enhancing searching and sharing with the quosa administrative toolkit
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Enhancing searching and sharing with the QUOSA administrative toolkit |
Robin Fogel| May 28, 2015| Enhancing searching and sharing with the QUOSA administrative toolkit
Presented By
Date
An Inside Quosa Webinar
Robin Fogel
May 28, 2015
Enhancing searching and sharing with the QUOSA administrative toolkit
Enhancing searching and sharing with the QUOSA administrative toolkit |
Robin Fogel| May 28, 2015| Enhancing searching and sharing with the QUOSA administrative toolkit
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Agenda
• Preliminaries
• Best practices for organizing your company’s Virtual Library
• Virtual Library permissions to safeguard the integrity of your literature while maximizing access and utility
• Expediting team library setup
• Case studies applying best practices to Medical Information and current awareness
• Building synonym lists on the backend to enhance Virtual Library searching and sharing
• Sources for more information
Enhancing searching and sharing with the QUOSA administrative toolkit |
Robin Fogel| May 28, 2015| Enhancing searching and sharing with the QUOSA administrative toolkit
Preliminaries
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Enhancing searching and sharing with the QUOSA administrative toolkit |
Robin Fogel| May 28, 2015| Enhancing searching and sharing with the QUOSA administrative toolkit
• QUOSA users who want to learn how administrative capabilities can facilitate access to needed literature
• QUOSA Administrators
• Non-QUOSA users evaluating the solution
Some knowledge of QUOSA is assumed
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Audience for today’s presentation
Enhancing searching and sharing with the QUOSA administrative toolkit |
Robin Fogel| May 28, 2015| Enhancing searching and sharing with the QUOSA administrative toolkit
Enter your questions in the chat box and Neal will raise them at convenient points during the presentation
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We want to address your questions as we go!
Enhancing searching and sharing with the QUOSA administrative toolkit |
Robin Fogel| May 28, 2015| Enhancing searching and sharing with the QUOSA administrative toolkit
• Virtual Library
• QUOSA administrative role or can identify an administrator for your Virtual Library
• Access to any of the QUOSA “clients” for the Virtual Library
• QUOSA Information Manager
• QUOSA Browser Plus
• QUOSA Browser
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Requirements for using the tools demonstrated today
Enhancing searching and sharing with the QUOSA administrative toolkit |
Robin Fogel| May 28, 2015| Enhancing searching and sharing with the QUOSA administrative toolkit
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QUOSA Information Manager (QIM)
Enhancing searching and sharing with the QUOSA administrative toolkit |
Robin Fogel| May 28, 2015| Enhancing searching and sharing with the QUOSA administrative toolkit
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QUOSA Browser Plus (QBPlus)
Enhancing searching and sharing with the QUOSA administrative toolkit |
Robin Fogel| May 28, 2015| Enhancing searching and sharing with the QUOSA administrative toolkit
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QUOSA Browser (access from any browser – no software installation required)
Enhancing searching and sharing with the QUOSA administrative toolkit |
Robin Fogel| May 28, 2015| Enhancing searching and sharing with the QUOSA administrative toolkit
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Comparing VL capabilities
Capability QIM QBPlus QB
Copy, move and/or delete
Share existing literature with links, exports, dynamic links and RSS
View CCC permissions (for customers with module)
Edit existing literature
Administrative access (via "VL Configuration")
Add new citations and PDFs from PubMed, Embase (& other dbs)
Import PDFs with citation capture
Import citation manager and other legacy collections
Manage large numbers of documents (e.g. reorganize) / /
Export PDFs
Selected di fferences between QIM and QBPlus (not avai lable in QB):
--QIM only: regular scheduled searches on external databases (l i terature a lerts ), customized reports , larger
s ized retrievals (depending on l icens ing), and manual management of copyright
--QBPlus only (and Mac QIM): ci tation insertion into MS Word and PowerPoint
Enhancing searching and sharing with the QUOSA administrative toolkit |
Robin Fogel| May 28, 2015| Enhancing searching and sharing with the QUOSA administrative toolkit
• Virtual Library (VL) – Collection of one or more libraries (including “My Library”), the administrative capabilities and add-on modules such as server-based alerts and advanced reference management
• In a single VL, all libraries share a single “configuration” especially custom fields and administrator
• Library – container for the folders where documents are published
• Document – the citation and typically the associated PDF or other file
Terminology
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Robin Fogel| May 28, 2015| Enhancing searching and sharing with the QUOSA administrative toolkit
Best practices for Virtual Library organization
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Enhancing searching and sharing with the QUOSA administrative toolkit |
Robin Fogel| May 28, 2015| Enhancing searching and sharing with the QUOSA administrative toolkit
• Central library (i.e. “Company library”) Contains purchased PDFs, imported legacy collections, product literature maintained with current awareness alerts, literature found from ad-hoc searches, and conference literature. Sharing controlled by CCC (when available). Content may be tagged to support the generation of bibliographies for submissions, PSUR/DSUR periodic reporting, standard response letters, etc.
• My library (one for each registered user) Copied literature from Company Library, personal imports, and additions captured from external databases as well as imports. For the “user’s eyes only”. Accessible offline from iPad app
• Team library(ies) Copied literature from Company Library and additions captured from external databases as well as imports. Sharing controlled by CCC (when available). Distinguished by the collection and specific tags & annotations to support team activities. Administrator must set up and assign users
• Optionally – Document Delivery library
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Best practices for company VL organization
Enhancing searching and sharing with the QUOSA administrative toolkit |
Robin Fogel| May 28, 2015| Enhancing searching and sharing with the QUOSA administrative toolkit
Data flows and permissions in the recommended VL organization
For information on QIM “alert” processes to automatically copy documents from Document Delivery or Team Libraries contact support@quosa.com
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Robin Fogel| May 28, 2015| Enhancing searching and sharing with the QUOSA administrative toolkit
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The setup of libraries and permissions
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Robin Fogel| May 28, 2015| Enhancing searching and sharing with the QUOSA administrative toolkit
Accessing administrative interface (VL “Configuration”)
Recommended: use the browser “QB” and select “Configure VL”
Also accessible from QIM:
From “My Article Organizer” Right click Virtual Libraries and select “Configuration…”
To obtain your browser URL or to find your administrator, contact support@quosa.com
Enhancing searching and sharing with the QUOSA administrative toolkit |
Robin Fogel| May 28, 2015| Enhancing searching and sharing with the QUOSA administrative toolkit
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Creating new libraries
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Robin Fogel| May 28, 2015| Enhancing searching and sharing with the QUOSA administrative toolkit
• When new libraries are created a default permission is assigned to the “Everyone” group
• Default is typically “Reviewer” or read-only
• Change requires assistance of support@quosa.com
• Permissions are assigned at the library level
• Same permission for all folders within a library
• No folder-specific permissions
• Permissions modified for “Groups” and “Users” (individuals)
• Group permissions make it easy to manage team libraries
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Permissions secure library content and facilitate access
Enhancing searching and sharing with the QUOSA administrative toolkit |
Robin Fogel| May 28, 2015| Enhancing searching and sharing with the QUOSA administrative toolkit
• Managed by local administrator/s
VL user permission levels In QIM only, overrides rules for how literature is added to the VL especially with consideration of copyright. Also add (only with QIM/QBPlus), delete, edit, search, view, copy, and share Add (only with QIM and QBPlus), delete, and edit. Also search, view, copy, and share Search, view, copy, and share content No access. Will not see any Libraries where permission is None
Enhancing searching and sharing with the QUOSA administrative toolkit |
Robin Fogel| May 28, 2015| Enhancing searching and sharing with the QUOSA administrative toolkit
Another view of permissions
Enhancing searching and sharing with the QUOSA administrative toolkit |
Robin Fogel| May 28, 2015| Enhancing searching and sharing with the QUOSA administrative toolkit
• “Everyone” group
• Company Library – Reviewer
• Team Library(ies) – Reviewer or None
• My Library – Member
• Document Delivery Library – Reviewer
• Team members
• As above but…
• Team library – Member
• Managers of Company Library (includes importing legacy collections, “Owners” of QIM process to automatically copy newly delivered Document Delivery Library PDFs or Team Library documents)
• As above but…
• Company Library –Curator (should be trained!)
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Group and user permissions supporting “Best Practices” VL organization
Enhancing searching and sharing with the QUOSA administrative toolkit |
Robin Fogel| May 28, 2015| Enhancing searching and sharing with the QUOSA administrative toolkit
• Supports knowledge management in your organization
• Maximizes full text availability so that practically all purchased PDFs will be in the Company Library
• Maximizes access to SME edits
• Protects the integrity of your article collection
• Controls access to selected team edits
• Allows Everyone to copy articles from the Main library to their My Library
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Benefits of the recommended VL organization
Enhancing searching and sharing with the QUOSA administrative toolkit |
Robin Fogel| May 28, 2015| Enhancing searching and sharing with the QUOSA administrative toolkit
• Everyone is a Member of the company library
• For smaller organizations where the company library is in effect the Team Library
• The advantage is simplicity
• Everyone is a Member of a “Shared Library” – Advantages:
• Maintains company literature integrity
• Permission assignment is simplified
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Variations on the recommended organization
Enhancing searching and sharing with the QUOSA administrative toolkit |
Robin Fogel| May 28, 2015| Enhancing searching and sharing with the QUOSA administrative toolkit
Expediting the set up of team libraries
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Enhancing searching and sharing with the QUOSA administrative toolkit |
Robin Fogel| May 28, 2015| Enhancing searching and sharing with the QUOSA administrative toolkit
1. Create team library
2. Create “Group” with special permissions
3. As needed, import list of team members who have not yet registered for QUOSA
4. Assign newly imported and existing users to the new group
5. If necessary, revise permissions for individual users
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Fastest way to setup team libraries with the required permissions
Enhancing searching and sharing with the QUOSA administrative toolkit |
Robin Fogel| May 28, 2015| Enhancing searching and sharing with the QUOSA administrative toolkit
• support@quosa.com manages registration rules.
• Typically these are either specified email addresses or email address domain(s) (e.g. @yourcompany.com)
• Even if you add a user to your VL via the administrative tool, if the user’s email doesn’t entitle them to register, they won’t have access
• Registration occurs the first time that:
• QB and/or VL content is accesses
OR
• QIM or QBPlus is installed
• Advanced settings control whether auto-registration is allowed
• Upon registration users have at least “Everyone” permissions
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Fundamentals controlling VL access
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Robin Fogel| May 28, 2015| Enhancing searching and sharing with the QUOSA administrative toolkit
• Users assigned “Everyone” Permission unless pre-registered
Setting Automatic Registration
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Team library setup process…
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Creating a Group: 1) Navigate to “Groups”
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2) Add the new group
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3) Set Group permissions – first select the group to configure
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3) Set Group permissions – assign permissions by library
• Groups build from Everyone’s permissions
• An asterisk (*) denotes a Library set with permissions different than the Everyone group
• Click on the ‘Default’ icon to restore settings
Asterisk denotes that a permission different from "Everyone's" has been set for the Chinese Japanese Korean Documents Library
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Robin Fogel| May 28, 2015| Enhancing searching and sharing with the QUOSA administrative toolkit
• Importation requirements
• txt or csv file format
• Convention (comma added to csv by definition)
• User name1, username1Email
• User name2, username2Email
• Etc.
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4) Optionally import new, “unregistered” users to be included in the group
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Importing new users from csv
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5) Add newly added users (and others) to new group (must allow pop-ups)
Enhancing searching and sharing with the QUOSA administrative toolkit |
Robin Fogel| May 28, 2015| Enhancing searching and sharing with the QUOSA administrative toolkit
• Tip: From QB enter user’s email address and [Enter] to navigate to the user record
• An asterisk (*) denotes a Library set with permissions different than the Everyone and any other group to which the user is a member
• Default permission returns to the strongest possible permission based on group membership
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6) Optionally adjust individual user permissions
Enhancing searching and sharing with the QUOSA administrative toolkit |
Robin Fogel| May 28, 2015| Enhancing searching and sharing with the QUOSA administrative toolkit
Case studies: Applying recommended VL organization to standard letter preparation task & for current awareness
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Enhancing searching and sharing with the QUOSA administrative toolkit |
Robin Fogel| May 28, 2015| Enhancing searching and sharing with the QUOSA administrative toolkit
1. Find product literature in the Company Library that was identified and tagged by the current awareness team
2. Update with an additional search on PubMed
3. Import PDFs supplied by a colleague
4. Add all to a folder in the Medical Information shared library
5. Use QUOSA citation insertion for writing standard response letter
6. When letter is complete, tag the literature that was referenced in the literature to facilitate updates
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Case Study 1: Medical Information team using QUOSA to research, write and review a new standard response letter
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Robin Fogel| May 28, 2015| Enhancing searching and sharing with the QUOSA administrative toolkit
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1) Find literature in the Company library
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And use Reviewer rights to copy to team library (the Medical Information Library)
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2) Find and add literature found from PubMed to the Team Library (QBPlus example – you can do this with QIM too)
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Robin Fogel| May 28, 2015| Enhancing searching and sharing with the QUOSA administrative toolkit
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3) Complement with purchased PDFs from a colleague who doesn’t use QUOSA
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4) Use literature collection in Team Library to write and reference the standard letter
Enhancing searching and sharing with the QUOSA administrative toolkit |
Robin Fogel| May 28, 2015| Enhancing searching and sharing with the QUOSA administrative toolkit
• Use style such as APA to sort references alphabetically
• Use VL alpha author sort to organize references in the working folder
• Batch tag selections to have access to your bibliography whenever you need it.
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5) Use custom fields to tag studies used to write the letter
Enhancing searching and sharing with the QUOSA administrative toolkit |
Robin Fogel| May 28, 2015| Enhancing searching and sharing with the QUOSA administrative toolkit
1. Subscribe to your own saved search or an “expert search” that has been saved for you
• Subscriptions may also be set for other users by administrators
2. Receive results as an email with a link
3. Copy literature of interest to your My Library
4. Read at your leisure on or offline (with ipad app)
5. Optionally share with your colleagues using the team library
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Case Study 2: Staying alert on new product literature added to the Company Library for reading later from the My Library
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Robin Fogel| May 28, 2015| Enhancing searching and sharing with the QUOSA administrative toolkit
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Step 1) Prepare to subscribe – if necessary run your own search and save as shown
Enhancing searching and sharing with the QUOSA administrative toolkit |
Robin Fogel| May 28, 2015| Enhancing searching and sharing with the QUOSA administrative toolkit
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…Or used one that is being shared with you
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Step 2) Subscribe to save search
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Step 3) Email sent with a link, navigates to new references found. Copy these to My Library
Enhancing searching and sharing with the QUOSA administrative toolkit |
Robin Fogel| May 28, 2015| Enhancing searching and sharing with the QUOSA administrative toolkit
Step 3) (continued) Copying to My Library to read later
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4) Reading copied content when offline
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Robin Fogel| May 28, 2015| Enhancing searching and sharing with the QUOSA administrative toolkit
Enhancing searching and sharing with company specific synonym list
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Part 1: searching and sharing
Enhancing searching and sharing with the QUOSA administrative toolkit |
Robin Fogel| May 28, 2015| Enhancing searching and sharing with the QUOSA administrative toolkit
• Users may pull literature from the VL channels of QIM and QBPlus or QB using searching
• Searches may be pushed out to users as a fundamental step in VL sharing processes including:
• Pasted VL links
• PDF or other VL “export” reports
• Dynamic links and RSS accessed in Sharepoint or elsewhere
• Saved searches that may be shared by a Library Curator or any user when saved to My Library
• VL “subscription” alerts when new literature is found on topic of interest
Access to Virtual Library content is driven by the search
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Multitude of sharing formats in QUOSA
Share VL
search
VL
required
Limit to
selected
results
Customize
report
output
Report
format
Links to
full text
Add to
Sharepoint
as live link
PDF Links Yes Yes Yes No Link Yes Yes
RSS Feeds Yes Yes No Yes RSS Yes Yes
Dynamic Link Yes Yes No NoBrowser
linkYes Yes
Subscription to
VLYes Yes No Limited
Email link
to QB
results
Yes No
VL Report (Export
button)Yes Yes Yes Limited
pdf, rtf,
csvYes No
QIM Reports Yes No Yes Yeshtm, doc,
csvYes No
Enhancing searching and sharing with the QUOSA administrative toolkit |
Robin Fogel| May 28, 2015| Enhancing searching and sharing with the QUOSA administrative toolkit
• Notice the subscriptions
Libraries with folders and Shared Searches
Enhancing searching and sharing with the QUOSA administrative toolkit |
Robin Fogel| May 28, 2015| Enhancing searching and sharing with the QUOSA administrative toolkit
Pushing Results Using PDF, Excel and Dynamic Links in Sharepoint
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Robin Fogel| May 28, 2015| Enhancing searching and sharing with the QUOSA administrative toolkit
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Display edited RSS output in SharePoint (as RSS Viewer web part)
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Robin Fogel| May 28, 2015| Enhancing searching and sharing with the QUOSA administrative toolkit
VL subscription alert
Enhancing searching and sharing with the QUOSA administrative toolkit |
Robin Fogel| May 28, 2015| Enhancing searching and sharing with the QUOSA administrative toolkit
VL links in QIM reports
Robin Fogel | 19 November 2013 | Tips and tricks for sharing literature and related documents
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Robin Fogel| May 28, 2015| Enhancing searching and sharing with the QUOSA administrative toolkit
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Advanced search capabilities
Enhancing searching and sharing with the QUOSA administrative toolkit |
Robin Fogel| May 28, 2015| Enhancing searching and sharing with the QUOSA administrative toolkit
• Search In – select library(ies) and folder(s)
• Quick and Advanced searching
• Quick Search - typically search all content (full text and metadata)
• Advanced Search (icon shows here)
• Full text and/or fields – “Add Field” (Booleans allowed within entry)
• Boolean operators by field (AND/OR/NOT)
• Deduplicates with “Unique results” checkbox (PDF preferentially display)
• Search for null value by field with string “emptyvalue”
• Modify searches
• Search metadata and full text with “All Fields” checkbox
• Synonym expansion with “Related Terms” checkbox that uses “Term Explosion” managed in VL Configuration (admin UI)
VL search construction
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Robin Fogel| May 28, 2015| Enhancing searching and sharing with the QUOSA administrative toolkit
Enhancing searching and sharing with company specific term expansion
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Part 2: Building the synonym list for a related terms search
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Robin Fogel| May 28, 2015| Enhancing searching and sharing with the QUOSA administrative toolkit
• “OR”s together terms related to query
• Use with “regular” searches, saved searches, VL subscriptions, dynamic links, RSS, saved searches, etc.
• Use for: • Agents (company and competitors)
• Device names
• Diseases (conditions, effects)
• Content with a variety of names (e.g. conferences or journals)
• And…
• Allows for specification of the “fields” to be expanded: • Any field, e.g. title, abstract, keywords where expansion need
not be limited to specific contexts
• Specified field, e.g. journal or conference name
• Referred to as “Related Terms”, “Terms Explosion” and “Terms Expansion”
Enhance recall with “Related Terms”
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Robin Fogel| May 28, 2015| Enhancing searching and sharing with the QUOSA administrative toolkit
• All synonyms of the same concept display in a single line separated by commas
• Enter phrases as is without quotes
• Specify if expansion rule applies to All fields or specified fields using this convention:
• Enter all fields rule under the header “[*]
• Enter specific field rules under the field abbreviation e.g. the field abbreviation for Conference Name that exists in some VLs is often CONN
• The below is an example rule that applies to all fields [*]
plavix,clopidrogel
tylenol, paracetamol
tumor, cancer
lidocaine patch, lidocaine transdermal patch, prilocaine, lidoderm, versatis, salonpas
For the field abbreviations in your organization’s VL contact support@quosa.com
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Related Terms format
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Robin Fogel| May 28, 2015| Enhancing searching and sharing with the QUOSA administrative toolkit
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Accessing terms explosion interface
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Editing the terms expansion list
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Searching without Related Terms
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Enhanced results with Related Terms
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Robin Fogel| May 28, 2015| Enhancing searching and sharing with the QUOSA administrative toolkit
Last thoughts on the power of the administrator to enhance QUOSA literature management…
The newest version of the VL that will soon be released allows for a division of VL roles. For example:
• One user might assign permissions
• Second user could manage the synonym list
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Enhancing searching and sharing with the QUOSA administrative toolkit |
Robin Fogel| May 28, 2015| Enhancing searching and sharing with the QUOSA administrative toolkit
For assistance with:
• Obtaining the URL of your Virtual Library to access it from a browser
• Connecting with your QUOSA system administrator
• Applying the techniques demonstrated here today
• Any other question you may have
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support@quosa.com
Enhancing searching and sharing with the QUOSA administrative toolkit |
Robin Fogel| May 28, 2015| Enhancing searching and sharing with the QUOSA administrative toolkit
Two types
1. User guide
2. Admin guide
Plus webinars…
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Virtual Library documentation
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Robin Fogel| May 28, 2015| Enhancing searching and sharing with the QUOSA administrative toolkit
• Link to User Guide in QB and VL channel of QIM and QBPlus (see footer of the page)
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Virtual Library User Guide
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Robin Fogel| May 28, 2015| Enhancing searching and sharing with the QUOSA administrative toolkit
• From “VL Configuration” (the admin UI) select the Help tab
• To view…
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VL Administrative User Guide
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Other webinars of potential interest
• Tools for sharing current awareness and related literature
• QUOSA for iPad
• Inside QUOSA_ Importing data into a Product Literature Database
• QUOSA for Medical Information
• Literature Monitoring for Adverse Events
• Setting up and Managing Alerts with QUOSA Information Manager
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