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┌────────────────────────────────────────────────────────────────────────┐ │ This document is intended for display in a monospaced font. If the box │ │ around this text is not properly aligned, you should change the font. │ │ For example, if you are using the OS/2 System Editor, select 'Set font'│ │ from the 'Options' menu and choose the System Monospaced font. │ └────────────────────────────────────────────────────────────────────────┘ How to use the SearchManager/2 "Try Out" Version ================================================ This description helps you to get the most out of the SearchManager/2 "Try Out" version. By following these steps, you quickly become familiar with SearchManager/2's powerful features and with the associated product Thesaurus End User System Toolkit/2. The description is in two parts: Part 1 A scenario to demonstrate the main features of SearchManager/2. This part helps you become familiar with what SearchManager/2 can do and how to use it. Part 2 Several short demonstrations of selected features to highlight SearchManager/2's strengths in particular areas. Before you begin, it may be helpful to read the READ.ME file located in the directory where you installed SearchManager/2. This file contains information about the SearchManager family of products and some last-minute information about this "Try Out" version. Contents: -------- Part 1 - A quick tour of SearchManager's main features 1 - The scenario 2 - Preparing the demo 3 - Searching for documents: simple searches 4 - Searching for documents using phrases 5 - Searching for documents using synonyms and a thesaurus 6 - Creating and searching for a new document 7 - Closing the scenario. Part 2 - A demonstration of selected features 8 - Finding terms using linguistic features 9 - Excluding documents that contain a particular term 10 - Using synonyms 11 - Working with "hypermedia" 12 - Restricting the search to a group of documents 13 - Indexing a document 14 - Using a word processor for displaying found documents Part 1 - A quick tour of SearchManager's main features ====================================================== This "Try-Out" version of SearchManager/2 is a version of the original SearchManager/2 program. So you can work with it in the same way as with the product itself. You are limited only in the number of documents that you can work with. You are restricted to searching in 50 documents. ┌──────────────────┐ │ 1 - The scenario │ └──────────────────┘ You are the manager of the company Test & Compare. The company tests computers and writes articles about them for PC magazines. The manufacturer Big Elephant has delivered a new PC for testing. You ask Harry Testman, one of your employees, to write a report about it for the 'Hardware Examiner' magazine. ┌────────────────────────┐ │ 2 - Preparing the demo │ └────────────────────────┘ You do this only once after installation. So far, you have opened the SearchManager/2 folder which includes: - Retrieval and Indexing (the complete User's Guide) - How to use the "Try Out" version (this document) - Installation Utility - Ordering the original product - Search Service. a) Open the Search Service object: Double-click on the Search Service object. It opens, containing: - Document index - Query - Sample documents - Demo documents. b) Index the Sample documents and the Demo documents: (If you automatically indexed these documents during installation, you can skip the rest of this section and continue reading from Section 3.) Drag the 'Sample documents' object and drop it on the 'Document index'. To do this, position the mouse pointer on the 'Sample documents' object, press and hold the right mouse button, drag the object over the 'Document index' object, and then release the button. A window appears that shows a list of document names. Press the 'Queue' button on that window. The window disappears after a short time, and the documents are now added to a queue for indexing. Repeat this using the 'Demo documents' object. c) Display information about the document queue: Use the right mouse button to open the pop-up menu of the 'Document Index' object. Select 'Administration' on that menu. The administration notebook appears. The first page ('Explicit') shows the number of documents in the index queue. d) Index the queued documents: Press the 'Index >>' button and press 'OK' on the confirmation message that appears. The documents now start to be indexed. After a short time (a half a minute on faster systems, several minutes on slower systems), press the 'Refresh' button. Indexing has finished when the number of documents in the queue is zero. If this is not the case, wait for a short time, then press the Refresh button again. Documents are indexed to make searching through large numbers of documents faster. Indexing is often done at night because it is a time-consuming process. e) When indexing has finished, close the Administration notebook. ┌──────────────────────────────────────────────┐ │ 3 - Searching for documents: simple searches │ └──────────────────────────────────────────────┘ If you did not follow the steps in Section 2, open the 'SearchManager/2' folder and the 'Search Service' folder now. Let's come back to the scenario... Harry Testman wants to search for reports about the style and design of other PCs: a) Open a query: Double-click on the 'Query' object in the 'Search Service' folder. The 'Query View' opens. The 'Query View' contains entry fields for search terms and for operators (to the left of the search-term fields), and it contains a group of options (to the right of the search-term fields). These options apply to the search-term field where the cursor is positioned and can be different for each search term. b) Search for documents containing the word "style": Type the word "style" in the first entry field, then press the 'Search' button. The 'Results View' of the 'Query' object opens showing that the search is in progress. After a few seconds, document objects are displayed. (The first query takes a little longer than other queries because of initial processing.) c) Display the text of one of the found documents: Double-click on the document 'SF201092.DOC'. The SearchManager document browser appears. The word "styling" is highlighted to emphasize that it was a search term. If you need to change the font size, select 'Options' from the menu bar, then select 'Set font...'. Place the cursor on the highlighted word "styling". Do this manually by positioning the cursor on the word or click on the 'Next match' button. Press the 'Explain' button. A message window appears giving the reason why the word was found. In this case the reason is obvious, but there can be occasions when it may not be. Close the message window. d) Search for documents containing the words "style" or "design": Select the 'Query View' window again. Note: The 'Browser' and the 'Results View' window can be left open; they will be reused with the next query. Type "design" in the second entry field. Press the 'Search' button. The 'Results View' now shows more documents. Double-click on the document 'DT130993.DOC', then use the 'Next match' button to display some of the matches. e) Search for words containing the characters "comp": Select the 'Query View' window again, then press the 'Clear' button to remove the words that you typed earlier. Type "*comp*" in the first entry field, then press the 'Search' button. The '*' character is used as a masking symbol (or wild-card character) for a part of a word. Browse some of the found documents to see which terms qualified for the masked term "*comp*". f) Browsing more than one document at a time: Each time you select a different document, it is displayed in place of the previous one -- only one document is displayed at a time. However, if you prefer to browse more than one document at a time, open the 'Options' menu from the menu bar of the 'Results View' and select 'Use browser'. Now each time you select a different document, it is displayed in a separate browser window. ┌────────────────────────────────────────────┐ │ 4 - Searching for documents using phrases │ └────────────────────────────────────────────┘ The second task for Harry Testman is to compare the new computer with previously tested ones concerning price and performance. Harry finds that the new PC has a very high performance for a low price, so he wants to read reports about PCs with similar characteristics. a) Search for "high performance" and "low price": Redisplay the 'Query View' window. If the entry fields contain search terms press the 'Clear' button to clear the window. Type "high performance" in the first entry field, and "low price" in the second entry field. Open the operator list to the left of the second search term field (click on the arrow to the right of the operator) and select the 'and' operator. If you prefer to use the keyboard to select an operator, use the Tab key to move to the operator field and then use the up-arrow and down-arrow keys. The Query now looks like this: high performance and low price Press the 'Search' button. Double-click on the test report for the Blackdog computer. You see "lowest price" and "high performance" highlighted. But Harry Testman knows that there are more computers with a low price and a high performance. He searched for "high performance" and "low price" as phrases, so SearchManager looked only for documents where the word "high" is followed immediately by the word "performance", and where "low" (or, in our case, an inflection of it) is followed by "price". b) To find those terms in any order within one sentence: Redisplay the 'Query View' window. Select the option 'Any sequence', first for the first phrase, and then for the second phrase. (To do this, position the cursor in the entry field containing "high performance", then select the option 'Any sequence' to the right of the window. Next, position the cursor in the entry field containing "low price", and do the same.) Press the 'Search' button to repeat the search. You find more documents. c) To display an image within a document: Double-click on document DT130993.DOC to display it. Position the cursor on the image tag "IMAGE: tiger.met" near the top of the document. Press the 'Hypermedia' button. Picture Viewer opens, showing the image of a tiger. Note: In some systems, Picture Viewer comes up behind other windows. Display it by selecting the document name from your Window List. If the picture viewer does not appear at all, or it cannot display the image, refer to the READ.ME file in the product directory. Close the Picture Viewer window. ┌─────────────────────────────────────────────────────────────┐ │ 5 - Searching for documents using synonyms and a thesaurus │ └─────────────────────────────────────────────────────────────┘ The next task for Harry Testman is to compare the new computer with previously tested machines from the manufacturer Big Elephant. So he wants to find all reports about those PCs. a) Search for "Big Elephant": Redisplay the 'Query View' window. Press the 'Clear' button to clear any text that you have typed. Note: This action not only clears the window, but it also returns all options (such as 'Any sequence') to their initial values. Type "Big Elephant" in the first entry field and press 'Search'. Some of the documents are called "Animal Encyclopedia", but this is not the type of document Harry Testman wants to find. He is not searching for an animal, but for the company Big Elephant. b) Search for "Big Elephant" and "company": Redisplay the 'Query View' window. Enter "company" in the second entry field. For the operator to the left of the second entry field, select 'and'. The query now looks like this: Big Elephant and company Press 'Search'. You find no documents. Harry Testman is surprised about the result, but knows that SearchManager has some functions to support him in building his query and specifying the right search terms. c) Search for "Big Elephant" and synonyms of "company": Redisplay the 'Query View' window. Position the cursor in the entry field containing the term "company". Press the 'Synonyms' button. A window appears containing a list of synonyms for the term "company". Select the words "corporation", "enterprise" and "firm". Press 'OK'. The selected synonyms are displayed in a list on the right- hand side of the 'Query View' window. Press the 'Search' button. Instead of looking only for "company", SearchManager now looks for "company" OR "firm" OR "corporation" OR "enterprise". Harry has found more documents than he wants to view. He wants to make the query more specific. The information sheet that describes the PC says that it is a 486 PC. Harry remembers that the information about the companies and the products that have been tested by Test & Compare are modelled and stored in a thesaurus. He tries to find names related to Big Elephant PCs in that thesaurus... d) Use a thesaurus to add a search term: Redisplay the 'Query View' window. Position the cursor in the entry field containing "Big Elephant". (Ensure that the term is capitalized as shown -- the thesaurus data is case-sensitive.) Press the 'Thesaurus' button. The 'Thesaurus' window appears. Select the thesaurus 'Demo Thesaurus' in the drop down list at the bottom right of the window if it is not already selected. A list of relations is displayed. Select the relation 'product sets'. The list to the right now shows the relation property of the selected relation (unidirectional). Press the 'Show' button. The 'Thesaurus Result' window appears containing a list of terms. Select the term "Cache 486DX2" and press the 'Add to Query' button. Now redisplay the 'Query View' window to see that the term is added to the query. Close both thesaurus windows. (If you would like to know more about the use of a thesaurus and how you can create the demo thesaurus included in this "Try Out" version, order the Thesaurus Administrator/2 product. The order number of the demo version of Thesaurus Administrator/2 is GK10-2008.) Select the operator 'and' for the new search term. The query now looks like this: Big Elephant and company (with synonyms) and Cache 486DX2 Press the 'Search' button. You find these documents: BE210893.WPT a WordPerfect document BE220893.DOC an ASCII document. BE230893.SAM an Ami Pro document BE240893.LWP an IBM Works document e) Display a document using an editor or a word processor: Using the right mouse button, click on the document BE220893.DOC to display its pop-up menu. On this menu, click on the arrow beside the 'Open' entry. The submenu that opens should contain these entries: - Browser - Common browser - OS/2 System Editor (If you click on one of the other documents, and the corresponding program, Ami Pro, Word Perfect, or IBM Works is installed and associated with this document type, then, instead of the OS/2 System Editor, the name of the corresponding word-processor program is displayed in the pop-up menu.) Click on 'OS/2 System Editor'. The Editor window opens and the document content is displayed. ┌───────────────────────────────────────────────┐ │ 6 - Creating and searching for a new document │ └───────────────────────────────────────────────┘ Harry Testman now creates the test report for the new PC. He does not create a new document, but instead he uses the one he has just found as a template. a) Change and save the found document: You have already opened the editor to display the document BE220893.DOC. Note: If you did not follow the steps in Section 5, start the OS/2 System Editor and open the file BE220893.DOC which is located in the directory \SM2\DEMO on the drive where you installed the SearchManager "Try Out" version. Add some text to the document and change the model type to "east africa 486". Open the 'File' menu and select 'Save as...' to save the document as 'NEWDOC.DOC'. Close the OS/2 System Editor. b) Redisplay the 'Search Service' folder: Close or minimize the 'Browser', 'Query View' and 'Results View' windows if they are open. Redisplay the 'Search Service' folder. c) Add a new document to the document queue for indexing: Double-click on the 'Demo documents' object to open that folder object. Find the 'NEWDOC.DOC' object. Drag this document and drop it on the 'Document index' object as you did with the 'Demo documents' object in Section 2. The 'Add to queue' window appears, showing one document name. Press the 'Queue' button. The window is removed. d) Index the new document: Select 'Administration' from the pop-up menu of the 'Document index' object. The Administration notebook opens. (Press 'Refresh' if the number of documents in the queue is still zero.) Press the 'Index >>' button to start indexing the new document. Press 'Refresh' after a few seconds to see if indexing has finished and that the document is added to the index. Note: The new document is added to the secondary part of the document index. The concepts of the indexing process and the index structure are described in the online user's guide 'Retrieval and Indexing'. Close the 'Administration' window. ┌──────────────────────────┐ │ 7 - Closing the scenario │ └──────────────────────────┘ Harry Testman has finished his report for the 'Hardware Examiner' magazine. Now Paul Mailman has to find all reports written for the 'Hardware Examiner' and send them to the newspaper publisher. Note: If you have also installed the demo version of IBM Thesaurus Administrator/2 you can now begin that demo to add the new PC model to the demo thesaurus. Otherwise, continue as follows: a) Use a thesaurus to find terms related to the 'Hardware Examiner': Open a 'Query View' window and clear the fields. Press the 'Thesaurus' button. Enter "Hardware Examiner" in the entry field at the top of the thesaurus window. (If you have run the Thesaurus Administrator/2 demo, select the new thesaurus in the drop-down list at the bottom right of the 'Thesaurus' window.) Select the relation "tested" in the left-hand list. Press the 'Show' button. The 'Thesaurus Result' window opens. Select all terms in the list and press the 'Add to query' button. Close the two thesaurus windows. b) Search for reports about PCs tested for the 'Hardware Examiner': Enter the model type of the new PC ("east africa 486") in the first free entry field. This is already present if you created a new thesaurus using the Thesaurus Administrator/2 demo. Press the 'Search' button. The 'Results View' shows all reports about PCs that have been tested for the 'Hardware Examiner'. Paul Mailman can now do one of the following: 1. Select all objects and drop them onto a printer object to give the 'Hardware Examiner' magazine a printout of the documents. 2. If an OS/2 mail application is installed, drop the documents onto a mail object to mail the reports to the magazine electronically. The Test & Compare company has finished the task -- the 'Hardware Examiner' has received its reports in time to go to print. Part 2 - A demonstration of selected features ============================================= This part highlights some of the features of SearchManager. ┌─────────────────────────────────────────────┐ │ 8 - Finding terms using linguistic features │ └─────────────────────────────────────────────┘ Any retrieval product should be able to find the exact term that you are looking for, but only a product with linguistic abilities can find variations of the term. Here are two small examples of SearchManager's powerful linguistic features. a) Search for terms: Open a 'Query View' window. Press the Clear button to clear the window. Type "mouse" in the first search term field, and type "interface" in the second search term field. Press the 'Search' button. b) Browse one of the found documents: Browse the document "Examples - sample". Notice that the highlighted term "mice" is found as the plural form of "mouse". c) Use 'Extended matching' to highlight additional found terms: After a short time, a message at the bottom of the window tells you that one further match was found. Choose 'Extended matching' from the 'Options' menu. SearchManager highlights "interface". SearchManager does text analysis before displaying the document. It usually finds all terms to be highlighted. Extended matching is an additional process done by intensive analysis using dictionaries to highlight unusual matches, like the hyphenated word 'interface', that are not found by normal text analysis. This is done while you are viewing the displayed document. If any further matches are found, a message tells you how to display them. ┌────────────────────────────────────────────────────────┐ │ 9 - Excluding documents that contain a particular term │ └────────────────────────────────────────────────────────┘ You want to search for documents about the Big Elephant company's PC model of the Africa series. But, of course, you do not want to find any documents about the African elephant as an animal. a) Search for "elephant" and "Africa" but not "animal": Open a 'Query View' window and press the Clear button to clear the window. Type the term "elephant" in the first search term field, the term "Africa" in the second field, and the term "animal" in the third. Select the operator 'and' for the term "Africa" and the operator 'not' for the term "animal". Your query now looks like this: elephant and Africa not animal (The 'not' operator works as an 'and not' operator.) Press the 'Search' button. You find two documents: BE220893.DOC and NEWDOC.DOC, the document you created earlier. Not included in the result are the Animal Encyclopedia documents ANIMAL91, ANIMAL92 and ANIMAL93 which contain not only "Africa" and "elephant", but also "animal". ┌─────────────────────┐ │ 10 - Using synonyms │ └─────────────────────┘ SearchManager supports you with synonyms from the dictionaries you have installed. This "Try Out" version contains the UK-English dictionary. a) Add your own synonym, for this query only: Open a 'Query View' window and clear the window. Type "system" in the first search term field. Press the 'Synonym' button. The 'Synonym' window opens. Select some of the synonyms. Below the list is an entry field. Type in a word that is not contained in the list. Press the Add button to add the word to the list above. The new synonym is added to the list, but only for this particular search term. b) Add your own synonym permanently to the synonym list: This time, type "lay" in the first search term field, then press 'Synonyms'. On the Synonym window, press the 'Permanent' button. A second window appears. Open the 'Term' list at the top. It contains the terms for which you can store synonyms. These are the base forms of the term you entered on the 'Query View' window. Your search term was "lay" which can have two meanings: the base form of "to lay", or the past tense of "to lie". So the list contains both terms. Select "lie" from the list. Type a synonym of your own in the entry field at the bottom and press the 'Add' button. Press the 'OK' button to return to the Synonym window. Your new synonym is now stored permanently and appears the next time you use the Synonym feature. Press 'OK' on the Synonym window. The synonyms you selected are displayed in the 'Query View' window. ┌────────────────────────────────┐ │ 11 - Working with "hypermedia" │ └────────────────────────────────┘ Documents can contain hypermedia references. These are points in a document from which other information, such as graphics, images, audio, or video, can be called. An example of how you could implement hypermedia references is included in the sample documents. One of these documents contains a reference to a picture of a hot-air balloon. a) Display a hypermedia image: Open a 'Query View' window. Type "hot air" in the first search term field and press the 'Search' button. Browse the found document. You see a hypermedia reference that looks like this: IMAGE: hotair.met Position the cursor anywhere on the hypermedia reference, and press the 'Hypermedia' button. b) Use your own hypermedia application: To use your own application for hypermedia, do the following: Edit the file EHSHMLNK.DAT located in the directory \SM2\DATA. This file explains the syntax and gives examples of how to specify hypermedia tags in documents. Add an entry for your application and the hypermedia tag you want to use and save the file. The following example is for the IBM Multimedia Presentation Manager/2 and requires a sound card: TYPE=MMPM;CMD=PLAY file=%o; This entry tells SearchManager, when a tag containing MMPM is activated, to run the OS/2 command (CMD) file called PLAY using the file name given in the tag. Create a document containing this hypermedia tag with the name of the file you want to use with your application. ┌─ Sample for ASCII documents: ────────────────────────────┐ │ │ │ This document contains a reference to the sample sound │ │ supplied by MMPM/2 assuming that MMPM/2 was installed │ │ on drive C: │ │ │ │ <*MMPM: C:\MMOS2\SOUNDS\LASER.WAV *> │ └──────────────────────────────────────────────────────────┘ Index the document. Search for the new document, then browse the document. Position the cursor on the hypermedia tag, then press the 'Hypermedia' button. The "Laser" sound is generated. c) Using Hypermedia tags for other purposes: You can use hypermedia for a whole range of functions, limited only by your imagination. Here is an example: Search for the phrase "index types". A document is found that has a hypermedia reference at the end. Position the cursor on the hypermedia tag, then press the 'Hypermedia' button. This reference displays the User's Guide at the place where this topic is described. ┌─────────────────────────────────────────────────────┐ │ 12 - Restricting the search to a group of documents │ └─────────────────────────────────────────────────────┘ SearchManager finds all documents stored in its document index that match the search criteria. However, in some cases, you may want to restrict the search to a specific group of documents, such as a directory on your hard disk. a) Search in all documents: Open a 'Query View' window. Type "design" in the first search term field. Press the 'Search' button. The Results View opens. Six documents are found. b) Specify a document group to be searched: Redisplay the 'Query View' window. Select the 'Defaults' tab at the bottom of the notebook to see the second page. Select 'Restrict to document groups'. The 'Add' button is enabled. Press the 'Add' button. The 'Add Document Groups' window opens. Double-click on the item in the 'Groups' listbox representing the drive where you installed the SearchManager "Try Out" version. The directory tree is expanded. Double-click on the item representing the directory SM2. (If you specified a different name at installation, choose this name.) Select the item SM2\DOCS and press the 'Add' button. The item is copied to the 'Selected groups' box on the right. Press the 'OK' button. The 'Add Document Groups' window closes. The selected directory is displayed on the 'Defaults' page. c) Searching in a selected document group: Select the 'Query' tab at the bottom of the notebook to redisplay the 'Query View'. Using the same search term "design", press the 'Search' button. The 'Results' view now displays only two documents. d) Search in all documents: Now return to the previous setting for the rest of this demo. To do this: Redisplay the 'Query View' window. Select the 'Defaults' tab again. Select 'Search the entire index'. ┌──────────────────────────┐ │ 13 - Indexing a document │ └──────────────────────────┘ You can drag documents to the 'Index' object for indexing, or you can display a window from which to select documents for indexing. Better still, indexing can be automated. a) Select this document 'How to use the "Try Out" version...' to put it in the queue for indexing: Close or minimize the 'Query View' and the 'Results View' windows. Redisplay the 'Search service' folder. Double-click on the Document index object. A window opens from which you can select documents to be indexed. Double-click on the item in the 'Groups' listbox representing the drive where you installed the SearchManager "Try Out" version. The directory tree is expanded. Double-click on the item representing the directory SM2. (If you specified a different name at installation, choose this name.) Select the item "How to use the Try-Out version..." in the 'Documents' list at the right. Press the 'Queue' button to put the document in the index queue. b) Index this document: Press the 'Administration' button. The Administration notebook opens. The document queue contains one document. c) Do periodic indexing automatically: In contrast to this manual method of indexing, there are also ways to do indexing, and other index-administration tasks, periodically. For more information, refer to the online user's guide "Retrieval and Indexing". If you want to know more now, click on the 'Periodic' tab in the Administration notebook and look through the pages under this tab, using Help when you need it. Close the Administration window. ┌────────────────────────────────────────────────────────┐ │ 14 - Using a word processor to display found documents │ └────────────────────────────────────────────────────────┘ You can use your own word processor rather than the SearchManager document browser for browsing found documents. The matched terms are not highlighted, but you can edit the document. a) Search for documents to browse: Open a query object and press the Clear button to clear the window. Type "excellent" in the first search term field. Press the 'Search' button. b) There are three ways to edit the found documents using your own word processor: 1. If the word processor supports drag and drop, drag the document and drop it onto your word processor object. 2. Open the pop-up menu of the document object: Select the arrow beside 'Open' and select the word processor from the submenu that is displayed. Note: The word processor must have been associated with the document type for it to be included in that menu. 3. Double-click on a document. Normally the SearchManager document browser opens when you double-click on a document in the 'Results View' window. If you want the word processor for this document type to be opened instead on the double-click action, do the following: Select 'Options' on the menu bar of the 'Results View', then click on the menu item that is marked as selected. This removes the selection from the menu item so that neither 'Use browser' nor 'Use common browser' is selected in that menu. Double-click on one of the documents. The default word processor of that document should open: Document Default word processor -------- ---------------------- BE210893.WPT Word Perfect (if installed) BE220893.DOC OS/2 System Editor BE230893.SAM Ami Pro (if installed) BE240893.LWP IBM Works (if installed) ┌──────────────────────┐ │ Ordering information │ └──────────────────────┘ For information about how to order any of the SearchManager/2 family of products, click on 'Ordering the original product' in the SearchManager/2 window. ┌────────────┐ │ Trademarks │ └────────────┘ The following are trademarks of the IBM Corporation in the United States or other countries or both: IBM OS/2 SearchManager/2 Thesaurus End User System Toolkit/2 Thesaurus Administrator/2. The following terms are trademarks of other companies: Ami Pro Samna Corporation WordPerfect WordPerfect Corporation.