Objectif Lune PlanetPress Search - 7.5 Instruction Manual

PlanetPress Search

User Guide

www.objectiflune.com

Copyright Information

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Title PlanetPress Search User Guide

Revision 2012-05-03

Table of Content

Table of Content 5

Overview 7

Icons used in this guide 7

Overview

This PDF documentation covers version 7.4. To view the documentation of previous versions please refer to the PDF files available in the Downloads section of our website:

http://www.objectiflune.com/OL/Download/DownloadCenter.

Icons used in this guide

Some icons are used throughout this guide in order to catch your attention to certain particular information.

Notes: This icon shows you something that complements the information around it. Understanding notes is not critical but may be helpful when using PlanetPress Search.

Warnings: This icon shows information that may be critical when using PlanetPress Search. It is important to pay attention to these warnings.

Technical: This icon shows technical information that may require some technical knowledge to understand.

Understanding PlanetPress Search

This chapter explains how PlanetPress Search works and how to configure it to search one or more PlanetPress Image archives.

There are three key points to understand with respect to how PlanetPress Search works:

1. Every search you perform is done on a search database that PlanetPress Search builds from the information in the PDI files generated by PlanetPress Image. Although the PDI file contains all the information PlanetPress Search needs to perform a search, PlanetPress Search uses databases to eliminate the need to open and search individual PDI files, making searches faster and more efficient. See "Search Database" (page 10) for help understanding databases.

2. You define the contents of a search database. You specify the PlanetPress Image folders you want to include in the search database.

3. You can have as many search databases as you need. For each search database you want to build, you first create a search profile and then build the database. A search profile can reference exactly one search database, so each search database you want to build requires a separate search profile. See "Search Profile" (page 9) for a complete description of search profiles.

Note that since PlanetPress Search searches the database and not the PDF and PDI files themselves, if the PDF files indexed in the search database change, you must update the database to ensure searches yield accurate results. For example, if you have a document that executes in PlanetPress Image on a weekly basis, you would also update the search databases that contain the index information for that document on a weekly basis. See "Search Database" (page 10) and in particular "Updating a

Search Database: Refresh vs. Rebuild" (page 25).

Also note that you can configure PlanetPress Image to automatically add information to an existing search database when it executes a document. If a record for the document already exists in the database, PlanetPress Image adds the index information to the database. If the document does not yet exist in the database, PlanetPress Image adds a new record for the document along with the index information for the document, to the database. This is useful when you want to eliminate the need to refresh or rebuild the database from within PlanetPress Search. Consult the PlanetPress Workflow Tools User Guide for more information on this feature.

In a network installation of PlanetPress Search, it is common to want to restrict access to search databases in order to ensure the integrity of search results. See "Database Integrity in a Network Installation" (page 42).

Search Profile

A search profile is a file that contains information about a search database. PlanetPress Search uses the search profile to determine what database to search, and how to connect to that database. It also consults the search profile for information related to updating and searching the database.

A search profile is a distinct file from the search database, and can exist in any folder. Search profiles use the .prf file name extension. The ppsearch.prf file in the PlanetPress Search program folder is the default search profile.

There are several important points to understand with respect to search profiles:

l A search profile references exactly one search database. You can create many search profiles that reference the same

database but a single search profile cannot reference more than one database.

l You can create as many search profiles as you require. l Create a Database During the Load of a Search Profile

Understanding PlanetPress Search

Search Database

A search database, sometimes referred to simply as a database, is what PlanetPress Search searches when you perform a search. The database contains the index information for the documents in one or more PlanetPress Image archive folders. You create, update, and search a database through a search profile.

PDI File

You create the index terms for a document in PlanetPress using data selection objects. Each data selection object contains at most one index term, and the name of the index term is the name you define for it in the data selection object. A document can contain any number of index terms.

When PlanetPress Image executes a document, it gathers all the index terms you defined in the document and saves them in a PDI file. It creates one PDI file for each PDF file it generates. The PDI file bears the same name as the PDF file. For example if the PDF file is invoice.pdf, the corresponding PDI file is invoice.pdi. The PDI file is an ASCII file. Note that you can use the Digital action in a PlanetPress Suite Workflow Tool to produce a PDI file in XML format (rather than the native format PlanetPress Image generates). However PlanetPress Search reads only the native format produced by PlanetPress Image.

PlanetPress Search uses the information in the PDI files to build its search databases.

The PlanetPress Search Program

Start PlanetPress Search 11

The PlanetPress Search Program Window 11

The Search Toolbar 12

The Search Panel 13

Basic Search 13

SQLSearch 14

The Search Results Panel 15

Set User Options 15

Change Language 17

Exit PlanetPress Search 17

Start PlanetPress Search

Since version 7.3, PlanetPress Search is a standalone software that can be installed individually or as part of the PlanetPress Suite along with other software in the suite. This procedure describes how to start PlanetPress Suite in version 7.3 and higher:

1. Log on to the computer where you want to use PlanetPress Search.

In the Start menu, click on (All)Programs, PlanetPress Suite 7 and click PlanetPress Search.

(Alternatively, you can double-click on the PlanetPress Search icon on your desktop.)

The main PlanetPress Search window will then open.

To start PlanetPress Search in earlier versions of PlanetPress Suite

1. Log on to the computer where you want to use PlanetPress Search.

2. In the Start menu, click on (All)Programs, then locate your installation of Adobe Reader. This can be either Adobe Acrobat Standard, Adobe Acrobat Reader, etc.

In the Adobe product you launched, click on the icon in the toolbar.

The PlanetPress Search Program Window

The PlanetPress Searchprogram window is divided into 4 distinct sections:

l The Program Toolbars l The Search Panel l The Results Panel l The PDFViewer

The PlanetPress Search Program

You use the Search Configuration area to configure and launch a search. The currently loaded search profile determines what search database is available in the Search Configuration area. See "Determine the Currently Loaded Search Profile" (page 27) for help determining which search profile is currently loaded. The Document box near the top of the Search Configuration area contains a list of all documents in that database.

The contents of the Search Configuration area depend on the type of search selected in the Search type box (Basic or SQL). The Search type box at the top of the Search Configuration area determines how you define the search criteria for a search. If you select SQL, the Search Configuration area changes to accept an SQL statement.

See "Perform a Search Using a Basic Query" (page n) and "Perform a Search Using an SQL Query" (page n) for help defining searches using Basic and SQL search types, respectively.

The Results area displays the results of the last search you performed. You use it to examine and select search results. You can hide the Search Configuration area to increase the size of the Results area. See "Change the View on Search Results"

(page 31).

The Search Toolbar

The PlanetPress Search toolbar offers a few shortcuts that simplifies the use of the most common features of PlanetPress Search.

From left to right, the default icons visible in the toolbar are:

The PlanetPress Search Program

l New:Click to display a submenu where you can create a new search profile. l Open:Click to open an existing Search Profile. l Save:Click to save the current Search Profile. l Save As:Click to save the current Search Profile as a new file. l Print:Click to print the search results (only active when search results are available). l Copy Selected Nodes:Click to copy the selected search results to the Windows Clipboard. l Sort Ascending:Sort the Search results in Ascending order (by the Primary Sort Order). l Sort Descending:Sort the Search Results Pane in descending order (by the Primary Sort Order). l Clear Results:Clear the Search Results pane. l Preferences:Open the User Options dialog. l Language: Opens the Language Change dialog. l Help:Opens the PlanetPress Search User Guide (this site).

The Search Panel

The Search Panel provides two different methods for searching through your Search Database.

If the Search Database is empty, you will not be able to click the Search button, and the SQLtab will remain empty.

Basic Search

The Basic Search panel is used to provide an easy to use search functionality while remaining flexible in its use. This procedure describes how to perform a search using a Basic query to define the search criteria. Basic query is useful for users that are unfamiliar with Structured Query Language (SQL) or find it more convenient to define the query without using SQL. PlanetPress Search constructs the SQL query from the set of search criteria defined using the drop-down lists and the Criteria Dialog.

To perform a basic search:

1. Make sure a search profile has been loaded. For details, see Load a Search Profile.

2. Select the Basic tab from the Search Panel.

3. Select the appropriate options from the drop-down menus:

l Document:Select from a list of available document titles located in the Search Database to filter the results for

a specific document title, or select All of them to ignore the document title. The Document title refers to the PlanetPress Talk IDin the document's properties in PlanetPress Design (see Set up a document)

The PlanetPress Search Program

l Primary Sort Order:Determines how the search results will be sorted (results are always ascending). The 3

available options are:

l Document name:Sorts by the name of the document (the same as the ones seen in the Document

drop-down above). Note that selecting this option when filtering by document results in no sorting at all.

l Date:Sorts by document creation date. l PDFName: Sorts by the PDFfile name.

l All search criteria:Determines whether the search criteria should be true only within a single Page of the

PDF file, or anywhere in the pages.

l Files Created:Filters the results by date. Use the drop-down to select a pre-determined setting (such as

"Today"or "Last six months" for example)or select Custom to enable the From and To options to manually set the date filter. When selecting a pre-determined setting, the From and To box below will display the actual dates that the period corresponds to.

l From/To:Use these boxes to specify the start and end dates, respectively, when you select Custom in the

Files created box. You can enter dates in these boxes in two ways. You can click in the box and modify the

date, or you can click the arrow on the right of the edit box to display a calendar that reflects the date that currently appears in the edit box. Use the arrows at the top of the calendar to navigate through the months, and click on a date to select it. When you select a date, the calendar disappears and the edit box displays the selected date.

4. Add search criteria to your search (see below).

5. Click Search to initiate the search or Reset to reset all the options to their defaults.

The Search button is only enabled if there is at least one PDFin the Search Database that is currently used.

Adding a Search Criterion

While some filtering and sorting is made through the Document and Files Created options, searches are mainly defined through a set of criteria which are defined in the Criteria box.

1. Click the Add button. A new criterion line appears.

2. Enter or select the information in the 3 options of the criterion line:

l Search Field (Left): Select which field to search from. Each field present in the PDFdocument will be listed here,

along with the PDFName entry (which is automatically present).

l Search Operator (Center):Select from a list of possible operators such as Start With, End With, Equal To, Con-

tains, Greater Than, etc.

SQLSearch

Once search parameters are selected in the Basic tab, clicking on the "SQL"view displays the SQLequivalent of the Basic search options and criteria.

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Objectif Lune PlanetPress Search - 7.5 Instruction Manual

Copyright Information

Table of Content

Overview

Icons used in this guide

Other Documentation

Understanding PlanetPress Search

Search Profile

Search Database

PDI File

The PlanetPress Search Program

Start PlanetPress Search

The PlanetPress Search Program Window

The Search Toolbar

The Search Panel

Basic Search