5. Adding documents to a textbase/index in the Index Management Tool

To add a document to the existing textbase/index, please click the  button next to the textbase/index in question (Fig. 5.1) or continue working on the newly created index.

Fig. 5.1 - Editing an Existing Textbase/Index

Fig. 5.1 - Editing an Existing Textbase/Index

The textbase/index form will open in the main window. You can add documents to your textbase/index in several ways.

The first option is to add a single language document (Fig. 5.2). Using this option you can upload all available documents in the selected language and subject, for the selected year and symbol and/or file name from any document repository available on the Document Storage to the textbase/index in question.

Figure 5.2 - Adding Single Language Documents to a Textbase/Index

Figure 5.2 - Adding Single Language Documents to Your Textbase/Index

After making your selection, press the "Add" button. To preview the result of your selection, press the "Preview" button. To clear all selected options, press the "Reset" button. After pressing the "Add" button, press the "Rebuild" button to rebuild your textbase/index using the added files.

After the rebuilding of your textbase/index is finished, the index content will be displayed in the "Index content" area of the textbase/index form (Fig. 5.3). By clicking the blue URL, you can view the list of uploaded documents in a pop-up window. To delete your uploaded documents from the current textbase/index, place a check mark into the box next to the document(s) in question and press the "Delete" button. Alternatively, you can press the  button next to the document in question. To move a document to a different textbase/index, place a check mark next to the document(s) in question, select the destination from the drop-down list and press the "Move to" button.

Figure 5.3 - Working With the Textbase/Index Content

Figure 5.3 - Working With the Textbase/Index Content

After making any changes to your uploaded documents, please do not forget to press the "Rebuild" button to reflect all your changes to the active textbase/index.

The second option available to you is to add multi language documents (Fig. 5.4). Using this option you can upload documents in bitext or multiple language format to your textbase/index. Please specify the official UN language(s), the subject area, the year in which a document was produced and the document repository source. You can also enter the symbol or specify a file name. Similar to uploading a single language document, after making your selection, press the "Add" button. To preview the result of your selection, press the "Preview" button. To clear all selected options, press the "Reset" button. After pressing the "Add" button, press the "Rebuild" button to rebuild your textbase/index using the added files.

Figure 5.4 - Adding Multi Language Documents to Your Textbase/Index

Figure 5.4 - Adding Multi Language Documents to Your Textbase/Index

As with uploading single language documents, after the rebuilding of your textbase/index is finished, the index content will be displayed in the "Index content" area of the textbase/index form (Fig. 5.3). By clicking the blue URL, you can view the list of uploaded documents in a pop-up window. To delete your uploaded documents from the current textbase/index, place a check mark into the box next to the document(s) in question and press the "Delete" button. Alternatively, you can press the  button next to the document in question. To move a document to a different textbase/index, place a check mark next to the document(s) in question, select the destination from the drop-down list and press the "Move to" button.

The third option available to you is to add documents to your textbase/index directly from the Document Storage (Fig. 5.5).

Figure 5.5 - Addind Documents from the Document Storage to Your Textbase/Index

Figure 5.5 - Adding Documents from the Document Storage to Your Textbase/Index

Please press the "Add document(s) from the Document Storage" button to open the Document Storage application. You can search for documents by the language, subject, the year a document was produced, a specific file name, symbol, the type of the file and the repository location (Fig. 5.6). You can find more information on how to search for documents in the Document Storage application here.

Figure 5.6 - Searching for Documents in the Document Storage Application

Figure 5.6 - Searching for Documents in the Document Storage Application

After specifying your search criteria, press the "Search" button to display your results. After your search results are displayed, place a check mark next to the document(s) your would like to add to your textbase/index and press the "Index" button to confirm your action (Fig. 5.7):

Figure 5.7 - Selecting Documents From the Document Storage to Be Added to Your Textbase/Index

Figure 5.7 - Selecting Documents From the Document Storage to Be Added to Your Textbase/Index

You will be directed back to your textbase/index form and your newly added files will be displayed in the Index content area (Fig. 5.8). Please do not forget to press the "Rebuild" button to reflect the changes to your Textbase/Index.

Figure 5.8 - Files Added From the Document Storage Displayed in the Index Content Area

Figure 5.8 - Files Added From the Document Storage Displayed in the Index Content Area

Finally, your fourth option is to add documents that are not stored in the Document Storage by uploading them from your PC or any of your local network drives. You can either upload files one by one by pressing the "Browse..." button, selecting the file to be uploaded and pressing the "Save" button, or for multiple files, you can press the "Add document(s) using file manager" button (Fig. 5.9):

Figure 5.9 - Adding Files to Your Textbase/Index by Uploading Them From Your PC or the Network Drive

Figure 5.9 - Adding Files to Your Textbase/Index by Uploading Them From Your PC or the Network Drive

After pressing the "Add document(s) using file manager" button, please click "OK" in the pop-up window (Fig. 5.10):

Figure 5.10 - The File Manager Pop-Up Warning Message

Figure 5.10 - The File Manager Pop-Up Warning Message

Depending on your Internet browser's security settings, you might be prompted to execute the File Manager application. Please select "Run" if prompted (Fig. 5.11):

Figure 5.11 - Allowing the File Manager Application to Run on Your PC

Figure 5.11 - Allowing the File Manager Application to Run on Your PC

The File Manager application will be then downloaded to your PC and will start in a new pop-up window (Fig. 5.12):

Figure 5.12 - The File Manager Application Pop-Up Window

Figure 5.12 - The File Manager Application Pop-Up Window

To upload several files in one go, use the "Simple" upload option and press the "Browse" button. Select several files to be uploaded and press the "Upload" button (Fig 5.13). When done, close the File Manager application and refresh your textbase/index page by pressing the F5 button. Should you be promted to resend the data, please confirm it by pressing the "Retry" button.

Figure 5.13 - Using the Simple Upload in the File Manager Application

Figure 5.13 - Using the Simple Upload in the File Manager Application

After refreshing your textbase/index page, please check the "Index content" area to see if your uploaded files are listed there. To reflect the changes to your textbase/index, please press the "Rebuild" button.

The Advanced uploading option of the File Manager application will allow you to upload a language set of documents. Start the File Manager application by pressing the "Add document(s) using file manager" button. Select the "Advanced" uploading option. Provide information on the language, the subject area and the symbol. Press the "Browse" button and select the first file. Change the language and add the second file. Repeat these steps until the language set is complete and press the "Upload" button (Fig.5.14):

Figure 5.14 - Using the Advanced Upload in the File Manager Application

Figure 5.14 - Using the Advanced Upload in the File Manager Application

When the uploading process is finished, close the File Manager application and refresh your textbase/index page by pressing the F5 button. Should you be promted to resend the data, please confirm it by pressing the "Retry" button. After refreshing your textbase/index page, please check the "Index content" area to see if your uploaded files are listed there. To reflect the changes to your textbase/index, please press the "Rebuild" button.

The Bitext uploading option of the File Manager application will allow you to upload a language set of documents for which bitext will be created automatically during the upload process. Start the File Manager application by pressing the "Add document(s) using file manager" button. Select the "Bitext" uploading option. Provide information on the subject area and the symbol. Press the "Browse" button and select the set of files. After the files are added to the list, check the language settings for each file. Press the "Upload" button to add the files to your textbase/index (Fig.5.15):

Figure 5.15 - Using the Bitext Upload in the File Manager Application

Figure 5.15 - Using the Bitext Upload in the File Manager Application

When the uploading process is finished, close the File Manager application and refresh your textbase/index page by pressing the F5 button. Should you be promted to resend the data, please confirm it by pressing the "Retry" button. After refreshing your textbase/index page, please check the "Index content" area to see if your uploaded files are listed there. To reflect the changes to your textbase/index, please press the "Rebuild" button.