4. Adding a new textbase/index in the Index Management Tool

To create a new textbase/index click the "Add Index" link in the menu pane. The main screen will display a new textbase/index form (Fig. 4.1):

Figure 4.1 - Adding a New Textbase/Index

Figure 4.1 - Adding a New Textbase/Index

Start with filling in the name and the description of the new textbase/index. Continue with selecting the correct domain from the drop-down list. Please note that the list of subjects listed under the "Domain" field corresponds to the list of domains/subjects available in VINTARS and the eReference Tool.

The "Group" option will in most cases offer only one group option. If a user is subscribed to more than one group, please select the group for which the textbase/index is intended.

You can now move to the "Permission" option. Marking a textbase/index as "Private" will limit the view of the newly created textbase/index to its author. Choosing the "Group" permission will make the textbase/index available to the group. This is also the default setting. Finally, marking the textbase/index as "Public" will allow all registered users of the eConference Portal with access to the Index Management Tool to view and use the newly created item.

Continue by selecting the affiliation options. Putting a check mark into the "FullText" box will make the textbase/index available for the Full Text Search tool. Checking the "eRef" box will make the textbase/index available both for the eReference Tool and the Full Text Search tool. Checking the "TM" box will make the textbase/index available for eLuna. Finally, checking the "External" box will make the index visible to the external users of the Full Text Search tool. This option is only available for textbases/indexes marked as "Public". When ticking the "External" box, a warning message will appear (Fig. 4.2). Please press the "OK" button to confirm your action.

Figure 4.2 - The Warning Message for Textbases/Indexes Marked as External

Figure 4.2 - The Warning Message for Textbases/Indexes Marked as External

You can now move to the "Schedule" option. You can select between the three options. Choosing the "Once" option will require manual updating of the textbase/index after new documents are added to it. The "Daily" option will do automatic rebuilding every day, and the "Weekly" option will do the rebuilding on the weekly basis. Please note that this option is disabled when the "Permission" option is set to "Private".

Press the "Save" button to create your textbase/index. A new textbase/index form will be displayed in the main screen (Fig. 4.3):

Figure 4.3 - A Newly Created Textbase/Index

Figure 4.3 - A Newly Created Textbase/Index

To copy the URL of the textbase/index to the clipboard, press the "Copy" button.

To preview the list of documents linked to the textbase/index, press the "Preview" button. The list of associated documents will be displayed in a pop-up window.

To edit the current textbase/index, press the "Edit" button. You can then modify all of the options, for example, change the permission level from "Private" to "Public", or give permission to use the textbase/index at other locations on top of your default location. To do so, put a check mark into the desired location in the "Locations" area.

Finally, should you decide to rebuild your textbase/index, press the "Rebuild" button to start the rebuilding process.

The adding of documents to the textbase/index will be covered in more detail here.

After changing the options, please do not forget to press the "Update" button to save your changes.