Link to Original Files when Importing
Many times you need quick access your original files once you've located them in askSam.
For example, quickly recalling the original Word document that you've imported into askSam would allow you to view it in its original format, print it directly from Word, or easily locate it on your hard drive so you can copy it to a CD or email it as an attachment. Also, linking to the original file provides you a powerful tool for archiving documents on your computer. Simply import the document, add your own keywords or other information, and you have a way to easily locate your documents by any word or phrase, or even by the original file name, while having one-click access to the file in it's original format - no matter where it is located.
The link to original file also provides either the original file name or the original file name and path inside your askSam file. The file name (or path) is searchable inside askSam.
There are two main ways of linking to original files.
A. Link to Text Files.
The ability to link back to a text file after importing the full text of the original document. Examples would be documents such as Word, Word Perfect, PDF, etc. Once the files have been imported the full text of the original file is searchable by any word or phrase. This will allow you to locate the document by any word in the document or by words you have entered into fields within the document. Once the file is located the automatic link will be available to link back to the original file. Clicking on the link will display the file in it's native format.
To link to an imported text file...
1. Edit the existing entry form or create a new entry form
To edit or add an entry form choose VIEW -> DOCUMENT TYPES -> ENTRY FORMS. For more information on creating or editing entry forms please see Chapter 4 of the askSam User's Guide.
2. Add the link
You will need to decide where you want the link to appear inside your entry form. We recommend creating a field to store the information but this is not a requirement.
There are two options when creating a link to the original file:
a. File Name Only - ^l - Displays only the file name that the link is set to.
b. File Name and Path - ^L - Displays the file name and full path that the link is set to.
For example: Type in the new field "FILENAME[" followed by a space and either "^l" for file name or "^L" for path and file name.
<table border="1" cellpadding="3" cellspacing="0" style="border-collapse: collapse" bordercolor="#111111" width="100%" id="AutoNumber1">
<tr>
<td>
</td>
<td>
</td>
</tr>
</table>
3. Save your entry form and return to data documents
Choose VIEW -> DOCUMENT TYPES -> DATA DOCUMENTS
4. Import Files
Choose FILE -> IMPORT.
Select the type of files to import. For this example we will use Microsoft Word Documents.
Select the file type in the FILES OF TYPE pull-down in the middle of the import screen.
Select your Entry Form from the list of Entry Forms in the IMPORT INTO ENTRY FORM box.
Move to the proper folder and select the files you wish to import.
Choose IMPORT.
5. View Original Files
Once the import is complete you can use the askSam search line to locate the imported document(s) or use the askSam navigation keys to scroll through your documents. Once the document(s) are located you will see the full text of the document in askSam. Plus, the FILENAME[ will contain a file name or a path and file name containing a link. Move your cursor over the file name and left mouse click to view the original file.
B. Link to Non-Text Files.
askSam 5 has the ability to link to non-text files such as graphics, Power Point, Publisher, etc. askSam gives you the ability to archive non-text type files in askSam by importing them into an entry form and providing a link to the original file. You can use the entry form fields in each document to describe the non-text files that were imported so they can be located by the askSam search engine. Once the document is located use the automatic link to open the original file. It's a great way to keep up with files on your hard drive.
The procedure is very similar to the steps used to import text files above.
1. Edit the existing entry form or create a new entry form
Same as Step #1 in the example above
2. Add the link
Same as Step #2 in the example above.
3. Save your entry form and return to data documents
Same as Step #3 in the example above
4. Import Files
Choose FILE -> IMPORT. For this example we will use pictures (JPG image files) as an example of how we can archive and categorize our digital pictures (non-text files).
Select the ANY FILE - LINK OR ATTACH ONLY (*.*)from the FILES OF TYPE pull-down in the middle of the import screen. This option is used for importing documents without importing the actual text of the document. The purpose is to create an entry form containing only a link back to the original file. This will allow us to define our own keywords about each picture imported.
Select your Entry Form from the list of Entry Forms in the IMPORT INTO ENTRY FORM box.
Move to the proper folder and select the files you wish to import.
Choose IMPORT.
5. View Original Files
Once the import is complete you can use the askSam search line to locate the imported document(s) or use the askSam navigation keys to scroll through your new documents. You will see a blank document containing a file name or a path and file name with a link in the FILENAME[. You can enter your own keywords or other information about each imported file to make it easier to locate. Move your cursor over the file name and left mouse click to view the original file using your default graphics viewer.
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