DMT Administrator Training

1. DMT Administrator Training Presented by Karyn Hunt

2. Tell Me a Bit About You • How much do you know about QKS Classifier™? • Were you involved in the decision to buy it? • How do you think it might help you? • This information helps me target the class to better suit your needs

3. Introduction to the QKS Classifier™ • QKS Classifier categorizes documents so people can find them more easily. Think of it as an electronic secretary that does the filing for you (No, it doesn’t make coffee or schedule your appointments) • To do this, it employs algorithms – mathematical formulas that run statistical analyses on the words in each document and the context in which they appear • On the basis of the mathematical results, it decides in which topic - or topics - each document belongs

4. What Makes QKS Classifier™ Different? • Algorithms and machine learning can’t do it all. You need an easy and intuitive way to employ human oversight. • You have control • You can set when various processes take place, how the system balances priorities and more • You can override the algorithms’ results, to ensure that documents don’t wind up published in the wrong category • You can control the amount, type, size and source of content allowed into the system.

5. What We’re Going to Teach You In This Class • Setting up a taxonomy and getting it into the system • Compiling the training sets that guide classification • Using Our GUI – The Directory Management Toolset – and its modes • Administrative mode • Editing mode • Dashboard and report mode • Published mode • Topic Advisor • Using and maintaining the end-user directory – the Output and Display Interface • Some basic ongoing maintenance issues • Some minor troubleshooting

6. Assumptions About You And What You Know • We’re making some assumptions about your level of understanding and technical knowledge: • You will set up this system and oversee its maintenance • You are proficient in computers and, more specifically, the Windows environment • You know a bit about search engines

7. A Note About Vocabulary • We’ll use some terms that may be new to you: • Taxonomy • Algorithms • Training sets • Topics vs. categories = the same • Editors vs. information managers = the same • Taxonomy vs. directory = the same • End-user directory vs. ODI = the same • Directory Management Toolset vs. GUI = the same

8. A Note About Taxonomy • What is a taxonomy and why is it better than search? • A taxonomy is a hierarchy of topics, a directory tree • Think Yahoo! • It works on the theory of conceptual relations • Why it is superior to search • How it can work even better WITH search • Here’s an example

9. System Architecture Flow Chart Spider Gathers Docs Sends Docs Through QKS Filters Docs Arrive In QKS Classifier Compare with Training Sets Algorithms Sort and Rank By Topic Results in Editing Mode Information Managers Approve & Oversee

10. System Architecture Description • Four ways documents come into the system • Spidering • Import (4 different methods) • Drag and drop or cut and paste • End-user suggestions • Filtering • Two sets of algorithms • Classification • Ranking • Documents go into topics • Editors oversee, then publish them • They appear in the end-user directory • A dead link checker clears them out

11. The Directory Management Toolset The Directory Management Toolset is the QKS Classifier’s GUI. It has four modes: • The Administration Tools • Setup and Configurations • The Dashboard • Reports and statistics • The Editing Mode • Overriding the algorithms • The Published Mode • Previewing your work • Topic Advisor Once documents have passed through the DMT, they wind up in the end-user directory • Here’s where they are on the DMT and what they look like

12. The Different Panes in Editing Mode

13. Now That You Have a Good Overview… Let's Take a Quick Break

14. Getting Started - What You’ll Learn • Setting up a taxonomy • Creating training sets • Importing and exporting taxonomies and training sets • Identifying and configuring search collections (Your IT team probably did this for you, but I want you to understand how it works, so you have a better picture of the data flow.)

15. Creating a Taxonomy • Create a hierarchy of folders • On a shared network drive or in an Excel spreadsheet to see the relationships • Move from most general to more specific • Use familiar terminology. For example: Personnel vs. Human Resources • Remember to keep levels as close to the root as possible so users don’t have to click through too many screens to reach the information they need • But don’t make it so broad that there aren’t enough contextual relationships • The ideal topic provides plenty of documents on the subject, but not so many that users spend hours trying to find the right one • The ideal number depends on the overall size of your taxonomy and the total number of documents • Exercise

16. Selecting Training Sets • Training sets are central to QKS Classifier’s function. They tell the Categorization Engine how to differentiate between topics • Identify documents that are good examples of the subject or concept you want for each topic • Those documents should share unique words or phrases that help differentiate between categories • The ideal number is 20 to 30 • How the algorithms work • Identify “feature sets” (words and phrases) that together create commonalities and differences. For example: Budget vs. Operations Reports. • On the basis of those features, the algorithms locate potentially good matches with topics • Assign confidence rankings • Exercise

17. Importing and Exporting Taxonomies and Training Sets • When and why to import or export: • Import when: • First installing • Appending taxonomies to your existing directory • Export when: • Upgrading, as a precaution • Periodically to keep a backup

18. Four Ways to Import Taxonomies and Data • File system import • Web import • XML import and export • Professional services template • Here they are

19. Importing by File System • Set up a folder hierarchy on a shared network drive • Put documents into the appropriate folders • Ignore the gif folders on Web pages. • Select Training Sets, Proposed or Published • Browse to the hierarchy and import • Here’s how it’s done

20. Designating the Search Collections • What is a document collection and how does it relate to QKS Classifier? • The importance of identifying a collection – without it, there’s nothing to classify • Here’s how to integrate an Inktomi collection, then activate it in QKS Classifier

21. Review – Getting Started • What you’ve learned: • Setting up a taxonomy • Creating training sets • Importing and exporting taxonomies and training sets • Identifying and configuring search collections • Any Questions?

22. Setting up the DMT – Administrative Mode • What you’re going to learn: • Creating filters • Scheduling e-mail notifications • Auto publishing and proposed documents scaling • Purging old and expired documents • Workflow memory thresholding • Creating, removing and searching for users • Setting taxonomy parameters • Running the CE and checking its status • Scheduling the dead link checker

23. Setting up Filter Sets • Why you want to filter • The various parameters by which you can filter • Age • Size • Collection Source • Document type • Date • URL • You can set filters on a per-topic level, too. You’ll see that later • Here’s how to set filters • Exercise

24. Configuring Expiration Rules • Why you want to expire documents • The different parameters by which you can expire • Age • Size • Collection source • Document type • Date • URL • You can build expiration rules on a per-topic level, too. You’ll see that later.

25. Scheduling E-mail Notification • Notifies editors of work to be done • Notifies DMT administrators when the Categorization Engine finishes running • Configurable for timing, priority and verbiage • Shows its own status • Here’s how to set it up

26. Setting Auto Publish and Proposed Document Scales • Some documents are such “no brainers” that you can’t be bothered with approving them • But some topics are quite sensitive, so everything in them needs careful attention • Auto publish and proposed docs scale answer both these situations • You can set these on a global and per-topic basis (we’ll look at the per-topic settings later) • Here’s how it works • Exercise

27. Purging Expired Documents • Because “old” or “outdated” is such a subjective measure, you can set this only on a per-document basis • You also can set the frequency, time of day and priority for this feature • Here’s how • Exercise

28. Configuring Workflow Memory Thresholding • Workflow Memory™ remembers your last action • The system only offers that document again if it changes significantly • You don’t have to keep deleting or publishing the same document • You define how much is “significant” • Here’s how to set it up • Exercise

29. Creating, Removing and Searching for Users • Editors and information managers come and go, so you need to update their accounts • They are decentralized, so you need to keep track of them • The system needs an e-mail address to send notification mails • Your own topics appear in yellow. Other people’s topics are blue. • Here’s how

30. Setting Taxonomy Parameters • You can: • Change the taxonomy name • Set the order in which topics appear • Decide how long topic names can be • Recommend the maximum or minimum number of documents per topic or training set • Suggest limits for the number of levels in the taxonomy • Set the amount of time between document reviews • Schedule automatic recategorization • Here’s how • Exercises

31. Running the Categorization Engine • Now that you’re set up, you can run the Categorization Engine • You can: • Schedule when the CE runs so as not to overload system resources • Set an exact number of documents per CE run • Set the priority relative to other processes • Start the CE manually whenever needed • Watch its progress through the status report • Here’s how • Exercise

32. Review: Getting Started and Setting Up QKS Classifier™ • In this section, you’ve learned how to • Set up filter sets • Schedule e-mail notifications • Set auto publish levels and proposed document scales • Purge expired documents • Set the Workflow Memory™ Threshold • Set the CE Limits, check its status and start it manually • Any questions?

33. Break Time Let's take another brief break

34. Editing the Results • What you can do: • Approve the CE’s results or change them as needed • Add, delete and move documents and topics • Change document names, keywords and other properties • Set individual topic filters, auto publish rates and more • Merge and split topics if they become too big or too small • Create shortcuts • Publish your work • We’ll perform each of these on the document level, first, then on the topic level later

35. Working With the Directory Tree Panel • Expanding and contracting with the buttons • The numbers in parenthesis • Searching the taxonomy • Creating and deleting topics • The Unsorted bin • Locking • Here’s how each of these work

36. Working With Documents: The Different Document Lists • Training sets • Proposed Docs • Published Docs • All Docs • What the different fonts and colors mean • Blue = training sets • Bold = proposed documents • Black = published documents • Gray = Deleted/in the recycling bin • Here they are • Quick quiz

37. Working With Documents: Adding, Deleting, Sorting • Adding, deleting and moving documents • By mouse • By icon • By keyboard • Drag and drop - or cut and paste • What each entry in the document display panel means • Confidence percentage • Created date • Published date • Review date • Editor’s choice • You can sort by any of those

38. Changing Document Properties • Fields you can change: • Document title/author • Keywords • Review date per document • “Notes” field • Editor’s picks • Where do titles come from?: • Here’s how

39. Working With Web Pages • Hyperlinked pages present a special problem for QKS Classifer • The system doesn’t follow links or URLs, so it sees only the page displayed • If you want a multi-screen Web site for a training set, you have to drag and drop every single screen into the system • Similarly, the CE may return multiple pages/screens from a single Web site in its results

40. Working With Topics • As with Windows Explorer, you can add, delete and move topics by: • Mouse • Keyboard • Icon • Drag and drop – or cut and paste • These functions also apply when working with documents • Try playing around with any Explorer-type function, including selecting multiple documents, redo/undo, etc. • Any changes to the taxonomy trigger a “retraining”

41. Changing Topic Details • The properties you can change. • Topic name • Keywords and what they do • What the “Hidden” function does • The status and assigned users area

42. Merging and Splitting Topics - Splitting • When topics become too large or too small, it’s time to split or merge them • To split topics: • Create a new topic • Give it training sets that distinguish between the old and the new • Decide whether you want to use the old matches from the CE or start fresh • Recategorize both • Exercise • Here’s how

43. Merging and Splitting Topics - Merging • To merge topics: • Decide which of the old topics you want to keep, or create an entirely new one • Combine the training sets for both into one topic • Cut and paste the documents from the old topic into the new one • Recategorize • Here’s how

44. Advanced Topic Settings • You can make some settings apply on a per-topic, as well as global, basis • Auto publish • Proposed document scale • Filters • Expired documents • Publishing Rules • These settings affect only the topic in which you set them • They override global settings • Don’t forget to un-check the “Use Default” box • Always click “Update” • Here’s how

45. Creating Shortcuts • Shortcuts are “twin” topics that appear elsewhere in the directory • Whatever changes you make to one appear in the other, automatically • Tell me an example of how this might work

46. Saving, Publishing, Releasing and Reloading • You have to publish all changes to make them visible • This “promotes” them • If you don’t publish, your co-editors cannot access the topic • The topics remain “locked” • Releasing makes the topic accessible (removes the locking mechanism) without making the changes visible • So you can “live with it” for a while • Reloading allows you to see changes without releasing or publishing • So you get the most updated picture • Here’s how

47. Using Published View Mode • You can see how the changes appear to the end user, without exiting the DMT • Tells you which topics are hidden • Allows you to see – and learn from - other editors’ training sets, advanced topic settings, etc. • Here’s what it looks like

48. Searching Within the DMT • As with directory search, you can: • Search an entire collection • Search the directory as a whole • Search an individual topic or group of topics • DMT Search also allows you to: • Determine the topic in which a document was found • Use Boolean phrases • Bootstrapping • Using search to find training sets for new topics

49. Review: The Editing Mode • In this section, you learned to: • Work in the directory tree panel • Identify the different types of documents • Create, delete and move both topics and documents • Change topic and document properties • Publish and release • See changes in the View Published mode • Merge and split topics • Search the DMT • How can you apply these principles to your daily work? • Any questions?

50. Reading the Dashboard • The system first notifies editors via e-mail that they have work to do • That lets them know to go to the dashboard • Once there, the editors can see which topics need work, and where • They also can see their reports • Here’s what it looks like • Quick quiz