Chapter 8                  

       Searching Documents With askSam       

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The Search Results Window

After a search is executed, the Search Results Window will appear. The Search Results Window appears at the bottom of the screen and displays a list of the Documents retrieved by your search.  Clicking on a document in the Search Results Window displays that document in the top Window of the screen.

From the Search Results Window you can:

·      Scroll through Documents retrieved by your search.

·                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                      Edit retrieved Documents.

·                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                      Delete Documents retrieved by your search.

·                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                      See the number of retrieved Documents.

·                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                      See the number of hits in each Document.

·                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                      See the context of the hits.

·                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                      Jump from hit to hit in the Documents.

·                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                      Add retrieved Documents to a Remembered List

·                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                      Customize the field or fields listed in the Search Results.

NOTES:

1.     The Search Results Window remains open at the bottom of your screen until you close it. You can close the Search Results Window by choosing VIEW -> SEARCH RESULTS or by clicking on the Close icon in the Search Results Toolbar.

2.     Pressing the ESC key will rotate you between the Search Results Window,  the window containing the retrieved Document, and the Search Line. You can move directly to a specific part of the screen with the following keys:

ź      CTRL+Q  moves you to the Search Line.

ź      CTRL+SHIFT+Q  moves you to the Search Results Window.

ź      CTRL+W  moves you to the Work Space (into the Document).

Customizing the Search Results Window

You can customize the Search Results Window to display specific fields as well as the hit context, number of hits, or other document information. These customized views can be saved and easily accessed from a drop down menu in the Search Results Toolbar.

To Customize the Search Results Window:

1.     Choose VIEW ->  SEARCH RESULTS PROPERTIES or click on the Result View Properties  icon in the Search Results Toolbar.

The Search Results Properties Dialog Box will appear.

2.     Create a new View or select the View you want to modify.

3.     Choose the Columns button.

        The Define Columns Dialog Box will appear.

In the list of “Available Fields”, you'll find the items you can display in the Search Results Window:

FIELD                                              DISPLAYS

Hits in Document                           The number of hits that occur in the retrieved Document.

First Line                                         First line of the retrieved Document.

Hit Context                                      Sentence containing the hit.

Document Name                             Name of the Document (if a Document Name has been entered in the                                                           Document Properties).

Document Author                          Name of the author (if an author has been entered in the Document                                                           Properties).

Document Keywords                    Keywords for the Document (if keywords have been entered in the                                                           Document Properties).

Field Name                                      Lets you enter a name of any field. This is useful is if a field name is not                                                           in an Entry Form.

List of Field Names                        Field Names from all Entry Forms are listed. The contents of the fields                                                           you select will be displayed in the Search Results window.

4.     Add the fields you want displayed in the Search Results Window and choose OK.

5.     Choose the Sort button if you want the items listed in the Search Results Window to display in sorted order. You can sort by any field or by relevance (the number of hits in each Document).

6.     Choose the Close button to exit the Search Results Properties dialog box.

NOTES:

1.     You can create multiple Search Results Views. The drop down menu in the Search Results Toolbar lets you switch between these views.

2.     The Search Results Properties Dialog Box lets you create, rename, edit, and delete Search Results Views.

3.     You can modify the width of the columns in your Search Results by clicking and dragging the column headers. To do this, place your cursor on the vertical line separating the columns, press and hold the left mouse button, and move your mouse. The column will get wider or narrower (depending on the direction you move the move).

4.     You can modify the order of the columns displayed in the Search Results Window by dragging and dropping the columns.

Floating/Dockable Search Results Window

The Search Results Window has two display modes: floating or docked. By default, the Search Results Window is docked below the workspace (Document).

If you're working on a high resolution monitor, you may prefer to place the Search Results Window below the main askSam window to give you maximum workspace.  Or you can dock the Search Results Window to the side or under your Folders (if your Search Results don't have too many columns).

 In floating mode, the window has a thin title bar and can be placed anywhere on your screen. A floating window is always on top of all other windows.

Floating Search Results Window

In docked mode, the Search Results window is fixed to a dock along any of the four borders of the main askSam window.

Search Results Window Docked on Right Side of Screen

Search Results Window Docked under the Folder View

To Show Or Hide The Search Results Window:

1.     Choose VIEW ->  SEARCH RESULTS (or right click on the window and choose HIDE).

To Change A Docked Window To A Floating Window:

1.     Double-click in the window border or right click on the window and choose ALLOW DOCKING.

        NOTE: ALLOW DOCKING  toggles between Dockable Mode and Floating Mode.

To Dock A Floating Window:

1.     Double-click the window title bar to return the window to its previous docked location, or point to the title bar and drag the window to a different dock area.

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