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GIL KnowledgeBase. GALILEO Interconnected Libraries 19 May 2005 Phil Williams – Director Virtual Library Support Email: phil.williams@usg.edu Phone: 404-651-2662. Background. Old system based upon Voyager. Either open or closed access – not both.

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GIL KnowledgeBase


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    1. GIL KnowledgeBase GALILEO Interconnected Libraries 19 May 2005 Phil Williams – Director Virtual Library Support Email: phil.williams@usg.edu Phone: 404-651-2662

    2. 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.

    3. 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.

    4. 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.

    5. GIL KnowledgeBase Homepage

    6. 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.

    7. GIL KnowledgeBase Browse Screen

    8. GIL KnowledgeBase – Browse Areas (Folders)

    9. GIL KnowledgeBase – Browse All Documents

    10. GIL KnowledgeBase – Basic Search

    11. GIL KnowledgeBase – Advanced Search

    12. 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.

    13. 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.

    14. 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 Committee’s name. • Dates the document is “current”. • Special audience description.

    15. GIL KnowledgeBase – Document Summary Screen

    16. 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.

    17. 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.

    18. 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.

    19. Document Processing • You must Save your document before it can be Submitted for further processing. • EachSaved 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.

    20. GILKB Demonstration URL: http://gilkb.usg.edu

    21. Q & A

    22. Enjoy GUGM 2005 Thank you and have a GREAT day.