OBJECTIF LUNE PlanetPress Search 7.0 Operating instructions

User Guide

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Title PlanetPress Search User Guide

Revision 2011-05-25

Table of Content
Copyright Information 3
Table of Content 5
Overview 7
Icons used in this guide 7
Other Documentation 7
Understanding PlanetPress Search 9
Search Profile 9
Search Database 10
PDI File 10
The PlanetPress Search Program 11
Start PlanetPress Search 11
The PlanetPress Search Program Window 11
Set User Options 12
Change Language 14
Exit PlanetPress Search 14
Search Profiles And Databases 15
Create a New Search Profile that Uses an SQL Server Database 15
Create a New Search Profile that Uses an Access Database 16
Create a New Search Profile that Uses a MySQL Database 17
Build the Contents of a Database for the First Time 17
Rebuild the Contents of a Database 19
Refresh the Contents of a Database 20
Save a Search Profile 21
Load a Search Profile 21
Edit a Search Profile 21
Copy or Rename a Search Profile 22
Delete a Search Profile 22
Determine the Currently Loaded Search Profile 22
Delete a Database 22
Searching in PlanetPress Search 25
Search 25
Search Result 25
Detailed Directions 27
Perform a Search Using a Basic Query 27
Perform a Search Using an SQL Query 29
Change the View on Search Results 30
Select Search Results 32
View the PDF Associated with a Search Result 33
Create a PDF of Search Result Pages 33
Print PDF Pages Referenced by Search Results 33
Print a Summary of the Search Results List 34
Copy Information from the Results List 34
Advanced Concepts 37
Table of Content
©2010 Objectif Lune Inc - 5 -

Sharing A Profile On The Network 40

Database Structure 40

Database Considerations in a Network Installation 41

Index 45

Table of Content

Overview

This PDF documentation covers version 7.2. To view the documentation of previous versions please refer to the PDF files

available in the Downloads section of our website:

http://www.objectiflune.com/OL/Download/DownloadCenter.

Icons used in this guide

Some icons are used throughout this guide in order to catch your attention to certain particular information.

Notes: This icon shows you something that complements the information around it. Understanding notes is not crit-

ical but may be helpful when using PlanetPress Search.

Warnings: This icon shows information that may be critical when using PlanetPress Search. It is important to pay

attention to these warnings.

Technical: This icon shows technical information that may require some technical knowledge to understand.

Other Documentation

For other related documentation , please see http://www.objectiflune.com/OL/Download/DownloadCenter.

Overview

Understanding PlanetPress Search

This chapter explains how PlanetPress Search works and how to configure it to search one or more PlanetPress Image

archives.

There are three key points to understand with respect to how PlanetPress Search works:

1. Every search you perform is done on a search database that PlanetPress Search builds from the information in the

PDI files generated by PlanetPress Image.

Although the PDI file contains all the information PlanetPress Search needs to perform a search, PlanetPress Search

uses databases to eliminate the need to open and search individual PDI files, making searches faster and more effi-

cient. See "Search Database" (page 10) for help understanding databases.

2. You define the contents of a search database.

You specify the PlanetPress Image folders you want to include in the search database.

3. You can have as many search databases as you need.

For each search database you want to build, you first create a search profile and then build the database. A search

profile can reference exactly one search database, so each search database you want to build requires a separate

search profile. See "Search Profile" (page 9) for a complete description of search profiles.

Note that since PlanetPress Search searches the database and not the PDF and PDI files themselves, if the PDF files indexed in

the search database change, you must update the database to ensure searches yield accurate results. For example, if you

have a document that executes in PlanetPress Image on a weekly basis, you would also update the search databases that con-

tain the index information for that document on a weekly basis. See "Search Database" (page 10) and in particular "Updating a

Search Database: Refresh vs. Rebuild" (page 20).

Also note that you can configure PlanetPress Image to automatically add information to an existing search database when it

executes a document. If a record for the document already exists in the database, PlanetPress Image adds the index infor-

mation to the database. If the document does not yet exist in the database, PlanetPress Image adds a new record for the doc-

ument along with the index information for the document, to the database. This is useful when you want to eliminate the need

to refresh or rebuild the database from within PlanetPress Search. Consult the PlanetPress Workflow Tools User Guide

for more information on this feature.

In a network installation of PlanetPress Search, it is common to want to restrict access to search databases in order to ensure

the integrity of search results. See "Database Integrity in a Network Installation" (page 41).

Search Profile

A search profile is a file that contains information about a search database. PlanetPress Search uses the search profile to deter-

mine what database to search, and how to connect to that database. It also consults the search profile for information related

to updating and searching the database.

A search profile is a distinct file from the search database, and can exist in any folder. Search profiles use the .prf file name

extension. The ppsearch.prf file in the PlanetPress Search program folder is the default search profile.

There are several important points to understand with respect to search profiles:

l A search profile references exactly one search database. You can create many search profiles that reference the same

database but a single search profile cannot reference more than one database.

l You can create as many search profiles as you require.

l Create a Database During the Load of a Search Profile

Understanding PlanetPress Search

Search Database

A search database, sometimes referred to simply as a database, is what PlanetPress Search searches when you perform a

search. The database contains the index information for the documents in one or more PlanetPress Image archive folders. You

create, update, and search a database through a search profile.

PDI File

You create the index terms for a document in PlanetPress using data selection objects. Each data selection object contains at

most one index term, and the name of the index term is the name you define for it in the data selection object. A document can

contain any number of index terms.

When PlanetPress Image executes a document, it gathers all the index terms you defined in the document and saves them in a

PDI file. It creates one PDI file for each PDF file it generates. The PDI file bears the same name as the PDF file. For example if

the PDF file is invoice.pdf, the corresponding PDI file is invoice.pdi. The PDI file is an ASCII file. Note that you can use the

Digital action in a PlanetPress Suite Workflow Tool to produce a PDI file in XML format (rather than the native format Plan-

etPress Image generates). However PlanetPress Search reads only the native format produced by PlanetPress Image.

PlanetPress Search uses the information in the PDI files to build its search databases.

Understanding PlanetPress Search

The PlanetPress Search Program

Start PlanetPress Search 11

The PlanetPress Search Program Window 11

Set User Options 12

Change Language 14

Exit PlanetPress Search 14

Start PlanetPress Search

This procedure describes how to start PlanetPress Search.

To start PlanetPress Search:

1. Log on to the machine on which you intend to run PlanetPress Search. If you are a system administrator starting a net-

work installation of PlanetPress Search for the first time or a system administrator planning to create search profiles,

you should log on with administrator privileges.

2. In the Windows Start menu, choose All Programs | PlanetPress Suite 4, and choose either Adobe Acrobat or

Adobe Acrobat Reader. The choices that appear depend on the software available on the system at the time you

installed PlanetPress Search.

3. In the Adobe product you launched in step 2, choose PlanetPress Suite | Start PlanetPress Search 4, or click

the PlanetPress Search icon in the toolbar of the product.

If PlanetPress Search prompts you for the folder in which to create the database, the search profile PlanetPress Search

loaded on startup does not point to a valid database (the case for example when you start PlanetPress Search for the

first time and it loads the default search profile). Proceed to Create a Database During the Load of a Search Profile.

If PlanetPress Search cannot establish the connection to the database specified in the profile it loads on startup, it dis-

plays an error message. Click OK to continue startup, and load another profile from PlanetPress Search once startup is

complete.

The PlanetPress Search window appears. The name of the search profile PlanetPress Search loaded on startup appears

in the File menu, as the first one in the list that appears just below the Save as menu option.

The PlanetPress Search Program Window

The PlanetPress Search Program window has two main areas: a Search Configuration area and a Results area.

The PlanetPress Search Program

You use the Search Configuration area to configure and launch a search. The currently loaded search profile determines what

search database is available in the Search Configuration area. See "Determine the Currently Loaded Search Profile" (page 22)

for help determining which search profile is currently loaded. The Document box near the top of the Search Configuration area

contains a list of all documents in that database.

The contents of the Search Configuration area depend on the type of search selected in the Search type box (Basic or SQL).

The Search type box at the top of the Search Configuration area determines how you define the search criteria for a search. If

you select SQL, the Search Configuration area changes to accept an SQL statement.

See "Perform a Search Using a Basic Query" (page 27) and "Perform a Search Using an SQL Query" (page 29) for help defining

searches using Basic and SQL search types, respectively.

The Results area displays the results of the last search you performed. You use it to examine and select search results. You

can hide the Search Configuration area to increase the size of the Results area. See "Change the View on Search Results"

(page 30).

Set User Options

You can set a number of user options in PlanetPress Search. With the exception of two user options, Use default profile (in

Program startup options) and Database access for new profiles (in Search options), all user options apply to the cur-

rently loaded search profile and are saved with it. Each time you load a search profile, the user options settings adjust to

reflect those of the newly loaded profile.

The PlanetPress Search Program

Note that if the file containing the search profile is read-only, you cannot save any of the modifications you make to the user

options settings. In this case, any changes you make to the user options settings are available only until you load a different

profile or exit PlanetPress Search. It is common to make search profiles read-only in a network installation. See "Database

Considerations in a Network Installation" (page 41).

Here are the user options available in this dialog:

Program startup options tab

l Select document: Select the document that appears in the Select document box in the Search Configuration area of

the PlanetPress Search Program window by default when PlanetPress Search loads this search profile. Select None if

you do not want PlanetPress Search to display any document when it loads this search profile. This option applies only

to the currently loaded search profile.

l Filter date: Select the date filter that appears by default when PlanetPress Search loads this search profile. The date

filter appears in the Date boxes in the Search Configuration area of the PlanetPress Search Program window, and con-

strains the search to PDFs created during the specified time period. Select None to include all PDFs.

l Use default profile: Select to specify a search profile to load on startup. Use either the edit box or Browse button

that appear to specify the search profile. Clear to load the last used search profile on startup. If you have never created

a search profile (for example, if this is the first time you are starting PlanetPress Search), PlanetPress Search loads the

default search profile, PSearch4.prf, located in the PlanetPress Search program folder.

Printing options tab

l Printer to use:Select the printer to use when you print from PlanetPress Search, with this search profile loaded.

Search options tab

l Search is case sensitive: Select to make searches that use this search profile case sensitive.

l Multi-page mode: Select to include a set number of the pages that follow the page on which the search result occurs

with the search result when you view, print, or save that result. Use the spin box to set the number of pages. For exam-

ple, consider that you have Multi-page mode selected and set to 2, and you print a search result that appears on page

15 of the PDF. The printed result consists of three pages: page 15, 16, and 17 of the PDF. This setting applies to the cur-

rently loaded search profile.

l Open PDF after creation: Select to have PlanetPress Search automatically open a PDF that it creates from search

results. This setting applies to the currently loaded search profile.

l Database access for new profiles

l Use Windows NT integrated security: Select to use the same user name and password on the SQL database as

you use to log on to the computer on which you are running PlanetPress Search. You use this option when you create a

new search profile for an SQL Server database. PlanetPress Search requires this information to construct the con-

nection string for the database. It saves the connection string in the DatabaseDirectory of the search profile.

l Logon with User ID/Password: Select to specify the user name and password to use with the database, in the

User ID and Password boxes. You use this option when you create a new search profile for an SQL Server database.

PlanetPress Search requires this information to construct the connection string for the database. It saves the connection

string in the DatabaseDirectory of the search profile, encrypting the password before saving it. The value that appears

by default in the edit box for this option is the last one saved to a profile.

Database options tab

This tab sets the options for creating, rebuilding, and refreshing the database associated with this search profile. Note that if

the search profile has its ReadOnly entry set to 1 (as for example in a network installation), these options are not available in

the User Options dialog box.

l Connection timeout: Adjust to set the number of seconds PlanetPress Search waits for a response from the data-

base before reporting a connection failure.

The PlanetPress Search Program

l Refresh databases: Select the frequency of automatic database refreshes for the database associated with this

search profile. Each time PlanetPress Search loads a search profile, it can automatically refresh the database asso-

ciated with that search profile. Select Never to prevent a database refresh when PlanetPress Search loads this search

profile. Select Every time to refresh the database every time you load this search profile. Select Once a day to limit the

database refresh to once every 24 hours (for example, if you load this search profile 6 times in a 24 hour period, Plan-

etPress Search only refreshes the database associated with it once during that period). Select Every time to refresh

the database every time you load this search profile.

l Enforce global table creation: Select this option if you are using an SQL database.

l Escape strings:Select this option if you are using a MySQLdatabase.

To restore default user options settings:

From the User Options didalog, click on Reset All. This will reset the user options for the currently loaded search profile.

Change Language

This procedure describes how to change PlanetPress Search’s display language .

To change the PlanetPress Search display language:

1. Choose Options | Select Language.

2. Select the new language.

3. You can also enable Use System Default Locale to mirror your language settings, as defined in the Regional and Lan-

guage Options of the Windows Control Panel.

Exit PlanetPress Search

This procedure describes how to exit PlanetPress Search.

To exit PlanetPress Search:

l Choose File | Exit.

PlanetPress Search updates the currently loaded search profile and exits.

The PlanetPress Search Program

Search Profiles And Databases

In order to give the ability to search your document archives, PlanetPress Searchmust use a database in the background, with

which it connects using a Profile. While you may have multiple profiles on one or more computers connecting to a single data-

base, a search profile can only connect to a single database.

This chapter explains how to set up and manage profiles and databases.

Create a New Search Profile that Uses an SQL Server Database 15

Create a New Search Profile that Uses an Access Database 16

Create a New Search Profile that Uses a MySQL Database 17

Build the Contents of a Database for the First Time 17

Rebuild the Contents of a Database 19

Refresh the Contents of a Database 20

Save a Search Profile 21

Load a Search Profile 21

Edit a Search Profile 21

Copy or Rename a Search Profile 22

Delete a Search Profile 22

Determine the Currently Loaded Search Profile 22

Delete a Database 22

Creating a Search Database

When you create a search database, you first define the set of PlanetPress Image folders you want to include in the database,

and whether you want to include their subfolders. PlanetPress Search then examines the FormName entry in all the PDI files

in those folders, and creates a record in the database for each distinct document referenced by the FormName entry. The

value of the FormName entry, minus the file name extension, also becomes the name of the record for that document in the

database. For example, if the FormName entry is survey.ps4, the corresponding database record bears the name

survey. See "PDI File Structure" (page 42) for a description of the FormName entry.

After PlanetPress Search creates a record for each distinct document it found in the folders, you populate each record with the

index information found in the PDI files for that document. See Build the Contents of a Database for the First Time.

Create a New Search Profile that Uses an SQL Server Database

This procedure describes how to create a search profile that uses an SQLServer database.

Pre-Requisites for SQLServer database connectivity:

l An SQLServer driver must be installed on the system (this is available by default in any supported version of Windows)

l The currently logged on user must have access to the SQLServer instance through the network.

l A database must be created on the SQLServer. It is suggested to call the database Search.

l Ausername and password must be defined in the user options and this username must have access to the SQLServer

and its Search database (see Set User Options).

Search Profiles And Databases

To create a new search profile that references an SQLServer database:

1. In PlanetPress Search, choose File | New | SQLServer Profile.

2. In the Server name dialog, type in the server name or IPAddress of your SQLServer, then click OK. If the SQLServer

has an instance name, it should also be entered after a backslash (for example:localhost\SQLEXPRESS)

3. In the Database name dialog, type in the name of the database to be used, then click OK.

PlanetPress Search will now attempt to logon to the server and database specified.

4. If the connection is successful, a Save As dialog appears. Use this dialog to save the Search Profile file to a specific loca-

tion on the hard drive. While a network path or mapped drive can be typed in manually in this dialog, it is strongly rec-

ommended to use a search profile on a local drive, for performance reasons.

PlanetPress Search, when opened, will automatically load the default search profile (ppsearch.prf)located in

C:\Documents and Settings\(current login username)\Application Data\Objectif

Lune\PlanetPress Suite X\PlanetPress Search\ . If the search profile is located somewhere

else, it will need to be opened manually each time PlanetPress Search is opened.

Once your profile is created, additional actions may be done on the profile:

l To share a profile on the network between multiple users, see Sharing A Profile On The Network.

l To edit the profile manually to change additional options, see Search Profile Contents Line by Line.

Create a New Search Profile that Uses an Access Database

The procedures here describe how to create a new search profile that uses an Access Database.

If you are creating a new search profile in a network installation, make sure you log on with the appropriate privileges to be

able to save and edit the search profile. In network installations, restrictions on who can create and/or edit search profiles

may be imposed to ensure the integrity of PlanetPress Search databases. See "Database Considerations in a Network Instal-

lation" (page 41).

To create a new search profile that references a Microsoft Access database:

1. In PlanetPress Search, choose File | New | Access Profile.

The New Profile dialog box appears.

2. In the New Profile dialog box, navigate to the folder in which you want to save the new search profile, enter the

name under which you want to save the new search profile and click Save.

PlanetPress Search prompts you to specify a folder in which to create the database.

3. Click OK and use the Select Directory dialog box that PlanetPress Search displays to select the folder in which to create

the database. You can enter the path in the Selected folder box, or use the Current drive and Folders list to navigate to

the folder.

In a standalone installation, the folder must be one for which the user has both read and write access. For optimum per-

formance in this case, a folder on the local drive is recommended.

In a network installation, the folder must be one to which all users have read access. It is not necessary for the folder to

be mapped on individual user computers but they must be able to access it through its Universal Naming Convention

(UNC) file name (\\servername\sharename\path\filename).

The default folder for the database is the PlanetPress Search program folder.

4. In the Select Directory dialog box, click OK.

If the folder you selected already contains a database, PlanetPress Search prompts for confirmation to delete it (Plan-

etPress Search reserves the name archives.mdb for all the Microsoft Access databases it creates; thus it cannot

create a new database in a folder that already contains an archives.mdb file). Click Yes to delete the existing data-

base and create the new one, or click No to cancel the operation and return to the Select Directory dialog box to select

a different folder.

Search Profiles And Databases

If the folder you specified does not exist, PlanetPress Search prompts for confirmation to create it. Click OK to have

PlanetPress Search create the new folder and create the new database in that folder, or Cancel to return to the Select

Directory dialog box and select another folder.

Once PlanetPress Search creates the empty Microsoft Access database, archives.mdb, in the database folder, it

updates the search profile to point to that database, and returns control to the PlanetPress Search Program window.

5. If necessary, adjust the options for this search profile. See "Set User Options" (page 12).

6. Build the database for the new search profile. See "Build the Contents of a Database for the First Time" (page 17).

7. Choose File | Save to save the search profile.

Create a New Search Profile that Uses a MySQL Database

This procedure describes how to create a search profile that uses an MySQL database.

Pre-Requisites for MySQL database connectivity:

l A MySQL driver must be installed on the system (available on MySQL.com)

l The currently logged on user must have access to the MySQLserver through the network.

l A database must be created on the MySQLserver. It is suggested to call the database Search.

l Ausername and password must be defined in the user options and this username must have access to the

MySQLserver and full privileges on the Search database (see Set User Options).

To create a new search profile that references a MySQLserver database:

1. In PlanetPress Search, choose File | New | MySQL Profile.

2. In the Server name dialog, type in the server name or IPAddress of your MySQLserver, then click OK.