PubMan™ User Guide

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1. Overview

Organizations that create or acquire large amounts of content need to move beyond the use of file names and folders or directories to keep track of materials. They need a Content Management System (CMS) to house and manage their most important asset: information.

A CMS will consist of these basic components or functions:

• A Database to store and keep track of the content.
• A User Interface (or UI) to interact with the database and make the content accessible.
• User management and workflow for checks and balances on who is allowed to work on files and in what order.
• Locking to ensure that documents are changed by only one authorized user at a time.
• Versioning provides safety, accountability, and change tracking capability by maintaining each successive version of Documents.

PubMan is a powerful, user-friendly Content Management System (CMS) that stores, organizes, and provides easy access to collections of digital resources. It is used predominantly by various types of publishers for storage of textual assets.

PubMan stores content in a database accessible to authorized users over the internet. It organizes each discrete piece of content within the database and tracks it from creation to publication. In addition, metadata (descriptive information) associated with the content is stored—work history, relationships to other content, etc. Each time changes are made to content, the previous version of it is stored, providing a safe means to revert to an earlier state if necessary, or review changes between versions.

PubMan allows users to create, search, view, extract, edit, and manage textual content in a non-proprietary, self-describing format, XML (eXtensible Markup Language). Administrative users have tools to manage users, workflow, perform advanced content management tasks, and create reports.

What You Will Need to Know 

Certain assumptions have been made about PubMan users. All should be computer literate, with the ability to understand the operation of a web browser, use of menus and dialog boxes, and other basic editing or word processing functions. Users also need to know how to download, save, locate, and upload files from their computer.

To use PubMan, you will need:

• Internet Explorer 7.0 (or later). Other web browsers may work, but are not guaranteed to provide all PubMan functionality.
• High-speed internet access.

Certain browser and computer settings are necessary for PubMan to work properly:

• Add the web address for your PubMan site to your browser's list of trusted sites.
• Add the address to your list of sites that permit pop-ups. Do this in any other pop-up blocking application you utilize as well.
• Allow active content from the PubMan site because certain functions may cause your browser to display a warning about 'active content' the first time you use them.

For a full listing of all browser settings recommendations, see Browser Settings for PubMan™

To edit textual content you have extracted from PubMan, you will need:

• An XML editor.
• Some basic XML skills.

How This Guide is Organized 

Chapters covering three skill levels—Basic, Intermediate, and Advanced—begin the guide. A chapter on Administrative Functions follows, and various Appendices provide reference materials. The Basic PubMan Skills chapter is essentially a tutorial, designed to get new users up and running quickly with core PubMan skills and terminology. Subsequent chapters are less tutorial-like, providing a guide and reference to specific features and functions.

2. Basic PubMan Skills

Document Organization Basics 

PubMan uses a simple two-tier organization of content in which a Title is the top level and a Document is the second. Each Title is simply a collection of Documents. Each Document you create or work on will belong to a Title. Title Groups are collections of like Titles.

Understanding Access Control: Permissions Basics 

What a user is allowed to do within PubMan is controlled by administrative settings referred to as Permissions. Your administrator has configured each user's account with Permissions that determine whether they can see (view) or make changes to (edit) Documents within a given Title. Permissions will be covered in more detail further on but for now all you really need to know is that anything you can see you have either a View (V) or Edit (E) permissions setting for. A 'V' setting means you can look at a document but not make changes to it. An 'E' setting means you may view and edit a document. While most of the options you are presented with during your PubMan session are controlled by these settings—meaning PubMan does its best to not show you that which you do not have permissions for—you may receive a message at some point that you have asked for something you do not have permissions for. For example, you will be denied any function that would allow you to make a change to a document for which you only have 'V' permissions.

Safeguarding Content: Locks, Check Out, and Check In 

One of PubMan’s primary functions—along with controlling who has access to what—is to play traffic cop to a large number of users accessing the same content, keeping everyone from running over each others work. You will frequently see the term “Lock” in this manual, which refers to the ownership of a document or documents by a particular user. When someone “locks” content they take ownership of it, usually for the purpose of making changes. The act of locking content is most often a part of the “Check Out” process, which is how users extract content from the CMS. PubMan keeps track of who is working on what, and will prevent other users from making changes to this content until the user who created the lock returns it to PubMan. When the content is returned via the “Check In” function, the lock is released.

With the basics of PubMan's content safeguards and organization in mind, you're ready to log in and put it to work.

Logging In 

Using the information provided by your PubMan administrator:

• Launch your web browser and open the url for your PubMan site.
• Log in using your user id and password.

Figure 2.1: The PubMan Login Page

Locating Documents 

PubMan functions are grouped into Actions, Lists, CSA, and Filters in the navigation bar on the left side of the web pages. Menu functions related to locating, viewing, and editing Documents are:

Under Lists:

• Titles displays a list of Titles and information about them.
• Documents displays the list of Documents from the current Title.
• Locks lists all locked Documents.

Under Actions:

• Check In allows you to upload files containing new or previously locked Documents to PubMan.
• Check Out allows you to download content (by request) from PubMan.

Under Filters:

• Title Group allows you to restrict your lists and menus to Titles in a selected group.

The first time you log in, the Titles page will appear. From this page, selecting a title (click on either the tag or name) will bring you to a Documents page listing all of the Documents in the current Title. The listing breaks them down into groups of 20. In this chapter we'll cover the basics of navigating this list and viewing the documents in it.

Figure 2.2: The List Titles page

PubMan is all about maintaining order, and to do that with a collection of documents you have to have a way to sort them. PubMan uses something we call a “sortkey”. Sortkeys are covered in detail further on in this guide, but for now you need to know that this key is either an alphanumeric string (just a group of a-to-z or numeric characters without space) or a date. PubMan sorts either in ascending order.

Figure 2.3: The List Documents page

To move through a Document listing you can use either the Go to: box or the page navigation arrows at the upper right-hand corner of the list.

• To use the Go to: box to find a document: enter a partial sortkey (or a whole one if you know it) into the box and press Enter. PubMan will find the closest match to the key you entered, i.e. if you type “ja” and press Enter you'll go to the sortkey “jack” if that's first key beginning with “ja” in the current Document list.
• To use the arrows:
  • << takes you to the beginning of the list
  • < takes you to the previous page
  • > takes you to the next page
  • >> takes you to the end of the list

Viewing Documents 

To view a Document, select it from the Documents list by clicking on any hyperlinked part of the listing (the sortkey or name). This opens a Document display page that displays the Document and a whole plethora of information about it:

• A main document frame will display the text of the document.
• A Versions list will show all of the previous versions of a document, listed by the user who worked on them and a time/date stamp.
• A Linked To list will show all of the documents this document has links to.
• A Linked By list will show all of the documents this document is linked from. (More on links later.)
• An Also Found In list will show other documents in the CMS bearing the same sort key (sorted by the current title first).

While there are plenty of functions to choose from here, we'll look at most of them further on. For now the most useful to point out is that you don't need to return to the Documents list to make your way to a different Document. There's a Go to: box here that works just the same as the one on the Documents listing, as well as Prev and Next links that will scroll you through the Documents in the list you entered from.

Figure 2.4: The Document Display page

Editing Documents 

There are several ways to extract documents from PubMan depending on whether you intend to change them or not, and how many you wish to extract. You can extract documents by:

• Checking out a document via the C/O button in a Document listing or the Check Out link on the Document display page is the best option when you are working on an individual document.
• Checking out documents via the Check Out form (launched by selecting Check Out from the Actions list on the left hand side of a page) is best if you are going to work on several documents and they fall within a sequential range of sortkeys.
• The Check Out form is also the best means of extracting content for purposes other than editing. We will go over options for extracting content in different formats later, so for now just remember when that need comes about this is your best bet.

The Check Out form lets you submit a request for a range of documents, and has the following fields:

• A pulldown for selecting the Title (or Package—more on those later) to retrieve the Document(s) from
• A text box to enter the first sortkey in the range
• A text box to enter the last sortkey in the range, or...
• A text box to enter the number of documents to extract (starting from the first sortkey)
• An option button for selecting whether to lock the document(s) or not
• If you choose not to lock the document(s) you will be presented with additional format options.

Figure 2.5: The Check Out form

Any time you make a request to Check Out content it will be delivered to you as a file. When prompted to download, select the Save button on the File Download dialog and store the file on your hard drive.

Figure 2.6: The Check Out download prompt

Once you have saved the extracted content locally, if you have locked it for editing you can make alterations to it via whichever application you use to do so. In the case of XML content, this is generally an XML editing application. It is assumed that you have been trained in whatever applications are employed by your company, so the editing part of things is beyond the scope of this manual. Let's move to returning content to PubMan.

Returning content to the system is quite simple:

• Select Check In from the Actions list
• Select the browse button from the pop up form
• Locate and select your file.
• Select any Packages you want your document to be a part of.
• Click the Upload button

Figure 2.7: The Check In form

Once PubMan has uploaded the file and put away the Document(s), a message will confirm that check in is complete. In a subsequent chapter, we'll look at how to handle any errors that may occur on check in.

More About Locks. . . . 

You may at some point make a request for a Document that has been locked by another user but PubMan does its best to advise you about any Documents that are locked:

• The Document listing will not display a C/O button for a Document that is locked, instead shows the name of the user who has it locked.
• The Document display page will not offer a Check Out link for a document that is locked.
• If you make a request to check out a range of documents containing one or more locked documents, you will be given all the documents you requested except those that are locked. A message on the Check Out form will tell you which documents you did not receive.
• Pubman will proactively let you know that you have locks on documents by highlighting, in red, the "Locks" menu item in the Lists section on the left hand side menu.

You can always refer to the Locks page to see which Documents are locked at a given point. It lists all of your locks along with a set of information about them. This page has some endearing features should you have a file management mishap:

• Sometimes you forget the name of the file you downloaded when you checked out content. The locks listing provides you with that filename. If you didn't change it when you saved the file, this is what you're looking for. Likewise, if you saved it to a location you do not remember you can run a ‘find’ (Start->Search) on this filename and locate it.
• You may lose (temporarily we hope) a file you have downloaded and be unable to check it in and release the lock. In any event that requires you to release a lock without returning the content, you may release your own locks (but no one else’s) via the button in the Rel column of the lock listing. Releasing a lock can also be handy if you managed to completely dismiss a Check Out request without downloading a file. (It happens.) You can remake the request if you release the lock your first request created.

Note also that you can use the button under the C/I column of the lock listing to check in a specific file of documents.

Figure 2.8: The Locks Listing page

Filtering Your Session Using Title Groups 

When a system contains a number of Titles it is helpful to classify them according to their nature and/or the groups of users that most frequently interact with them. PubMan™ uses Title Groups to do this, and you can filter the options PubMan™ presents you with by selecting which Title Group you would like to see during your session. The default setting is “all”, meaning you will be presented with options for all Titles you have permissions to. You can narrow this down by selecting Title Group under Filters, and selecting the group of titles you want to work within. Once you have selected a group, your Titles list, search options, check out options, etc. will only show members of this group.

Figure 2.9: Selecting a Title Group

Putting it to Work 

Hopefully, to this point you've been playing along and exploring the pages and functions covered in this chapter. If you have the opportunity, now is a good time to try out the document navigation functions we've covered and move documents out of the system and back in. Users with access to a live PubMan system usually have test Titles—we sometimes refer to them as a “sandbox”—which they can use to learn PubMan skills. These Titles contain only copies of data and aren't “live” so you can practice without fear of damaging valuable content. If you have access to such a Title try checking out a document, making some changes, and putting it back in. Review how your work affects the appearance of the different pages we have used.

Creating New Documents 

Creating new Documents in PubMan is done by using a template. Templates may be provided within PubMan itself, or for use within an external XML editor.

To create a Document from within PubMan:

• Select New Doc from the Lists menu on the left. This will open the New Document page.
• From the Title dropdown list, select a Title to create the new document in.
• From the Template dropdown list, select a template to use.
• Fill in the Doc Name, Guide Word, and Sort Key fields. If you want, you may use the Gen. Sort Key button to create a sortkey for you.
• Fill in any additional fields that you are familiar with.
• When you are done filling in the form you can choose to:
  • Select Save to save the new document and move on to other work.
  • Select Save and Edit to save the new document and open it in an editor (either Quick Edit or Quick Edit XMAX).
  • Select Save to save the new document, then Clear to clear the form so you can create more new documents.

Figure 2.10: The New Document Page

To create a document with an external editing application:

• Create a new Document from a template provided for a specific Title.
• Load the document into PubMan via Check In.

If you are unable to locate a specific template that you need, contact your system administrator.

Where to Get Help 

If you need help, the latest version of this manual is always available from the Help link in the system functions residing at the upper right-hand corner of almost every PubMan page. Along with the tutorial and explanatory sections of the guide there is also a chapter on trouble-shooting that contains materials based on issues we most frequently receive questions on. If you need support there is a Support link in the same location that will open a form for you to submit a support request with.

Exiting PubMan 

To end your PubMan session select Logout from the system commands at the upper right hand part of any page.

The balance of the chapters that follow are written less in a tutorial manner and more of an explanatory manner. They assume you are comfortable with PubMan basics, and acquaint you with more advanced functions the system has to offer. If you have any trouble understanding PubMan terminology (we’re sometimes a little free with our words), we’ve put together a Glossary at the end of this manual.

3. Intermediate PubMan Skills

Packages 

In PubMan, Packages are lists of Documents with some special properties:

• Each item in the list is a link (sometimes we call it a “pointer”) to the current version of a Document (not an actual Document). This makes Packages dynamic.
• The Documents listed in the Package can be from more than one Title.
• The Documents listed do not have to be sequential.
• The Package list can be sorted independently without affecting the parent Title(s).
• Deleting a Document from a Package list does NOT delete it from the parent Title.
• Packages have their own Permissions.
• Packages can be shared among users.

Generally, Packages are used to:

• Create groups of documents for checkout, review, workflow tasks, or derivative publications
• Store search or report results
• Assign permissions at the document level

When you create a Package you will be prompted to give it a name and then set permissions for it. You are considered the “owner” of the Package, and by default the owner is—at least initially—the only one who can edit the Package list.

The permissions settings of Packages control who is able to see the list or make changes to it, and the changes you are allowed to make to permissions or other Package settings are further regulated by your type of user account. A non-administrative user can only set permissions for a Package to ‘V’ (View) or ‘N’ (None). Administrative users can set Package permissions to ‘N’, ‘V’, or ‘E’ (Edit), giving them the capacity to control document access at a more granular level than via Title permissions.

To accomodate the variety of uses a Package may be used for, there are three types of Packages:

• Private packages are for the use of the individual who created them. The creator of the package is the owner and the only one who can see the contents and change permissions.
• Shared packages are used when you have created a list of documents to be that you want other users to be able to view or edit. It is important to emphasize that when we say “edit” here we mean the list, not the documents within it. If you set a package to be shared:
  • Users who you share the package with will be able to add or delete documents from the package list.
  • Users who you share the package will not be able to see documents in the list that they do not have permissions to.
  • The creator is still the owner of the package, and the only one who can change permissions settings for it.
• Admin packages are used to control permissions to documents. They may not be shared. Only administrators can create or modify these packages.

Packages can be created by:

• Clicking the Packages navigation link and from the Package list window and selecting the New Package link at the bottom of that page. Filling in the form creates an empty Package for you to populate.
• Saving Search or Report results as a Package.
• Selecting Documents via the checkbox at the left of a Document list and selecting <New Package> from the Add to Package dropdown menu selection.

Figure 3.1: The New Package page

You can add documents to an existing Package by selecting Documents via the checkbox at the left of any Document listing and using the Add to Package dropdown menu to select the package you wish to add them to.

You can delete documents from a Package by selecting their checkbox on the Package documents list, and clicking on Remove selected docs.

The use of Bulk Package Operations—accessed via Bulk Operations on the Package document list page—is covered in the Advanced PubMan Skills chapter.

Figure 3.2: The Package Document List, Detail

Where Package Functions are Located 

The Package link under the Lists function group on the left side of every PubMan page opens up the Packages listing page. This page lists all of your Packages, and any shared with you by other users. On the Packages page:

• All live, i.e. hyperlinked column headings indicate the list may be sorted by clicking on them.
• Selecting a live item in the listing will bring up the listing of Documents in the selected Package
• You may multiselect Packages to use the Delete Selected Packages function
• Selecting the button under Details will open a Package Details page, showing: ownership, name, date created, a notes field, any workflow tasks associated with the Package, and the permissions settings for the Package. You may alter the Package properties here, and there are command buttons for saving or cancelling those changes. You may also delete a Package from this page.
• Selecting the button under C/O column lets you check out (and lock) all the Documents in a Package at once. This option will not be available if any of the Documents in the Package are already locked.

Other places you will see functions for working with Packages:

• Most pages listing Documents with have an Add to Package dropdown.
• The Check Out page will let you request documents from a Package.
• On the Search page. When results sets are displayed you can save them as a Package.
• On certain Report forms, where you can request report results as a Package.

Figure 3.3: The Package List Page, detail

A Note About Editing Permissions Settings 

On every page where you can set permissions, there is a time-saving feature you can use to spare yourself from having to set each user's permissions individually. The Copy from Package: pulldown lets you copy the permissions settings from another Package. If you have to use the same settings frequently, you can set up generic Packages bearing these settings and keep them for the purpose of copying them. (Just remember when you change the base settings it does not update any Packages you have already applied them to.)

Understanding Links 

While the details of how links—also called references, hyperlinks, etc.—vary between installations (and then sometimes further between document types), now is a good time for you to understand the basics of what they are and how they work if you don’t already.

The process of enriching content (usually) at some point requires you to establish relationships between certain elements it is composed of. The most basic of these relationships is a one-to-one reference between two elements, such as a cross-reference between dictionary entries, where one entry references another containing information related to or mentioned by content in the first. This implies a set of terms we use in PubMan to describe two such elements: one is a pointer, and one is a target. The pointer is a reference to the target. So far so good.

Now, there is one property a link must have to work and that is that the target must be uniquely identifiable. Otherwise, who’s to know what you’re pointing at? So, we'll hit you with another term you need to know: unique identifier, also sometimes referred to as ID or UID.

Problems with links happen when:

• There is more than one link target with the same UID.
• There is a pointer that does not have a corresponding target.

PubMan has many powerful features that manage identifiers, track links, and provide functionality based on the relationships they establish. Having this baseline understanding of them will help you capitalize on the features described in the balance of this guide.

Any training for creation of links within your specific editorial environment is outside of the scope of this manual, but it is likely your administrator will see to it that you receive it.

Where You Can Find Link Information 

If your PubMan system has been configured to keep track of links, you’ll see information about them on the Document display page. PubMan scans a Document for link information each time it is checked in, storing what if finds out about link targets and pointers, as well as automatically assigning identifiers to link targets that are new.

Your stylesheets may be configured to display or act on links in a certain fashion within the Document display frame, and at the very least there will be a Links To list that shows references from the Document and a Linked By list showing links to the Document. These listings are active links that will take you to any Document you select from them.

This is good information to have prior to making changes to Documents, since without it you might make alterations that could adversely effect—or even break—references between Documents.

If you need more detail about linking information, you can select the Show all links option. This will open a new page with a table you can use to list three kinds of related documents, using the Show documents drop down menu:

• referenced by this one—lists all documents the current document links to
• which reference this one—lists all documents that link to the current document
• with the same name—lists documents in other Titles which have the same document name

Other functions available on the Show all links page:

• You can sort the document listing by any of the hyperlinked column headings: Link type, Title, Sort Key, or Doc Name.
• You can view a document in the listing by selecting its Sort Key or Doc Name. Any of the available display options will be given in the Format: dropdown.
• You may add a displayed document to a package using the Add to package: function.

Figure 3.4: Show All page

PubMan also has reporting features that check up on links and any issues there may be with them, which are covered in the Advanced PubMan Skills chapter.

Using Quick Edit 

Quick Edit is an option on the document display page that allows you to lock, edit, save, and unlock a document right in the browser, without any need to download the file locally or upload when your work is done. If you have a PubMan™ installation that is configured to use XMetaL® Author ActiveX (XMAX), your in-browser editing environment will be a full featured, validating XML editor. If not, your editing environment will be a non-validating, plain text editor. The two environments are described as Quick Edit/XMAX and Quick Edit/Plain Text in the following sections. Read whichever is pertinent to your system, and if you have any questions as to whether you have XMAX®, contact your system administrator.

Quick Edit / XMAX® 

To use Quick Edit / XMAX:

• Select the Quick edit link at the upper right hand corner of the Document display frame on any Document display page. The Document will be locked and a page will open with the Document in an XMAX® editing control. If you are an XMetaL® Author user (most PubMan™ users are) the environment will look familiar.
• Make your changes to the Document. You may save your changes at any time by using File->Save to Temp File.
• Use the File->Check In Changes menu selection to end your editing session and check in the document, or File->Discard Changes menu selection to exit without saving changes and release the lock. You will be asked to confirm that you wish to discard changes.

Figure 3.5: The Quick Edit / XMAX® page

Quick Edit / Plain Text 

Using the non-validating, plain text version of Quick Edit comes with a couple caveats:

• If you are uncomfortable editing raw xml, please do not use this feature.
• Do NOT cut-and-paste text from other applications into Quick Edit. You run the risk of introducing improperly encoded characters into your xml.

  Note: Whether this is a risk or not is determined by the type of character encoding is in use. Your administrator may tell you this is acceptable behavior.

To use Quick Edit / Plain Text:

• Select the Quick edit link at the upper right hand corner of the Document display frame on any Document display page. A page will open with the Document in a text editing control.
• Make your changes to the Document.
• Use the Save button to store your changes, or Cancel button to exit without saving changes.

More About Sortkeys 

In the Basic PubMan Skills chapter sortkey essentials were covered. Here we elaborate on them a bit.

If a Title has more than one Document using the same sortkey there could be what we call a “sortkey conflict”. This is usually resolved by adding a numeric suffix to the sortkey. This suffix is usually in the '000' format counting by fives, and will be used to sequence Documents with the same (root) key. For example, a dictionary may have more than one entry (Document) for “dog”, and in that event the sortkeys “dog”, “dog005”, “dog010”, etc. could be used. (We count by fives so you can always squeeze one more in where you want it.)

If there is an existing sort key with the value you need to assign a new Document, add a numeric suffix to the key. This may not be necessary if you know for fact that your PubMan is configured to deal with these conflicts for you (read on).

You will get an error if you check in a new Document with a sortkey conflicts with an existing one, i.e. a Document is already stored in that Title with the same sortkey. You will need to alter the sortkey (most likely by adding a suffix) and go through the check in process again. Most PubMan systems are configured to work around this by adding a suffix automatically if necessary—so instead of getting an error you'll just need to be aware that a suffix may be added on the way in. (Handy knowledge next time you go looking for the Document).

You can alter existing sort keys (assuming you have proper permissions) by editing them within PubMan or within your XML editing application. In PubMan there is an 'E' button next to the sortkey on any Document Listing page for doing this.

Document Properties You Can Change Within PubMan 

On any Document listing page with PubMan, if a column entry has a small E button next to it, this indicates that you can edit this property without checking out the document. Just click on the button and enter the desired text in the prompt that pops up. When finished click on the OK button.

Figure 3.6: Detail from Document Listing page showing editable properties

Note that Package listings allow you to edit the Package name in the same fashion.

Searching 

To search in PubMan™ for documents meeting a certain criteria, select PMSearch from the Actions list. PMSearch offers you three types of searches:

• Full-text. Finds a word, words, or phrase anywhere within the full text of a document. This search is not case-sensitive, and ignores punctuation, i.e. a query for computer failure will draw a hit on . . . computer? Failure . . ..
• Words ... within. Finds a word or words appearing within select XML elements or attributes. Enter the terms you wish to search for in the Words text box, and a list of the elements or attributes you wish to search within (separated by spaces) in within. Precede attribute names with a '@' character. This search is case-sensitive (both terms and element names).
• XQuery. Performs an XQuery search. XQuery is a language designed specifically for querying XML documents.

  Note: XQuery search is primarily aimed at advanced users. Most basic or intermediate users will use XQuery searches that have been pre-built for them.

The PMSearch form has three areas: Find, Results, and Queries, which are used to enter queries, list results, and manage queries respectively.

Figure 3.7: PMSearch Find Area

To run a search:

• Decide which of the three types of queries you will use. In the Find area, enter the words, string, and any elements you will restrict the query to.
• Use the Look In list to select the Title(s) or Package(s) you wish to run the query over. You can use the Titles or Packages link to toggle between the two, and Select All and Clear All functions are also available.
• If you are going to restrict the search to a certain range of documents, use the First Sort Key and Last Sort Key boxes for doing so.
• Use Run Query to start the search. The Results area will list documents that met your search criteria. Results are shown in a document list similar to any other in PubMan. You can view a document from the list by selecting it. It will appear in a popup page that gives you a choice of the formats you would like to view it in, and a Highlight terms option that highlights search hits.

  Note: For Words ... within and Full-text searches, the Highlight terms form will automatically fill itself in with your search terms and highlight them. For XQuery searches—where it is not possible for the program to accurately separate the search criteria from the query syntax—this is not done automatically. All you need do though is enter any words you want highlighted in the Highlight terms text box, and hit Go.

• You can use Save As Package on the Results area to save a results list as a Package.

Figure 3.8: PMSearch: Results Area

Figure 3.9: PMSearch Results: View Document

Each time you use PMSearch is considered a “session”. During your session:

• Clear Fields can be used to clear all of the search form fields in the Find area.
• All of your queries will be automatically saved for you, and they will be listed in the Queries area.
• Save Query can be used at any time to save the query entered in the Find area—even when it has not been run.
• New Session will clear all areas on the page. Any queries you have not chosen to save will be erased.

The Queries area lets you manage your queries.

• Load will reload the query, which permits the user to alter it before rerunning.

  Note: This feature allows you to set up templates for frequently used searches, which can be modified to suit.

• Clicking on the small E button next to the query allows you to change its title. Just click on the button and enter the new query name in the prompt that pops up. When finished, click on the OK button
• You can save a query for yourself by clicking the save query button in the Find Area or by toggling the Per (permanent) column setting to Y. A saved query will persist across sessions, remaining available until you delete it.
• You can share a query with others by toggling the Pub (public) column setting to Y.
• You can delete a query using the Del button.

Figure 3.10: PMSearch Query Area

Search Details: Full Text Searches 

In addition to its word search capability, Full-Text search has the following advanced features:

• Phrase search: Matches an exact word or a phrase. To perform a phrase search, use quotes around your query. Ex.: "ice hockey"
• Prefix search: Use '*' to find all forms of a word or phrase with a certain prefix. Use quotes around this type of search too. Ex.: "mono*" will find monographic, monotone, etc.
• Proximity: Use '~' to find one term near another. Ex.: apple ~ pear or apple NEAR pear find 'apple' near 'pear'.
• Booleans: AND, OR, AND NOT. Use booleans to add conditions to your query. Ex.: acts AND "first session"; abridgement OR analyze; grapefruit AND NOT tangelo

  Note: You may also use & for 'AND', | for 'OR', and &! for 'AND NOT'

• Inflectional search: Broaden a query for a word to find inflections. Ex.: FORMSOF (INFLECTIONAL, act) will find 'acted', 'acting', etc.
• Weighting: You can specify a weight value for each word or phrase in a query to affect the rank of result documents. A number between 0.0 and 1.0 is used as a weight value. Ex.: ISABOUT (act weight (.8), abridgment weight (.4))
• Thesaurus: If you have a thesaurus you wish to use to map replacements or expansions for words, please contact us and we can assist in integrating it into your PubMan system.

Search Details: Words/Within Searches 

Here are examples of the two types of search you can use Words/Within for, searching within a particular XML element, or within a particular XML attribute:

• To search within an XML element: Words: Mazzei Within: name would search for documents where “Mazzei” occurs within the XML element name, i.e. it would bring a result for a document containing . . . <name>Phillip Mazzei</name> . . . anywhere within it.
• To search within an XML attribute: Words: Letter Within: @docClass would search for documents where “Letter” appears in the value of the XML attribute docClass, i.e. it would bring a result for a document containing . . .<doc docClass="Letter">. . . anywhere within it.

If your XML uses namespaces to qualify elements (ask your administrator if you are not sure), you need to use the appropriate prefix when forming Words/within or XQuery requests. If there is no namespace prefix on element(s) you wish to search within, use the form *:elementname when listing them in the within text box. If there are namespace prefixes in the data, use them when you list your elements to search within, i.e. you would enter mods:title to search within the <mods:title> element

Search Details: XQuery Searches