CISA Infosearch:SA Administration Tool Manual

CISA Infosearch:SA

Administration Tool Manual

CISA Infosearch:SA was developed by

Community Information Strategies Australia Inc. (CISA) Level 3, 33 King William Street, Adelaide 5000 PO Box 8097, Station Arcade, Adelaide 5000 Tel. 8212 8555 Fax 8212 2788 Email [email protected] Web www.cisa.asn.au

in conjunction with

Integrated Systems Research 65 Mira Street, Gepps Cross 5094 Tel. 8349 6858 Fax 8349 6830

© Copyright CISA 2003 This manual is copyrighted and all rights reserved. The reproduction of this manual, in whole or part, its conversion to electronic media or its distribution in printed form (hardcopy) are prohibited unless prior consent, in writing, has been given by Community Information Strategies Australia Inc. (CISA)

CISA Infosearch:SA Admin Tool Manual

Table of contents 1. Introduction ............................................................................................................ 1-1

Technical information ............................................................................................. 1-1 Target audience ..................................................................................................... 1-1 Accessing the Admin Tool....................................................................................... 1-1

2. Registration ............................................................................................................ 2-1

3. Datasets.................................................................................................................. 3-1 Creating a dataset .................................................................................................. 3-3

4. Fields...................................................................................................................... 4-1

5. Users ...................................................................................................................... 5-1

6. Backup.................................................................................................................... 6-1

7. Misc ........................................................................................................................ 7-1

8. Appendix 1 - Installation ......................................................................................... 8-1 Technical notes for LAN administrators .................................................................... 8-1 Registering CISA Infosearch:SA.............................................................................. 8-2

9. Appendix 2 - Overview of CISA Infosearch:SA ....................................................... 9-1


Introduction 1-1

1. Introduction The Administration Tool allows the database manager to maintain and administer the CISA Infosearch:SA Editor and Browser.

It enables database managers to:

• Manage datasets, including incorporating datasets from other organisations

• Manage passwords

• Back up data

• Establish and maintain field definitions

• Transfer edited data to the Browser database

Technical information The CISA Infosearch:SA Browser runs on computers using Windows 95+ or Windows NT 4.0+.

The software and data require 40 megabytes of disk space. To use the Browser across a network, it must be installed on a network drive. There are no additional disk storage requirements on your local computer. Further information on the functionality of the software is available in Appendix 2.

Target audience This manual has been designed for people administering the CISA Infosearch:SA database.

Accessing the Admin Tool To access the Admin Tool for the first time through Windows Explorer, go to where CISA Infosearch:SA is installed. The default installation folder location is \Program Files\CISA InfosearchSA\

Double click the AdminTool.exe icon.

At the password screen enter your password. The default password for the Admin Tool is Manager.

The following tabs will appear, listing the 6 function areas:


Registration 2-1

2. Registration The software will be already registered. Part of the installation process is to register the software. It is possible to change the registration settings at a later date. This can be done through the Registration tab. Only use the Registration area if you are directed by CISA staff.

When contacting CISA to change your registration, you will be asked for your Installation ID number and your request code. Telephone CISA on tel. 8212 8555 for further instructions.

For the few minutes during which the registration details are being updated no one can use the software. Ensure that all browsers are shut down.


Datasets 3-1

3. Datasets

Rebuild word index – this should only be used at the direction of CISA staff. This function rebuilds the Wordlist, which enables full text searching within the Search function in the Editor and Browser.

Update Browsers – copies across the dataset so that it is available to users of the Browser. If the Refresh Browsers box is ticked then Browsers will be automatically switched to the new dataset.

Rebuild Doc. Indexes – this should only be used at the direction of CISA staff . This function rebuilds the Subject Index after changes have been made to the thesaurus.

Compress – this function will reduce the size of your dataset files and optimise performance. A compress may take from 10 - 30 minutes. It is not essential to use the compress function.

Set release number– this function is designed for Infosearch editors who are releasing or sharing their dataset with other Infosearch users. It allows the dataset owner to control the numbering of releases sent to other users


Datasets 3-2

Information – provides information about the locally held dataset. For example the dataset information shown below shows the details of the CISA Directory of Community Services dataset.

Change dataset name – it is possible to change the name of the locally held dataset.

Set as Browsing – this allows owners of multiple datasets to switch from editing to browsing mode for a particular dataset.

Create – this allows the creation of a new or additional dataset. It is possible to have multiple datasets. This function is only available to registered Infosearch editors.

Set as Editing – this allows owners of multiple datasets to switch from browsing to editing mode for a particular dataset.

Add – this allows the addition of a dataset from another source.

Remove – remove the highlighted dataset from the list of available datasets.

Update – update the highlighted dataset from another source, for example from an update disk.

Information – provides information about the highlighted dataset. This is similar to the information provided about the owned/edited dataset.

Set browser defaults – sets which datasets will be available by default to all browser users. For example you may wish to set the default to be your dataset along with CISA’s.


Datasets 3-3

Creating a dataset Registered Infosearch editors need to create a dataset before they can begin to create and edit documents.

1. Click on the Create button

You will see the following:

A default file name is generated for your dataset based on the date and time of creation.

Enter a filename, eg CISA. The name that you enter will be the file name for your dataset files, eg CISA.db3 and CISA.wix. These files will be created in the CISA InfosearchSA\Data folder.

2. You will then be prompted to give a name to your dataset:

The name that you enter will identify your dataset in the Admin Tool.

3. Next you will be asked to enter a short name for your dataset:

This name can be up to 8 characters long. It will appear in the Infosearch Browsers document status bar to identify all documents belonging to this dataset.

When you have completed these steps, your newly created dataset will appear in the Admin Tool in Other Owned Datasets.


Datasets 3-4

4. Select your dataset (single mouse click), then click on the Set as editing button.

The dataset will then be identified as your current editing dataset within the Admin Tool.

To begin editing, close the Admin Tool, open CISA Infosearch:SA in editing mode, click on the A-Z Index button and click the Add button to create a document.


Fields 4-1

4. Fields

It is possible to add local fields to CISA Infosearch:SA.

Click on Add – to add a local field to the database.

The following dialog box will be displayed:

Field name – enter the name of the field

Visible by default – the tick indicates that this field will be visible in the main body of the document. If this box is not ticked the information will be displayed once the Extra details button is clicked.

Limit to one per document – if ticked then only one occurrence of this field is permitted. If this is not ticked then multiple occurrences of this field are possible.

Suppress from printing – if ticked then this field will not appear in the Selected fields for printing in the print function.


Fields 4-2

Field caption – the field caption is the name or title of this field. Use this if you require the caption to be different from the field name.

Major field – with the field name in bold. If this is not ticked then, as a minor field, the field name will be in normal text and indented.

Visible to - this enables you to keep a field hidden from Browsers. There are 3 levels that a field can be visible to: Administrator, Editor and Browser. Currently it is possible to select either Browser or Editor.

Visible by other organisations - enables you to decide whether you would like this field to be visible to other organisations that may view your data. That is, you may provide another organisation with an update disk of your information. You can choose whether they should be able to view a specific local field.

View library fields – enables you to view information about fields from the library (that is the CISA standard fields).

View other datasets – enables you to view information about fields from other datasets.

Sort by dataset – groups the information by dataset rather than an alphabetical listing.

View deleted – enables you to view fields that previously have been deleted.


Users 5-1

5. Users

Change password

Highlight the password you wish to change, click on Change password. Enter the new password and then click OK. You will be asked to confirm your chosen password, then click OK.

Note: Remember to keep a note of your new passwords.

The default passwords are:

• Manager for the Admin tool

• Editor for the Editor module


Backup 6-1

6. Backup

Back up enables the database administrator to back up the database. This option is provided as additional back up measure and does not replace backup procedures you have in place.


Misc 7-1

7. Misc

Create editor icons in start menu – this button will place browser and editor icons on the computer desktop.

Settings for this workstation – enables you to customise access to the Browser.

This screen is also available in the Browser under the Options button.

System messages - This can be used to send a brief message to all Browser users immediately. For example you may want to send a message telling users that the system will be closed down for 5 minutes so that the software can be updated.


Appendix 1 - Installation 8-1

8. Appendix 1 - Installation

Technical notes for LAN administrators CISA Infosearch:SA can be installed on a server's hard disk so multiple workstations can run it.

CISA Infosearch:SA requires recent versions of some Windows system files. If the workstations on your network have Internet Explorer 4+ installed, the relevant files will be included. You can then choose not to update the Windows system files and avoid the necessity to reboot your computer after installation.

CISA Infosearch:SA only needs to be installed once on a server's hard disk (preferably from a workstation not the server) and a separate executable will install icons and update system files on each workstation as required.

Since a server will not be running the software it will not need the system file updates. Updating the system files, which can only be done by an Administrator on NT and Win2000, will require a reboot. If you can not install the software on the server’s hard disk remotely, via a workstation, or you can not login as administrator you can use command line switches to prevent system files and editing controls from being installed.

Setup.exe will install the software, create icons and update system files

If you include the /-w switch it will not install/update windows system files.

If you include the /-e switch it will not install the editing control

Each workstation needs to have access to the server’s hard disk and needs to run SetupIcons.exe from the installed folder.

You have the choice of icons to setup and system files to update with the use of command line switches:

SetupIcons.exe will install an icon to CISA Infosearch:SA in Browser mode on the desktop and in the Start menu.

If you include the /w switch it will install/update windows system files.

If you include the /e switch it will install additional editor icons and add the editing control

If you include the /s switch it will not display a dialog of activity (useful for running automatically on workstation on a large network as an 'only-once' installation)

File permissions

Users of CISA Infosearch:SA require access rights to read files in the CISA InfosearchSA folder and all of its sub-folders, in addition to being able to lock files in the data sub folder.

Editors require access rights to create , edit and delete files in the CISA InfosearchSA folder and all of its sub folders.


Appendix 1 - Installation 8-2

Installation instructions

1. Place the Infosearch CD ROM in the CD ROM drive. It will run automatically and display the following list of options on the screen:

• About • Install • Update • Licence • Cancel

2. Click on Install, then follow the prompts.

The name you type at the registration screen will be displayed on the program bar of the Browser. It is possible to change this later if required.

On some installations, at the end of this process, the indexes for the database are built. This process takes several minutes. When this is completed, CISA Infosearch:SA has been installed in demonstration mode . To register, please see Registering CISA Infosearch:SA

Registering CISA Infosearch:SA Once the installation process is completed you should register your software. Until you do this, the installation will remain in demonstration mode.

Click on the Start button, select Programs, CISA Infosearch_SA then Register CISA Infosearch_SA.

You will see a screen that looks like this:

Note to editors: If you are editing please make sure that you enter a Short name. This Short name (for example CISA) will be used to identify your dataset within the Browser module.

Please make a note of your Installation ID number. You will need to give CISA this information along with the request code. Then telephone CISA on 8212 8555 for further instructions.

Once you have completed the registration procedure you are ready to use CISA Infosearch:SA.


Appendix 2 - Overview of CISA Infosearch:SA 9-1

9. Appendix 2 - Overview of CISA Infosearch:SA

CISA Infosearch:SA enables organisations (including CISA) to add, modify, publish and distribute information about particular community services available in SA.

The software is a 32bit application in Delphi 4.0. It has a proprietary data structure and comprises several executable files to manage, view and manipulate data.

Database structure

The user interface merges multiple datasets from organisations who choose to edit and maintain their own data. The datasets will be one or more of the following:

• CISA supplied information (Directory of Community Services)

• Locally added information

• Information from other organisations

Although the database may consist of several datasets, users see it as a single, seamless structure. Each dataset has an owner and is held as a separate file. When users add records to the database they add this information to their dataset within the database. It is possible for users to give their Infosearch datasets to other organisations. Because each dataset has an owner, users cannot delete other organisations’ information.

CISA publishes the base dataset and provides regular updates. Users can add to CISA records or add their own records to the database. The records that users add and the enhancements they make to other datasets are held in their dataset. CISA updates do not modify the information in the other datasets.

Organisations can publish directories of information from all of the datasets. The information published can be sourced from subject indexes, record title indexes and table of contents.

The structure of each dataset is freeform, as compared to fixed length tables of data. The freeform nature of the datasets allows each record to be structured with fields and layout individually tailored to convey the information appropriately for each record.

Each dataset consists of a number of records known as documents. Each document is structured using fields. The only mandatory fi eld is the document title field. Any number of fields, including free text fields, with no fixed length can then be added. The number of occurrences of each field is configurable. The database is fully searchable.

Fields are owned. The owner can prevent other users or other organisations from viewing a specific field.

Users also have some control over the information display. It is possible to change the properties of a particular field (eg whether the specific information/field is displayed by default or as part of Extra Information) and the ability to change the title of the field caption. The formatting of text within a free text field is also configurable, allowing the editor to choose fonts, sizes, colours and layout, such as indenting and bullets.


Appendix 2 - Overview of CISA Infosearch:SA 9-2

Software structure

The software consists of 3 main modules:

• Browser/Editor

• Publisher

• Admin tool

Each of these modules is a separate executable.

Browser/Editor

The Browser/Editor provides access for searching, viewing and editing information.

The Browser/Editor comes in 2 versions. The Browser only version comes with the Editor facilities disabled. The Browser is configured to provide multi-user concurrent access to a common database. The Editor only allows a single user to edit the database at any one time. The Editor works on a separate version of the database. Once editing is complete this dataset is made available to the Browsers through the Admin Tool.

There are 4 ways the user can view information:

• by A-Z index of the record titles

• by A-Z subject listing. This also enables the user to step through to related subjects through the classified thesaurus

• by directories. Directories are user defined structures for organising the data

• by searching the database for specific records

Publisher

The Publisher is a utility to produce directories or publications from the database. The user can select the directory to be published, the fields within those records and method of indexing. This information is exported to an XML file (which in turn is manipulated with XML templates) to produce outputs in either HTML or RTF formats.

Admin Tool

The main functions performed by the Admin Tool are:

• managing datasets

• incorporating datasets from other organisations

• setting ownership and passwords

• backing up data

• field definitions

• transferring edited data to the Browser database

CISA Infosearch:SA Administration Tool Manual

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