A question mark will only stand in for one character placement within a word. Wildcards can be placed at any point within a word. For example: Wate? - would return Water Wate* - would return Water, Waters, Waterfall, Watered and etc. Positional Operators The WITHIN Operator: W/n To search for a word(s) within a phrase, use the w/n (with in so many words) operator, where n is the maximum number of words between the two words. Saskatchewan w/30 wins returns files where the word Saskatchewan appears within 30 words of the word wins. The Precedes Operator: P/n Use of P/n is similar to W/n with the added stipulation that the term preceding P/n in the search statement must also precede in any retrieved files within n range. Using this search statement: recorded vote p/10 result The program retrieves files that meet two conditions: 1. recorded vote must be adjacent to vote; and 2. vote must precede result within 10 words. User Guide Page 5

9 Advanced Search Options KWIC Search KWIC returns a search result(s) with a document description. The document description includes the following components if applicable: Document title, Hits, Hit Density, and one or more contexts (depending on user setting). A context returns a search word/phrase match, as well as zero or more words (depending on user setting) that surround the matched word/phrase. Below is an example of the KWIC results screen. Figure 6 1. Click on the settings icon to take you to the advance search options dialog box. 2. Select the Results tab. 3. Place a check mark in the box beside Enable KWIC. 4. Set the number of show context in the Show box and the number of words around the keyword Words around hit box. Figure 7 User Guide Page 6

10 5. Select Save and your results style will now be set to KWIC. Note: In the dog search example shown in Figure 5 above, there are three words that are displayed before and after the word dog from the hit sentence and four contexts (occurrences) that indicate the appearance of the word dog Fuzzy Degree Search This search feature is used for search for words that may be miss spelled, or could be spelled in more than one variation. For example: MacKay or McKay 1. Type the word MacKay into the search query screen. 2. Click the dropdown arrow beside Fuzzy Degree to choose the number that represents the miss spelled discrepancy. In this example, we would choose the number 1 because the difference between the word Mackay and McKay is one character: Ma to Mc. 3. Select the Search button to execute your results. Candy 1. Type the word Candy into the search query screen. 2. Click the dropdown arrow beside Fuzzy Degree to choose the number that represents the miss spelled discrepancy. In this example, we would choose the number Once the search has been executed, search results identify Randy and Cindy. ZyLab Advance Features Users may access Advanced Features by selecting the settings icon side of screen. located at the top right hand Search Option Tab Look for Searches for All Words, Any of the Words, or Exact Phrases may also be performed through Advance Search Options by selecting the appropriate choice from the dropdown menu. User Guide Page 7

11 Date Select a date to define the period to search in. Maximum Number of Indexes to Show Allows users to determine how many users selectable indexes are shown in the search entry panel, without the user having to click on the Show all Indexes to display all available indexes. Settings are saved between user sessions. Number of Querybox Rows Allow users to determine how many rows are displayed in the search entry panel for users to enter their query into. Settings are saved between user sessions. Remember Query History Allows users to record a history of the queries they have entered and executed. Users have the option of not saving queries, saving only queries that returned a result, or saving all queries. Settings are saved between user sessions. Search Tools Allows users to determine which query tool panels are displayed. Applicable choices include: Contents, History, Vocabulary, Thesaurus, Concepts, and Reference. Choices that are not applicable to this version of the ZyLab Web Server Include: Subscriptions, Taxonomy, Case Management, and Document Management. Settings are saved between user sessions. Search Tool to Show At Start Up Allows the user to determine which query tool panel is displayed by default. Applicable choices include: Contents, History, Vocabulary, Thesaurus, Concepts, and Reference. Choices that are not applicable to this version of the ZyLab Web Server Include: Subscriptions, Taxonomy, Case Management, and Document Management. Settings are saved between user sessions. Results Option Tab Results Per Page Select the maximum number of files you want to display in the View Page. User Guide Page 8

12 Rank Search Results On Define the way files are ranked. You can choose between Number of hits, Hitdensity, File size, File data, Comment, Files Name and File path. Choose between Ascending and Descending. Kwic (Key Word in Context) Options Returns a search result(s) with a document description. The document description includes the following components if applicable: Document title, Hits, Hit Density, and one or more contexts (depending on user setting). Refer to pg. 6. File Option Tab Control Which Page Will Be Viewed First Choose whether you want to view the first page of a file, or the first hit within a file. What To Display, Which Image Quality to Use Choose the files you want displayed; images and/or original format. Specify whether search statements must be highlighted, and whether the file properties must be shown. Choose the image quality. You can choose between low, medium, high, 200% enlarged, 280% enlarged, 4000% enlarged and TIFF. Note: Load Default Settings is available under each Advanced Features Option Tab. Selecting this feature button ensures the original settings are set back. Help Menu To learn more advanced ZyLab features, click on help, then select Help Contents from the drop down menu. User Guide Page 9

13 Appendix A Definitions The purpose of this appendix is to familiarize you with the interface features of the ZyLab web application. Search Result Fields Document Basket The document basket lets you collect documents from the results lists so you can do various batch processes on them. The option buttons have the following actions: - Download the selected documents. First define the Download format at the bottom of the dialog. Choose from: Default (..) XML/Multipage TIFF XML/PDF Original/Single Page TIFF - Print selected documents, enabled by the Show print button option on the Global Options page. - Hide/Show all fields in the results list. Only the basic columns are displayed for clarity. - Remove all documents from the basket. - Remove the selected documents from the basket. File Name When you click on the file name, the document is opened in the ZyLab Viewer. Hits The number of times the word(s) in the search criteria appear in the document. Hit Density The percentage of the number of times the word(s) in the search criteria appear per page in the document. Rank The files are ranked, based on the number of Hits and Hitdensity. User Guide Page 10

14 Select Place a checkmark in the box beside each file you want to select. I:\Taxonomy\Policy & Procedure\ZyLab\ZyLab User Guide.doc User Guide Page 11