Synthesis Tutorial #3 Organizing Data Within Synthesis Administration

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1 Synthesis Tutorial #3 Organizing Data Within Synthesis Administration

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3 Overview of the Tutorial This tutorial is intended to go over the steps involved in bringing data into the Synthesis Information Management System. This tutorial is expected to take 45 minutes to complete. Tutorial Step 1 - Open Synthesis Administration Open Synthesis Administration. Enter your User Name and Password created in Tutorial #2. If you forgot your user name and password, you can use "New Administrator" and "synthesis" to get into the program. Step 2 - Open Site "TEST" Go to the menu "Site" and open the site "TEST". Synthesis Administration runs a site validation process (that's the small window that pops up), after which the Site Window will open.

4 Step 3 - Select "Documents" Tab At the top of the site window there is a row of tabs. Click on the tab for "Documents". Step 4 - Click "New" Button Under the documents tab there is a row of buttons at the top of the window. Currently, the only active buttons should be "New" and "Open". Click the "New" button. Step 5 - Navigate to Test.doc A window should open up prompting you to navigate to the document you want to open. First, go to the CD drive and open the Synthesis CD. Next, locate the folder "Tutorials". In the tutorials folder, open the "data" folder. Now you should see the "Test.doc" file. Select it.

5 Step 6 - Bring Test.doc into Synthesis Once the "Test.doc" document is selected, a small window should appear asking whether you want to copy the file into the Synthesis directory or leave it where it is and rely on pointer files. The default is to copy it into the Synthesis directory, which is what we want. Click Ok. Step 7 - Entering Filename and Meta-data "Test.doc" has now been copied into the appropriate place within the Synthesis directory and has basic helper files created for it. Now we have to add some important data to the document. Under the Title/Description field, type in "Tutorial Document - Organizing Data". Under the Meta-data/Credits field type in "Natural Resource Information Division 2001".

6 Step 8 - Attaching Keywords The next step is to attach keywords. Click on the "Keywords" button found in the top-right part of the window. This opens the Keyword Utility window. This utility will be able to scan the document and automatically attach keywords that match from the keyword lists. Click the "Import from doc" button at the topmiddle part of the window. You will see a list of words grow in the middle of the window, this is the keyword list for the document. The follow keywords should appear: Acid Rain Administration Colorado DOC GIS Rocky Mountains These are the matches from the keyword lists. To delete DOC, a keyword that does not fit this document, highlight it then click on the "Delete Keyword" button at the bottom of the window. To manually attach a keyword that does not appear in the import process click on the keyword tab of interest. In this case click on the keyword tab "Flora and Fauna". Next, double-click on the word "birds" and the word will be added to the list.

7 Step 9 - Saving Changes Close the Keyword window and say "Yes" to saving changes to the Keyword List. Next click the "Save" button. This saves all changes to the meta-data and titles for this document. Step 10 - Enter an Image and a Dataset Repeat Steps 3 through 9 under the "Images" and "Datasets" tabs to add "Flowers.jpg" and "Test.mdb" into the Synthesis Directory. For Step #8 (Adding Keywords) you will have to enter the keywords manually, or have the program search the Description or Meta-data (by clicking on the left-most tabs then running the utility). Congratulations! That is all there is to adding data into the Synthesis directory. The process is the same for images, datasets, and GIS data except that you will be under a different tab. The next tutorial will teach you how to organize the data in an outline.

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