LexisNexis Publisher User Guide

www6.lexisnexis.com/publisher

Page

Topics Tab

2-3 How to set up a new topic & add a search

4 How to publish articles and schedule the recurring search

5 How to edit your search or add another search to an existing topic

6 How to annotate an article

7 How to publish results manually

8 How to delete a published article

9–10 Working with ‘Topic Actions’

11-14 The ‘Additional Tasks’ Box

Administration Tab

15 Organisation preferences

16-17 Administration Tab / Reports

18 How an intranet user can subscribe to an email topic

19 Appendix – Search Tips

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Define new Topic settings (1-6) and add a new search (7-13)

Fig.1

1 – Name your topic (Fig.1) 2 – Name yourself as the editor (add your email address) (Fig.1) 3 – ‘Number of Topic List Headlines’ (Fig.1) dictates how many headlines your end users see in the topic list (Fig.2) Fig.2

4 – A ‘Topic List Comment’ (Fig.1) is an informative note for your end users; it appears in the Topic list view (Fig.3) Fig.3

5 – Choose how many days an article should stay published on your intranet for (Fig.1). 6 – ‘Email subject’ (Fig.1) is the text that will appear in the subject line for anyone that subscribes to the email version of this topic.

Use the ‘New Topic’ screen from the ‘Topics’ tab

The Editor chose 5 ‘Topic List Headlines’ when setting up the search, so the end user sees the first 5 articles from today’s news on the intranet. Clicking on the topic title will show them all of the days’ news

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Fig.4

7 – Name search – this is how it will appear in the topic list (Fig.4) 8 – Assign the topic to a project – useful for usage reports later on (Fig.4) 9 – Choose a menu if more than one available (Fig.4). LN+Factiva menus (MEG) are only available to law firms (Fig.4). 10 – Choose Source. The dropdown has recently used sources. The ‘more sources..’ link opens the directory (Fig.4). 11 – Write search (see appendix of search tips and connectors). To add indexing click on the ‘Show’ link. (Fig.4 & 5) 12 – Choose the date range for the new search to run over (Fig.4). 13 – Run search with the red search button (Fig.4). Fig.5

Running the search will take you through to the next step – choosing the articles to publish, and scheduling the search to run

Open indexing by clicking on ‘Show’ here

Once the Index Directory has opened up tick the box next to the topic to add the subject to your search, or click the + to open the subject up for more specific industry topics. Use the ‘And’ ‘Or’ radio buttons to choose your connector, or click on the connector within the string of selected terms to change it. It is optional to move your terms up to your search box. To do so just click on the link. The Index Directory can also be used to search for Geographic regions and Companies

Click on the ‘OR’ in this search string to change the connector to ‘AND’ or ‘AND NOT’

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automatically….

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Choosing the articles to publish - Setting up & Scheduling your search Fig.6

On the left of the screen you’ll see the returned result set. The right of the screen is a preview pane for the highlighted document, in this case document 5. (Fig.6). By clicking the ‘Show Hits’ link you can easily spot the context and relevance of the search terms within your article.

Results Tab = new results from the search you just ran.

Staged Tab = documents you wish to customise. Articles can stay on the new & staged tabs for a total of 5 days.

Published Tab = articles that are available to be viewed by your intranet users.

Deleted Tab = articles that you have deleted from any of the other tabs. This tab is automatically cleared daily.

1 - Tick the box(es) for the article(s) you wish to publish. Or ‘Select All’ (Fig.6) 2 – (Fig.6) Click on the..

Stage button - to transfer the articles to the staged tab. From here you can add a note etc…(See p.7) Publish button – these articles will now publish and be available to end users Delete button – these will now be removed from the new results set

3 – To schedule your search move your articles from the ‘Results’ tab to ‘Staged’ or ‘Published’ and then click on the ‘More actions’ dropdown. Choose ‘Create/Edit Alert’ – then ‘Go’ (Fig.6). This will open up the schedule field (Fig.7). Remember to save your chosen settings Fig.7

Use this box to edit your topic, edit your search or schedule your search.

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Edit or Add a new search to an existing topic Fig.8

1 – From the ‘Topics – Home’ page click on Actions to get the dropdown menu options. From the dropdown menu click on ‘Edit Topic or Search’ (Fig.8) 2 – On the next screen (Fig.9) change the topic details, or to add a new search just click ‘Add new search’ – this will open the search screen (Fig.10) for you to repeat the steps from pages 4 and 5 to create a search. A topic with more than one search will combine the search results, by date, on the intranet for the end user. Fig.9

Fig.10

Edit the existing topic settings here

Edit the search settings or add a new search here

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Annotating Staged Documents Fig.11

1 – Tick the box that corresponds with the article you wish to annotate, article 9 in the example above (Fig.11) 2 – Click the ‘Stage’ button (Fig.11) 3 – The ‘Staged’ tab will now show that it holds articles – if you ticked 3 articles the Staged tab will show a 3 (Fig.12) 4 – Click on the Staged tab. (Fig.12) Fig.12

‘Stage’ button. Click when you ticked the relevant articles.

‘Lock to annotate’ / ‘Unlock document’ link & ‘Add Comment’ tab

The Staged tab will show how many documents are on it.

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5 – Tick the article you wish to annotate first, then lock the article into the right hand side by clicking ‘Lock to annotate’ (Fig.12) 6 – Click on the ‘Add Comment’ tab (Fig.12) 7 – Choose a location for your note, on the document itself or on the document list view (Fig.12). 8 – Write your comment (Fig.12) 9 – Save (Fig.12) 10 – Click on ‘Unlock document’ to release it back to your list (Fig.12) 11 – Tick and publish the annotated article (Fig.12) 12 - Your note now appears on the document in the view you chose (Fig.13) Fig.13

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Publish your results manually Fig.14

1 – Click on the name of the search in the ‘Topic Name’ column, (left side of Fig.14) Fig.15

2 – On the ‘Results’ tab tick the documents you want to publish – articles 3,4 & 5 in the example above (Fig.15) 3 – Unless you want to annotate the article first, just click the ‘Publish’ button (Fig.15) 4 – Your articles are now on the ‘Published’ tab in date order (Fig.15) and on the intranet for your end users (Fig.16) Fig.16

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How to delete a published article Fig.17

1 – Click on the name of the search in the ‘Topic Name’ column, (left side of Fig.17) Fig.18

The article(s) will move to the deleted tab.

Tick the article(s) you wish to delete from your intranet.

Click the delete button.

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2 – Click on the ‘Published’ tab, and click the article(s) you want to delete, 3 & 4 in the example above (Fig.18) 3 – Click the Delete button, the article will be removed from the list and the intranet. The deleted article will be on the deleted tab until 01:00 US Eastern Standard Time (5pm Sydney / Melbourne time) when it is then automatically cleared.

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What are the Topic ‘Actions’? Fig.19

By clicking on ‘Actions’ (Fig.19) you will access the dropdown menu for the next step associated with your topic. These steps are: 1 – Edit topic or search. This has been covered on page 6 2 – Preview Topic. This will open up a second browser window essentially taking you straight to the particular topic as it appears on your intranet showing you how the topic appears to your end users. 3 – Show Topic URL. This opens a second browser window to supply the topic URL that you (or your Webmaster / Intranet administrator) can upload to your intranet to host the topic page. (Fig.20). The links are in HTML or XML, RSS is also available as an option upon request Fig.20

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4 – View subscribed users. This will take you straight to a report screen listing the users that have accessed the topic on your intranet and then subscribed to the email version. You can see who has subscribed to the topic, or all subscribers to all topics. As the administrator you can subscribe/unsubscribe users. Clicking on their email address will automatically generate (but not send) a new email to that address for you to contact them. To get back to the home screen just click the cancel button in the bottom right corner Fig.21

5 – Deactivate Topic / Activate Topic. Clicking this link will deactivate the search, but not delete it. When a search is deactivated the link in the actions changes to ‘Activate Topic’. All deactivated topics will be highlighted in the topic list with a red cross to the left of the topic name. (Fig.22) Fig.22

6 – Delete Topic. This will delete the topic completely along with all articles and annotations. End users that have old emails from the deleted topic will find that they cannot link through to a deleted topic from that email. (Fig.23) Fig.23

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The Additional Tasks Box Fig.24

The Home page of the Topics tab has links for the administrator to manage the topics, the usage and the look of LexisNexis Publisher. These links are as follows: Topic Related 1 - Preview ‘All Topics’ – This will open up a second browser window essentially taking you straight to the topics as they appear on your intranet showing you how the top level ‘all topics’ view appears to your end users 2 – Show ‘All Topics’ URL - This opens a second browser window to supply the URL that you (or your Webmaster / Intranet administrator) can upload to your intranet to host the page. The links are in HTML or XML, RSS is also available as an option upon request. 3 – Manage Combined Sources – This latest release of LexisNexis Publisher allows the administrators to name groups of combined sources. Obvious benefits are that you can name a group by region or industry or even use your own name. This link takes you to a screen where these groups can be copied, renamed or deleted. From the ‘Create a Combined Source’ box on the right you can open the source directory to make and name a group for future use (Fig.25) Fig.25

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End User Related 1 - Set Default Display. The look and feel of your LexisNexis Publisher pages are all yours to design. You may wish to make the colour scheme and font the same as your intranet for instance. When you set up your topics you can change the colour and style or just use the previously used default setting – this link is where you design that default. The options available to you are: Header & Footer – cut and paste your site’s HTML to display before the news feed, as in the example below (Fig.26) Topic List Display – choose the colours, fonts, font size, document order, location of LexisNexis logo etc. From here you can also decide to include the first few lines of each article with the headline, just enter a number of characters in the box provided. Hit the ‘Refresh’ button to see what your choices will look like before saving them (Fig.27) Document List Display – as above, but you choose how each topic will show its articles. Full Text Display – as above, but you choose how an individual full text article will look. Fig.26

Fig.27

Host a header by pasting your HTML into the default settings.

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Choose how many characters should appear with the headline, this will show the first few lines of the article to your users in the ‘Document List’ view

When deciding on what your published pages should look like you can get a sample view of your choices and changes by clicking ‘refresh’. The sample view will show the changes.

Sample View

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2 – Notify Now. This will take you to a screen listing all of your topics. By ticking a topic and clicking ‘Send’ all users that have subscribed to the email alert service will receive an email containing the articles the administrator has just published to that topic. This is especially useful if you have scheduled your search to run automatically but post the new articles on the ‘Results’ or ‘Staged’ tab for you to manually publish selected articles when ready. The ‘Notify Now’ feature allows you to kick off the email once you have selected those articles and published them. (Fig.28) Fig.28

3 – Sort Topic Display Order. The link opens a second browser window for you to change the order the topics appear in on your intranet. The default order adds your latest topic to the bottom of the list, however if your latest topic is the most important, or if you have previously sorted your topics into an alphabetical list, this feature should be used. By clicking on a topic on the left (Fig.29) and then choosing your action from the arrow buttons you can send your topics over one by one to the right hand box in the order you need. Or by using the arrow buttons you can send all topics over into the right box and move them up or down the list with the two arrows on the far right. Fig.29

Use the arrows to move your topic names from the left box (Current Order) to the right box (New Order).

If your current order is close to what you want but a new topic needs to move to it’s right place alphabetically, move all topics over in one go and then highlight the new one to move it up with the arrows here.

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4 – Subscribe New User. Click on the link and enter the email address of the person you want the email to go to (Fig.30). Once you’ve OK’d that you’ll open a preference form (Fig.31). The form allows you to choose which topics this person should receive, and schedule the email(s) they receive. The email view is also decided here – they can receive an email of:

Document List – headline, publication, date etc Document List with abstracts – includes the first few lines of the article. The amount of the article is decided by you when you set up your default settings (refer back to Fig.27) Document List with hits – includes selected text of the article where your original search terms were mentioned Full Text – all newly published articles in full

There are other email preferences to consider, these are covered in ‘Organisation Preferences’ on p.16

Fig.30

Fig.31

Reports 1 - Topic Usage. This takes you to the reports page on the Administration tab, covered on p. 2 – Email Subscriptions. This takes you to the reports page on the Administration tab, covered on p.

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Organisation Preferences In the top right hand corner of the home screen (Fig.32) you have the Sign Off, Org Preferences and Help links. Clicking on Org preferences will allow you to choose your default settings such as how you’d like the date presented on the intranet, your time zone and results per page. (Fig.33) Fig.32

With the Delivery options you can decide whether or not your users receive individual emails for each topic they’ve subscribed to or one email with all topics. If you choose individual emails (easier for filing) you can also decide the subject line for each one when setting the search up, as shown on p.3 Fig.33

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Administration Tab 1 – Subscribed Users. (Fig.34) Here you can see a full list of who has subscribed to a topic by email. Clicking on ‘Add a new user’ opens the form already covered on p.15 (Fig.31). Clicking on ‘Import User List’ allows you to upload a .csv file listing new users. You can then quickly subscribe them all to a topic. (Fig.35) From this screen (Fig.34) you can also delete users, edit their preferences (again this opens the form covered on p.15) or view their email history Fig.34

Fig.35

2 – Projects/Clients. This service is included for your internal administration, it is completely optional whether you use it. Manage the searches and the projects they are assigned to from this link. You can add new projects from here too, for topics to be assigned to at a later point. (Fig.36) Fig.36

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Reports Generating and downloading usage statistics has never been easier on LexisNexis Publisher. Generating reports by Topic or by date range is simple. 1 – Topic Usage. The information you can retrieve includes a run down of how many times users have looked at the topic in document list format, and how many times articles have been clicked on for a full text view. This allows you to easily spot a useful search, or highlight a search that is either not performing as it should or is no longer needed (Fig.37). Just pick the type of report you’re after and click ‘Generate Report’ to populate the right hand side of the screen Downloading the information automatically opens the report in an excel spreadsheet. Fig.37

2 – Email Subscriptions. Analyse your end users preferences and topics of interest by running a report on the email subscriptions. These reports are available by user or by topic. (Fig.38) Fig.38

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Subscribing to a topic from the intranet When your intranet users are viewing a topic they will see a link in the top left corner for ‘Email Preferences’ (Fig.39). By clicking on this link they will be prompted for their email address before moving onto a form to fill in to sign up for the topic email. (Fig.40) Fig.39

Fig.40

Once you’ve entered your name and confirmed your email you can choose the frequency of the email. It is useful to know the frequency of the search (see p.5) and time your email accordingly. Your options are hourly, daily (Mon-Fri or Mon-Sun), or ‘Admin initiated’ – this means you’ll get emails whenever the administrator has published new articles and used the ‘Notify Now’ feature (see p.15) Another important choice is the email view. Each email will have a link to take you to the intranet, but the text options for the email range from a list of the documents to full text. ‘List with abstracts’ will include the first few lines of the article – according to how many characters the administrator makes available. ‘List with hits’ will include the search terms found in the article. On the right hand side tick the topics you wish to be updated with. You can either have one email listing all topics, or an individual email for each topic. This preference is chosen by the administrator (see p.16). The administrator can also choose to include an ‘unsubscribe link’ or not (see p.16)

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Appendix – Search tips Command Definition Example and all terms must appear. e.g. KPMG and audit or either term may be used e.g. online or internet w/^ terms must appear within a certain number of words from each other e.g. Minister w/10 resign pre/^ terms must appear in order e.g. profit pre/2 loss w/s terms must appear within the same sentence e.g. investigation w/s government w/p terms must appear within the same paragraph e.g. Murdoch w/p acquisition and not terms cannot be in your results e.g. Optus and not Optus oval ^ represents any number from 1 - 255 Advanced Terms Definition Example caps first letter of each word within the brackets must be a capital e.g. caps(orange) allcaps all letters within the brackets must be in capitals e.g. World Health Organization or allcaps(WHO) nocaps no letters within the brackets will be capitals e.g. nocaps(polish) singular stops LexisNexis automatically looking for both plural and/or singular e.g. singular(Richard) plural stops LexisNexis automatically looking for both plural and/or singular e.g. plural(Richards) ATL^ at least a certain number of mentions of the bracketed word e.g. ATL5(Iraq) and ATL9(Howard) date aft the article was published after a certain date e.g. john howard and date aft 09/22/05 date bef the article was published before a certain date e.g. john howard and date bef 02/20/90 date is the article was published on a specific date e.g. john howard and date is 07/18/05 ^ represents any number from 1 – 255

Segments Definition Example headline terms in brackets must be in the headline e.g. headline(tax) and reform hlead terms in brackets must be in the headline or leading paragraph e.g. hlead(roosters and final) company company name must be indexed to the article e.g. company(Nokia) person person must be indexed to the article e.g. person(John Howard) pub article must be from a certain publication e.g. pub(canberra times) nexterms terms must be in the hlead or LexisNexis indexing e.g. nexterms(PBL or publishing broadcasting limited) length article must be greater than or less than a certain word count e.g. length>1000 and atl4(federal budget) publication pick out a particular publication to search or from your results e.g. publication(West Australian) byline articles written by a particular journalist e.g. byline(Simon Benson) section only search a section of a publication – sections differ per source e.g. section(sport) ! exclamation mark truncates terms for variable endings e.g. Japan! w/5 (ceo or chief exec!) * asterisk acts as a wild card for any character e.g. Sm*th or Clark*