GIL KnowledgeBase

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GIL KnowledgeBase

• GALILEO Interconnected Libraries
• 19 May 2005
• Phil Williams Director Virtual Library Support
• Email phil.williams_at_usg.edu Phone
  404-651-2662

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Background

• Old system based upon Voyager.
• Either open or closed access not both.
• Adding content required Templated Input and the
  Voyager Cataloging client.
• Imported content must be MARC.
• Limited customization WebVoyage limits.

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New Features

• Based upon open source software and uses mySQL as
  the database instead of Oracle.
• Provides both open and restricted access.
• Open access no password required.
• Restricted access by Username/Password and Group
  Permissions.
• Input is similar to a simple word-processor.
• Version control environment for documents.
• More flexibility in customizing website.

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Accessing the GILKB

• URL remains the same http//gilkb.usg.edu

The new GIL KnowledgeBase can be used by the
general GIL patron to find an answer to a
question, instructions for doing a GIL search,
etc. In addition, the restricted access now
provides the GIL Functional Committees a location
to work on documents, procedures, policies as a
group before publishing the final version.
Each GIL Functional Committee has its own
folder plus a folder for published
documents. Each GIL Functional Committee has 2
passwords read-only and read-write.
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GIL KnowledgeBase Homepage
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Searching the GILKB

• Searching the GIL KnowledgeBase is the same for
  both open and restricted access.
• There is a Browse option
• To list All Documents for your access privileges.
• To list documents in specific Areas (folders).
• There is a Search option
• Do a Basic search with limited options.
• Do an Advanced search with more granularity.
• Sort search results by clicking on a column
  heading click again to reverse the sort.

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GIL KnowledgeBase Browse Screen
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GIL KnowledgeBase Browse Areas (Folders)
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GIL KnowledgeBase Browse All Documents
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GIL KnowledgeBase Basic Search
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GIL KnowledgeBase Advanced Search
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GILKB Help

• We are creating help information as needed.
• Short online help videos are also being created.
• Clicking on the Help link will open a smaller
  window with help options.

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Creating a Document

• Login into the GIL KnowledgeBase. Note The
  Login Usernames and Passwords are case sensitive.
  
• Click on KnowledgeBase in left-hand column.
• Click on Create Document.
• The Document Creation Area will display.
• Summary Input Area.
• Permissions Selection Area.
• Document Input Area.

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Document Summary Area

• Title Make the title meaningful and for FAQs the
  title should be the question addressed by the
  document.
• Summary Contains specific identifying
  information and a descriptive note.
• Official document title using GIL Naming
  Convention.
• Author(s) may be Committees name.
• Dates the document is current.
• Special audience description.

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GIL KnowledgeBase Document Summary Screen
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Document Permissions

• Group Permissions If Guest is selected ALL have
  access. If User is selected ALL Login accounts
  have access.
• Area (Folder) The Areas represent topical
  folders. A document may be associated with
  multiple Areas but exist only once.
• Category The selection of a Category highlights
  the origination of the document. This is useful
  when sorting or as a limiting factor in searching.

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Document Detail

• Input Area Toolbar has functions similar to
  simple word-processors.
• Document Construction Area is a WYSIWYG. You can
  cut and paste text from Notepad into this area.
  To force a carriage-return/line feed use
  SHIFT-ENTER.
• If you are going to add an attachment to a
  document, save a blank document first and then
  add the attachment(s)next complete the document.

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Document Attachments

• Attachments Input/Display Area is only to be used
  after a document has had the Summary area created
  and the document has been saved for the first
  time.
• Multiple attachments can be attached to a single
  document.
• Attachments can be deleted.
• The attachments will be listed in the Attachment
  area.

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Document Processing

• You must Save your document before it can be
  Submitted for further processing.
• Each Saved document is assigned a unique ID
  number this provides for version control.
• When the document is Submitted, a notice will
  appear sending you to Doc Management.
• Clicking on Doc Management will offer you 3
  Actions Modify, Release or Delete.
• Release will publish the document.

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GILKB Demonstration

• URL http//gilkb.usg.edu

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Q A
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Enjoy GUGM 2005

• Thank you and have a GREAT day.