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Home My WebLink AboutSearch Instructions Weblink Searching in Weblink Process Details Methods of Searching There are three methods to searching within Weblink. 1. Browse To locate a file or record using the browse method is very similar to using MS Explorer. The example below demonstrates the folder hierarchy within the system. 1 Searching in Weblink To navigate within the folders, simply click on the desired folder. Note that the folder opens and any sub-folders are displayed. If you click on the folder, both the left and right panels will display the folder contents. 2 Searching in Weblink Example : The following panels will demonstrate how to locate the May 30, 2005 Council Minutes. Note each screen change was invoked by double clicking on the desired folders. Step 1 – Select C04 Council Minutes Folder 3 Searching in Weblink Step 2 – Select the Clarington Folder 4 Searching in Weblink Step 3 – Select the 2005 folder 5 Searching in Weblink Step 4 – Select the 05/30/2005 document 6 Searching in Weblink The document will then be displayed. 7 Searching in Weblink 2. Full-text Search Full-text searching is generally used when you are not sure which document contains the information / record you require. Click on the search tab. Note that a new window is displayed. The default search is “Weblink Search”. In this field you can simply type in the word or words on which you wish to search. 8 Searching in Weblink To conduct full-text searches which are more advanced there are a variety of options available. To access these other search options, click on the Customize Search drop- down list and select the search method. Text Search will allow you to build on your search criteria using Boolean Logic. The “AND” option will narrow your search results than if you searched for only one phrase. The “OR” option will expand your search as compared to using the basic text or AND options. The “NOT” option will narrow your search as compared to using the basic text option. 9 Searching in Weblink To search “WITHIN” will narrow your search and provides you the option to search on two phrases or text combinations that are physically located WITHIN a certain distance from each other. Other Search options include: Searching by the document name ? Within a specific folder ? Within a specific volume (although we do not use volumes – so this is not ? recommended Searching for a comment on a sticky note (although we do not use sticky notes at ? this time – so this is not recommended) Search by creation date of the document ? Search on modification date of the document ? Search on electronic documents (used primarily by system administrator) ? Search on has pages (this is a yes / no type of search and is used more from our ? Perspective as system administrators to locate documents in the system that have been indexed but do not appear to have any pages associated with the indexed details – so this is not recommended) Note, that any of these search options may be used on their own or in conjunction with another search option to assist in narrowing down the search parameters. 10 Searching in Weblink 3. Template Search All records added to Laserfiche (the main database) are indexed using templates. A template search is used to locate a specific record when you know the type of record for which you are searching. To search by template instructs the system to “only look within this particular record type”. It essentially speeds up the search. For this search method to be successful, it is imperative that users adding records to Laserfiche ensure not only that they are classifying records properly, but also that they are diligent in accurately and fully indexing the documents. You can access a template for searching through the customize pull down list and selecting “Field”. Using the pull-down button, select the desired template. Note, the template displays all the fields on which this particular record type has been indexed. 11 Searching in Weblink Type in the search criteria in the appropriate field. Note you can narrow your search by entering more than one field. Searching Hints & Tips Symbol Translation Use & And To concatenate two phrases Eg. Blue and Green ^ Within To search for a phrase within a number of words from another phrase Eg. Blue ^10 of green (look for blue within 10 words of green) | Or To look for this phrase or that phrase (shift + Eg. Blue | green backslash) (look for blue or green) - Not To look for this phrase but not that phrase Eg. Blue – green (look for blue but not green) * Wildcard This is used when you are looking for a phrase tha may be contained within a larger phrase. Eg. *4567* (look for any occurrence where 4567 are found togherther. It will pick up 34567, 45678, 4567. If the number was just 34567 and you didn’t use any wildcards, you would not find this occurrence. Standards/Samples for Keyword Searching Item Use Reports Standard Term XXX-###-YY (for all reports since 2006) (eg. CLD-001-08) XXX-#-YY (previous years- inconsistent) (eg. WD-1-05 or PSD-100-04) Minutes Resolutions Council C-###-YY (eg. C-100-08) – post 1979 C-yy-### (eg. C-77-23) – pre 1979 GPA GPA-###-YY (eg. GPA-100-08) By-laws Standard Term By-law (not bylaw or by law) Standard YYYY-### (for Clarington since 2000) Numbering (eg. 2008-001) YY-## (pre 2000) #### (pre amalgamation) 12 Searching in Weblink Search Results Regardless of the button you select to assist you in searching, the system will display your search results. Note the example below includes the results screen for a phrase search for “golf course”. In this example, there were a total of 115 records found with the phrase “golf course”. Scroll through the hit list by clicking on the hits to determine which is the occurrence you are seeking. If you click on the document name, the system will launch the document. 13 Searching in Weblink But if you click on the hits (the number next to the document name), the screen will split and “phrase” within the document selected will be displayed at the bottom of the screen. To go directly to that occurrence within the document click on the occurrence identified at the bottom of the screen. The system will then launch the document right to that occurrence. Once the document is opened, note that the occurrence of the phrase is highlighted for easy viewing. 14 Searching in Weblink Modifying the Weblink Display The Weblink display may be modified by clicking on “My Weblink” at the top of the browser screen. You can change: a) Browse Options The default Browse screen only displays the name of the document. To add or remove columns of details in your Browse display, click on Browse Options. The Browse options are listed. Highlight the desired option and click on the right arrow in the centre of the window to add this option to your browse columns. To change the order of the 15 Searching in Weblink columns use the up and down areas. To remove a column, highlight the entry in the columns selected list and click on Remove. b) Search Options To add or remove columns from your search results screen, click on Search Results. Follow the same instructions as detailed above for the Browse Options. c) Document Options It is not recommended that these options be altered. d) Export Options These options are not available. 16