How to use active folders

This tutorial provides a step-by-step guide that introduces you to:


Creating active folders

  1. Click on the active folder button on the search box:

    The Create Active Folders dialog is displayed:

  2. Enter the following:

    Active Folder Name
    Enter a name for your folder that indicates what type of information it is going to store. For example, "Harry Potter".

    Training
    Select one of the following:

    Files contained in the folder
    If you select this option, you need to save multiple files in this folder to provide AWE with examples of what kind of information it should search for. AWE will find files that are similar to the files you have provided, and pass them to your active folder which will store shortcuts to those files. Later on AWE regularly updates the active folder with links to new matching documents it finds.

    Query
    If you select this option, you need to enter some search text. AWE will find files that match your search and pass them to your active folder which will store shortcuts to those files. Later on AWE regularly updates the active folder with links to new matching documents it finds.

    Default Options
    Use the following options to set defaults for the Channels from which AWE will provide results to your active folder:

    Include the information from the last
    Use this option to specify how old the files that your active folder stores can be.

    Maximum number of results
    Select the maximum number of query results that can be stored in your active folder.

    Minimum relevance
    Select the minimum relevance that query results must have to be stored in your active folder.

    Channels
    Check one or more of the following in order to indicate from which channels you want results to be supplied to your active folder:

    Email
    If you check this folder, your active folder will store shortcuts to emails that match the Training. Note that you can click on the Advanced button if you want to override the default settings you have entered for Include information from the last, Maximum number of results and Minimum relevance. You can also enter a subject, a sender and a recipient, if you want your active folder to only include emails that have a specific subject or were sent/received by a specific person.

    Local Files
    If you check this folder, your active folder will store shortcuts to files on your computer that match the Training (these files must be contained in the folder that you have made available to AWE for indexing). Note that you can click on the Advanced button if you want to override the default settings you have entered for Include information from the last, Maximum number of results and Minimum relevance. You can also select what type of local files your active folder can store.

    Other channels
    If your administrator has set up additional information channels, they are displayed in this list and you can check the ones that you want to use as information sources for your active folder. Channels are topic areas that are created by administrators when they set up Enterprise AWE. Each channel stores information that matches its topic area. Depending on how an administrator has set up AWE, this information can comprise, for example, web pages, news articles and video clips. Whenever you open a window, the toolbar displays channel information that is relevant to the content of this window.

    Download results for offline viewing
    Check this box, if you want to be able to view the files that your active folder stores without having to be connected to the Internet. The files are downloaded to a temporary folder on your computer.
  3. Click on OK. You active folder is created on your desktop and displays a little star whenever it contains new information:



Opening files in active folders

Whenever one of your active folders contains new information, it displays a little star:


You can open an active folder to see the results it contains:


Note that if you hover over a shortcut, a summary of the result that this shortcut opens is displayed:


You can double-click any result in order to open it in a new window:


Note that if you didn't check the Download results for offline viewing box when you created your active folder, you need to be online in order to open shortcuts that connect to web files.

Editing active folders

To edit an active folder:

  1. Right-click on the active folder you want to edit to display the context menu, and select Active Folders > Edit to display the Edit Active Folders dialog.
  2. You can edit any of the following:

    Training
    Select one of the following:

    Files contained in the folder
    If you select this option, you need to save multiple files in this folder to provide AWE with examples of what kind of information it should search for. AWE will find files that are similar to the files you have provided, and pass them to your active folder which will store shortcuts to those files. Later on AWE regularly updates the active folder with links to new matching documents it finds.

    Query
    If you select this option, you need to enter some search text. AWE will find files that match your search and pass them to your active folder which will store shortcuts to those files. Later on AWE regularly updates the active folder with links to new matching documents it finds.

    Default Options
    Use the following options to set defaults for the Channels from which AWE will provide results to your active folder:

    Include the information from the last
    Use this option to specify how old the files that your active folder stores can be.

    Maximum number of results
    Select the maximum number of query results that can be stored in your active folder.

    Minimum relevance
    Select the minimum relevance that query results must have to be stored in your active folder.

    Channels
    Check one or more of the following in order to indicate from which AWE channels you want results to be supplied to your active folder:

    Email
    If you check this folder, your active folder will store shortcuts to emails that match the Training. Note that you can click on the Advanced button if you want to override the default settings you have entered for Include information from the last, Maximum number of results and Minimum relevance. You can also enter a subject, a sender and a recipient, if you want your active folder to only include emails that have a specific subject or were sent/received by a specific person.

    Local Files
    If you check this folder, your active folder will store shortcuts to files on your computer that match the Training (these files must be contained in the folder that you have made available to AWE for indexing). Note that you can click on the Advanced button if you want to override the default settings you have entered for Include information from the last, Maximum number of results and Minimum relevance. You can also select what type of local files your active folder can store.

    Other channels
    If your administrator has set up additional information channels, they are displayed in this list and you can check the ones that you want to use as information sources for your active folder. Channels are topic areas that are created by administrators when they set up Enterprise AWE. Each channel stores information that matches its topic area. Depending on how an administrator has set up AWE, this information can comprise, for example, web pages, news articles and video clips. Whenever you open a window, the toolbar displays channel information that is relevant to the content of this window.

    Download results for offline viewing
    Check this box, if you want to be able to view the files that your active folder stores without having to be connected to the Internet. The files are downloaded to a temporary folder on your computer.
  3. When you have finished editing your active folder, click on OK.


Refreshing active folders

When AWE is running, it automatically updates your active folders with new documents in regular intervals. If at any point you want the content of one of your active folders to be updated immediately, you can right-click on the folder and select Active Folders > Refresh.

Note that whenever an active folder contains new content, its icon shows a little star:  




Emptying active folders

To empty an active folder of its contents at any point, right-click on it and select Active Folders > Clear.



Deleting active folders

To delete an active folder at any point:

  1. Right-click on the active folder you want to delete and select Active Folders > Remove. A message is displayed to check if you are sure that you want to delete the active folder.
  2. Click on OK. The active folder changes back into a normal folder, and all the shortcuts it contained are removed.



 

Click here for a quick start tour of active folders.