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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 l.jpg

GIL KnowledgeBase

GALILEO Interconnected Libraries

19 May 2005

Phil Williams – Director Virtual Library Support

Email: phil.williams@usg.edu Phone: 404-651-2662


Background l.jpg
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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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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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 Committee’s name.

    • Dates the document is “current”.

    • Special audience description.



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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.

  • 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.


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GILKB Demonstration

URL: http://gilkb.usg.edu



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Enjoy GUGM 2005

Thank you and have a GREAT day.