Hulbee Desktop guide. Version

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Hulbee Desktop guide

Version 2.1.16.139

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Contents

© Hulbee AG, 2011

1. INTRODUCTION

1.1 About Hulbee Desktop

Hulbee Desktop is specially designed software program for desktop search. Hulbee Desktop brings together highly-intelligent powerful search tools as Search string and Data cloud. But even more, as a very flexible solution Hulbee Desktop allows fine tuning of these tools in various combinations.

Hulbee Desktop is powered by Lucene.Net, which is port of the Java Lucene search

engine to the C# and .NET platform utilizing Microsoft .NET Framework.

1.1.1 THE PURPOSE OF HULBEE DESKTOP

The main purpose of Hulbee Desktop is to simplify a full text search on local computer, even without using a keyboard. Hulbee Desktop supports both plain text and the majority of the most popular formats including archives, Outlook messages with attachments, even audio and video files (extracting textual data from tags only).

Formats supported:

 Microsoft Word and Microsoft Excel (97-2007),

 Microsoft PowerPoint,

 Microsoft Outlook (2003-2007),

 PDF format (.pdf),

 Open Office (.odp, .odt, .sxw),

 Other document formats (.rtf, .htm, .xml, .txt, .log);

 Archives (.rar, .zip, .7z)

 Audio, image and video formats (.mp3, .ogg, .wma, .flac, .jpg, .psd, .png, .gif, .bmp, .avi, .mov, .wmv). Only textual tags are indexed;

 Many other formats.

Hulbee Desktop can search in document files on different languages, but its interface has

only English and German localizations in the current version. Using intelligent technologies

Hulbee Desktop can recognize all word forms for the supported languages. For example: if

search query includes word “light” then the search results may contain texts with such words as “lights”, “lighted”, “lighting” etc.

Flexible settings allow defining of monitored areas to be indexed and searched with

Hulbee Desktop. Also it is possible to adjust value for maximal CPU usage and system resource

consuming modes. Hulbee Desktop Indexer settings allow to choose indexing behaviour, it can be light (but slow) background mode, intelligent mode or aggressive but very effective forced mode.

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Installation and launching

2. INSTALLATION AND LAUNCHING

2.1 Installing Hulbee Desktop

2.1.1 SYSTEM REQUIREMENTS

Windows XP/2003/Vista;

.Net Framework 3.5 SP1 or higher (require up to 500 MB of hard disk space); Intel Pentium III (Celeron), 800 MHz or higher;

1GB RAM;

200 MB of free space on hard disk + space for index (depends on indexed contents' size).

2.1.2 INSTALLATION

Hulbee Desktop can be installed on the computer providing it has the necessary

programs and meets the system requirements (listed in 2.1.1 subsection).

Hulbee Desktop installation is performed by a special installer: HulbeeDesktop_X.X.X.X_Install.exe. Where X.X.X.X is version of Hulbee Desktop. For example installer file may be named as HulbeeDesktop_2.0.5.22_Install.exe.

HulbeeDesktop_X.X.X.X_Install.exe file should be started to begin Hulbee Desktop installation.

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 Instruction 2.1 Hulbee Desktop installation To start Hulbee Desktop installation:

1. Make sure that the computer (Hulbee Desktop is installed on) meets the system requirements (listed in 2.1.1 subsection);

2. Start the installer by executing installer file.

3. Select the installation language from the Available languages list (Figure 2.1, marker 1) in the language selection dialog (Figure 2.1);

1 – Available Languages list; 2 – Next button. Figure 2.1 Language selection dialog

4. Click Next button(Figure 2.1 marker 2);

5. Click Next button in the following dialog. The button location is the same as in the language selection dialog (Figure 2.1 marker 2);

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6. Read the license text (Figure 2.2 marker 1) in the license agreement dialog (Figure 2.2);

1 – License text; 2 – I accept the terms of the license agreement checkbox; 3 – Yes button.

Figure 2.2 License agreement dialog

7. Check I accept the terms of the license agreement (Figure 2.2 marker

2) to accept the terms of the license agreement in order to continue installation;

8. Click Yes button (Figure 2.2 marker 3);

 Installation destination directory can be changed by

modifying the Path string (Figure 2.3, marker 1) or

using the Browse button (Figure 2.3, marker 2) in

Destination directory dialog (Figure 2.3). But it is recommended to keep default installation directory;

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9. Click Next button(Figure 2.3 marker 3) in Destination directory dialog (Figure 2.3);

1 – Path string; 2 – Browse button; 3 – Next button. Figure 2.3 Destination directory dialog

10. If .Net Framework 3.5 SP1 has not been installed on the computer, the installer will offer to install .Net Framework 3.5 SP1 (Figure 2.4). To download .Net Framework 3.5 SP1 from the Internet and install it in

automatic mode (recommended action) Click Next button(Figure 2.4,

marker 2).

 Alternatively it is possible to install .Net Framework 3.5

SP1 manually, in this case it is recommended to download the most recent version from Microsoft site

using Read more link (Figure 2.4, marker 1) or by next

link:

http://www.microsoft.com/downloads/details.aspx?famil

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1 – Read more link; 2 – Next button. Figure 2.4 .Net Framework 3.5 SP1 installation dialog

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11. Click Install button (Figure 2.5 marker 1) in the summary dialog; 12. The Hulbee Desktop files will be copied on to the computer;

1 – Install button. Figure 2.5 Summary dialog

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13. Wait until the all files are copied (the process may take several minutes). When the files are copied, the installation completion dialog will be shown (Figure 2.6);

1 – Integrate Hulbee Search to internet browsers checkbox; 2 – Finish button. Figure 2.6 Installation completion dialog

14. Select desired options:

 Tointegrate Hulbee Search to internet browsers Integrate Hulbee

Search to internet browsers checkbox (Figure 2.6, marker 1) should be checked. This option works for Internet Explorer 7-8,

Firefox and Opera. Enabling this option will add www.hulbee.com

to browser search providers list.

15. Click Finish button (Figure 2.6, marker 2) in the installation completion dialog (Figure 2.6);

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16. After Hulbee Desktop installation is complete it will prepare to start for the first time (process can take few minutes). Then Hulbee Desktop will ask for locations to be indexed (Figure 2.7).

Figure 2.7 Search locations window

17. Define locations on your computer to search them with Hulbee Desktop by checking corresponding boxes in Search locations window (Figure 2.7).

 Hulbee Desktop will search in specified folders only.

Anyway you can easily customize search locations using

Settings window (Figure 3.21).

18. After search locations are defined Hulbee Desktop Indexer will place it‟s icon in the notification zone (Figure 3.29). Green Hulbee Desktop

Indexer icon means that indexation has been started. However the

indexation process will take some time (depending on the overall size of files to be indexed), that‟s why it is recommended to leave your computer for a while before trying to search with Hulbee Desktop.

If any errors occurred during the installation process, subsection 2.1.4 should be reviewed for solution. If the problem won‟t be solved, it is recommended to communicate with the support service for solving such situations (section 5).

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2.1.3 REMOVING

There are two ways to remove Hulbee Desktop from the computer: 1. With the help of Control panel.

2. With the help of the shortcut in the Start menu.

Depending on which operating system (Windows XP or Windows Vista) is installed on the computer, Hulbee Desktop removal may be started differently.

 Instruction 2.2 Removing Hulbee Desktop with the help of the control panel To remove Hulbee Desktop with the help of the control panel in Windows Vista:

1. Click Start button and select Control panel command;

2. Select Programs and features command in the opened window;

3. SelectHulbeeDesktopin Installed Programs List and click Uninstall

button, which is in the top part of the list;

4. Enter the administrator password or password confirmation if the corresponding request appears;

5. Click Yes in “ Hulbee Desktop” uninstallation window;

6. Click Exit button after the removal is complete;

7. Rebooting is sometimes needed for complete application removal. The corresponding window will appear in this case. It is recommended to click

Yes button, after which the computer is rebooted automatically.  Instruction 2.3 Removing Hulbee Desktop with the help of the shortcut

To remove Hulbee Desktop with the help of the shortcut in Windows Vista:

1. Click Start button and select All Programs item;

2. Select Hulbee AG\ HulbeeDesktop\ Uninstall\ HulbeeDesktop

Uninstaller;

3. Confirm the launch and enter the administrator password or password

confirmation if the corresponding request appears; 4. Click Yes in “ Hulbee Desktop” uninstallation window;

5. Click Exit button after the removal is complete;

6. Rebooting is sometimes needed for complete application removal. The corresponding window will appear in this case. It is recommended to click

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2.1.4 HULBEE DESKTOP INSTALLATION PROBLEMS SOLUTION

This subsection deals with solving problem situations and errors, which may occur during

Hulbee Desktop installation on the computer. If the error description is missing, or the proposed

solution does not help, it is recommended to reboot the computer and try to install the program once more. If the error occurs again, it is recommended to communicate with the support service (section 5).

The following errors may appear during the installation process:

 The User Account Control window (Figure 2.8) may appear on the installation (or

deinstallation) launching.

1 – Allow command.

Figure 2.8 User Account Control window

Solution: Allow command (Figure 2.8, marker 1) should be selected to continue installation.

 The following error message may appear during .Net Framework 3.5 SP1

installation process:

1 – Yes button; 2 – No button. Figure 2.9 .Net Framework 3.5 SP1 error message

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Solution: By some reason automatic installation of .NET Framework 3.5 Service

Pack 1 fails. It may be caused by Internet connection failure. Because .NET Framework 3.5 Service Pack 1 is required for Hulbee Desktop to function, it should be installed on the computer to eliminate this error. To get rid of the problem next actions is recommended:

o Reboot computer and try to install Hulbee Desktop again;

o Check Internet connection. If Internet connection works correctly try to install .Net Framework 3.5 SP1 manually using next link:

http://www.microsoft.com/downloads/details.aspx?familyid=AB99342F-5D1A-413D-8319-81DA479AB0D7&displaylang=en;

o If Internet connection is unavailable install .Net Framework 3.5 SP1 from other sources.

After .Net Framework 3.5 SP1 is successfully installed try to install Hulbee

Desktop again.

2.2 Starting Hulbee Desktop

Hulbee Desktop requires Hulbee Desktop Indexer (described in 3.2.15 subsection) to

run properly.

After installing Hulbee Desktop on computer, search locations should be defined in the Search locations window (Figure 2.7). After that Hulbee Desktop Indexer should start automatically. Also Hulbee Desktop Indexer will be added to startup (autorun) and started automatically on Windows startup.

Hulbee Desktop Indexer used to index computer content. After content is indexed

search can be performed using Hulbee Desktop. To start Hulbee Desktop follow any of the instr. 2.5, 2.6 or .

 Instruction 2.4 Starting Hulbee Desktop Indexer in Windows Vista To start Hulbee Desktop Indexer in Windows Vista:

1. Click Start button ;

2. Select All Programs command;

3. Select Hulbee AG \ HulbeeDesktop;

4. Click Hulbee Desktop Indexer item.

5. Hulbee Desktop Indexer should start and its icon displayed in the notification zone (Figure 3.29).

 Instruction 2.5 Starting Hulbee Desktop in Windows Vista (by Hulbee Desktop

Indexer icon)

To start Hulbee Desktop:

1. Double click Hulbee Desktop Indexer icon in the notification zone (Figure 3.29);

2. Hulbee Desktop should start and main window (Figure 3.3) should be displayed.

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 Instruction 2.6 Starting Hulbee Desktop in Windows Vista (by desktop shortcut) To start Hulbee Desktop:

1. Double click Hulbee Desktop shortcut on the windows desktop; 2. Hulbee Desktop should start and main window (Figure 3.3) should be

displayed.

 2.7 Starting Hulbee Desktop in Windows Vista (by Start menu)

To start Hulbee Desktop:

1. Click Start button ;

2. Select All Programs command;

3. Select Hulbee AG \ HulbeeDesktop;

4. Click HulbeeDesktop item;

5. Hulbee Desktop should start and main window (Figure 3.3) should be displayed.

2.3 Exiting Hulbee Desktop

Hulbee Desktop supports traditional ways of closing window.

 Instruction 2.8 Exiting Hulbee Desktop To exit Hulbee Desktop:

1. Click the cross in the right upper corner of the Hulbee Desktop main window (Figure 3.3). It will close the window, but Hulbee Desktop process will remain loaded in memory to make Hulbee Desktop start faster the next time.

2. To exit Hulbee Desktop

Alt-F4

key combination may be used. It differs

from previous method, because

Alt-F4

key combination also shuts down

Hulbee Desktop process. Using

Alt-F4

will result in slower starting of

Hulbee Desktop for the next time. It is similar to Exit command from Hulbee Desktop Settings menu(Figure 3.20).

Additionally, there is a way to shutdown Hulbee Desktop Indexer using Hulbee

Desktop Indexer context menu (Figure 3.30).

! Hulbee Desktop Indexer is important part of Hulbee Desktop software solution. Turning Hulbee Desktop Indexer off may lead to Hulbee Desktop not functioning properly.

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Work with Hulbee Desktop

3. WORK WITH HULBEE DESKTOP

3.1 Principle of operation

Hulbee Desktop software solution consists of several modules:

 Hulbee Desktop browser (hereinafter referred to as Hulbee Desktop);

 Hulbee Desktop Indexer (3.2.15 subsection).

Hulbee Desktop browser is the user interface modules. This module developed to

interact with user, it receive user queries and process software responses to form search results. Search results can be represented in different forms, as:

 Search results list (Figure 3.3, marker 4);

 Hulbee Desktop Data cloud (Figure 3.3, marker 6).

Hulbee Desktop Indexer is a very important part of Hulbee Desktop software solution.

This module is used to find and collect textual data from defined locations. In the current version of Hulbee Desktop there is possibility to define locations for Hulbee Desktop Indexer to be monitored with. It is possible to customize monitored areas with Settings window (Figure 3.21).

Hulbee Desktop Indexer watches over the computer content and traces all changes (new

content added, some files moved or deleted). That is why Hulbee Desktop Indexer is so important; it allows Hulbee Desktop to know about current files on a computer. However, usually it takes some time to process newly added files or remove deleted files from index.

When Hulbee Desktop Indexer processes textual data from files, it saves important data in special index data base. Index data base allows finding files very quickly. Index needs some period of time to keep itself up-to-date. That‟s why sometimes deleted files can appear in the search results marked as „Cache‟ with special icon (Figure 3.1). Such files are deleted from disk, but information about them still remains into index file. It will be automatically removed from index after Hulbee Desktop Indexer will notice that the file was deleted. Currently there is no option to clear index manually, but to make it clear faster Hulbee Desktop Indexer can be

switched to forced mode with context menu (Figure 3.30).

Figure 3.1 Cached file

 All indexed files are „cached‟, when some file is deleted

from disk, it still remains into index. That files will be removed from the index when Hulbee Desktop Indexer will try to re-index them.

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Current version of Hulbee Desktop can extract data from various sources. Not only the names of files and folders, document files texts, archives and mail messages but even tags of audio and video files can be processed by Hulbee Desktop to extract information (see list of formats supported in the 1.1.1 subsection).

Using these advanced techniques Hulbee Desktop has the power to find:

 Files by file (or folder) names;

 Documents by contained text;

 Mail messages by message text or by attached files text or file name;

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3.2 Hulbee Desktop Interface

3.2.1 HULBEE DESKTOP HOME SCREEN

Hulbee Desktop home screen looks like the following:

1 – Total button; 2 – Category icons. Figure 3.2 Hulbee Desktop home screen

All category icons are clickable and show how many files can be found for each category (how many files of the corresponding types were indexed). Click on a category will act like

category selection on Category panel (Figure 3.3, marker 2) with empty Search string (Figure

3.4, marker 7). In other words selecting a category opens Hulbee Desktop main window (Figure 3.3) with all files from that category as search results. Clicking on a category icon is good way to start searching.

Total button shows how many files were indexed in all. Also it opens Hulbee Desktop main window (Figure 3.3) with all indexed files as search results.

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3.2.2 HULBEE DESKTOP MAIN WINDOW

Hulbee Desktop main window looks like the following:

1 – Search panel; 2 – Category panel; 3 – Filters panel; 4 – Search results list;

5 – Displaying modes; 6 – Data cloud; 7 – Message panel.

Figure 3.3 Hulbee Desktop main window interface

Hulbee Desktop main window contains the following interface elements:

1. Search panel (Figure 3.3, marker 1) used to input search query and parameters for the PC, Web and the HulbeeShopping portal;

2. Category panel (Figure 3.3, marker 2) allow to view search results categorized by file type;

3. Filters panel (Figure 3.3, marker 3) allows to sort search results by size, date and file path;

4. Search results list (Figure 3.3, marker 4) used to navigate through search results; 5. Displaying modes (Figure 3.3, marker 5) buttons are used to switch between

result displaying modes;

6. Data cloud (Figure 3.3, marker 6) allows altering Search string (Figure 3.4,

marker 3) by adding or excluding Data cloud words. Described in 3.2.13

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7. Message panel (Figure 3.3, marker 7) used to display information and messages from Hulbee team.

3.2.3 SEARCH PANEL

1 – Home button; 2 – Previous button; 3 – Next button; 4 – Computer tab; 5 – Web tab; 6 – Shopping tab; 7 – Search string; 8 – Search button; 9 – Settings button.

Figure 3.4 Search panel Search panel contains the following interface elements:

1. Home button (Figure 3.4, marker 1) used to navigate through main page;

2. Previous button (Figure 3.4, marker 2) used to navigate through previous searches;

3. Next button (Figure 3.4, marker 3) used to navigate through previous searches; 4. Computer tab(Figure 3.4, marker 4) used to make search on the local PC disks; 5. Web tab (Figure 3.4, marker 5) opens Web panel (Figure 3.6) used to make

Internet search;

6. Shopping tab (Figure 3.4, marker 6) opens Shopping panel (Figure 3.7) used to search on the Hulbee shopping;

7. Search string Figure 3.4, marker 7) used to input words to search for; 8. Search button (Figure 3.4, marker 8) starts search;

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One of the main search tools, the Search string (Figure 3.4, marker 7) is placed on

Search panel. It also has some features like suggest (Figure 3.5). Suggest proposes files relevant

to the Search string. As Search string changes during input suggest changes with accordance

to it. Suggested files can be navigated by mouse and by cursor keys. Left click or

Enter

will open (run) selected suggest file. Suggested files are sorted by categories to make it more usable.

1 –Category headers; 2 – File name; 3 –Brief snippet; 4 – File path. Figure 3.5 Suggest

3.2.4 WEB PANEL

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Web panel opens www.hulbee.de by built-in browser to search the Internet.

www.hulbee.de is web search solution developed by Hulbee AG and powered by DataCloud. This allows to narrow search results in a more natural way by searching within thematically connected keywords rather than wading through pages of long list results.

3.2.5 SHOPPING PANEL

Figure 3.7 Shopping panel

Shopping panel opens shopping.hulbee.de by built-in browser to search the Internet

shops. shopping.hulbee.de is user-friendly shopping portal developed by Hulbee AG and

powered by DataCloud. Among its useful features are: latest products, search history, share with friends and others.

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3.2.6 CATEGORY PANEL

1 – Category buttons; 2 – List button; 3 – Preview button; 4 – Collage button. Figure 3.8 Category panel

Category panel allow viewing search results categorized by file type.

Usually categories are used after the search to minimize number of results showed in Search results list (Figure 3.3, marker 4).

List, Preview and Collage buttons are used to switch between result displaying modes.

List is the default mode for search results representation.

3.2.7 RESULTS DISPLAYING MODES

Hulbee Desktop can show search results in three different modes:

 List mode(Figure 3.9) is the best for quick overview of results;

 Preview mode (Figure 3.11) allows to look into each file to see its contents (text, images) or even to listen audio files and watch video;

 Collage mode (Figure 3.16) display computer contents in original way, when files can be dragged, piled or scattered across the screen. Useful for viewing of large volumes of graphical files.

Displaying modes can be easily switched with Displaying mode buttons (Figure 3.3, marker 5; Figure 3.8, markers 2-4).

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3.2.8 LIST MODE

List mode(Figure 3.9) is basic mode enabled by default. It is useful for quick overview of search results.

1 –File icon; 2 – Language icon; 3 –File name; 4 – Brief snippet; 5 – File path; 6 – File size; 7 – File creation date; 8 – Quick action buttons.

Figure 3.9 Search results list

Search results list contains the following interface elements: 1. File icon (Figure 3.9, marker 1) of the file found;

2. Language icon (Figure 3.9, marker 2) indicates language of the document file text; 3. File name (Figure 3.9, marker 3);

4. Brief snippet (Figure 3.9, marker 4) of text from file found; 5. File path (Figure 3.9, marker 5) – path to the file on the computer; 6. File size (Figure 3.9, marker 6);

7. File creation date (Figure 3.9, marker 7); 8. Quick action panel (Figure 3.9, marker 8).

To open file (calls default system action like run for executables) it is enough to single

click file name (Figure 3.9, marker 3) or double click file area (highlighted when cursor comes

in).

List mode(Figure 3.9) and Preview mode (Figure 3.11) booth have Quick action panel (Figure 3.9, marker 8). It appears on screen when cursor comes into some file (from search results) area. But in Preview mode Preview button is changed to List button (Figure 3.11, marker 1).

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1 – Preview/List button; 2 – Open in folder button; 3 – Actions button. Figure 3.10 Quick action panel

Quick action panel contains the following buttons:

1. Preview/List button (Figure 3.10, marker 1) switches to Preview mode (Figure 3.11) or to List mode (Figure 3.9). Similar to corresponding Displaying mode buttons (Figure 3.3, marker 5);

2. Open in folder button (Figure 3.10, marker 2) opens folder containing current file. Similar to corresponding command from context menu (Figure 3.17);

3. Actions button (Figure 3.10, marker 3) calls context menu (Figure 3.17).

3.2.9 PREVIEW MODE

1 – List button; 2 – Text to Speech controls; 3 – Search tool; 4 – More results button. Figure 3.11 Previewmode

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Preview mode shows file content: text for document files, pictures for image format files, etc. Even video can be watched in the Preview mode.

Preview mode uses external software to form the preview. But if there is no program registered in the system for some file type then Hulbee Desktop will build the preview by own built-in means. For example: if there is MS Word but no .pdf-opening software installed in the system then Hulbee Desktop will use MS Word to form preview for .doc files and own built-in tool to form preview for .pdf files.

In Preview mode Preview button is changed to List button (Figure 3.11, marker 1). For text containing files there is Text to Speech feature available. When document file is

selected in preview mode Text to Speech controls appear (Figure 3.11, marker 2). More about

Text to Speech feature in chapter 3.3.3.

When preview is formed by built-in means the Search tool (Figure 3.11, marker 3) is available to search in document text.

Audio files can be played in Preview mode (Figure 3.12). When audio file is selected

Audio controls(Figure 3.13) appear and playback starts.

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1 – Play/Pause button; 2 – Rewind button and Fast forward button; 3 – Stop button; 4 –

Volume slider; 5 – Progress slider. Figure 3.13 Audio controls

Audio controls(Figure 3.13) are similar to standard player controls.

Preview mode allows playing video files also (Figure 3.14). When video file is selected

Video controls (Figure 3.15) appear and playback starts.

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1 – Play/Pause button; 2 – Rewind button and Fast forward button; 3 – Stop button; 4 –

Volume slider; 5 – Progress slider; 6 – Full screen button. Figure 3.15 Video controls

Video controls (Figure 3.15) are similar to standard player controls. To exit full screen

mode

Esc

on keyboard should be pressed.

3.2.10 COLLAGE MODE

Figure 3.16 Collagemode

In the Collage mode it is possible to drag file icons across the screen; it may become handy for viewing large volumes of images found.

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3.2.11 CONTEXT MENU

Context menu called by right mouse button click on the file area is similar to the system

menu with one additional Open in folder command (Figure 3.17). Which opens folder

containing current file and acts similar to Open in folder button (Figure 3.10, marker 2).

Figure 3.17 Context menu with Open in folder command

! In Hulbee Desktop context menu can be called only for normal files. Not for archived or contained in other files (like message attachments).

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3.2.12 FILTERS PANEL

1 – Search where filter; 2 – Date filter; 3 – Size filter; 4 – Show/Hide button; 5 – Quantity. Figure 3.18 Filters panel

Hulbee Desktop Filters panel is used to minimize number of results shown in Search results list (Figure 3.3, marker 4). Also it is handy to refine search with it, when some specific file is searched for. With Search where filter it is possible to specify where exactly the search for the inputted query will be taken: in the filenames, in the file contents or booth (default). It is very usable feature when searching some file by filename. To know more on searching by file name see chapter 3.4.2.

For Date and Size filters current values are shown when pointing cursor over filter item. Anyway for size they are:

Item name Value

Any Not specified (search files in spite of their size)

Small 0 – 1 MB

Medium 1 – 10 MB

Big 10 – 100 MB

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3.2.13 DATA CLOUD

Figure 3.19 Data cloud

During search process Data cloud (Figure 3.3, marker 6) is updated to correspond with

Search string (Figure 3.4, marker 7) and computer content. Any changes of Search string will reflect on Data cloud and vice versa.

Data cloud contains characteristic words from computer content, concerning query

words the most. Data cloud words can come from different sources, like file or directory names,

documents texts; tags etc. (see section 3.1 and list of formats supported in the 1.1.1 subsection).

In other words Data cloud presents terms related with query terms by computer content.

In contrast to Search string, Data cloud visually presents possible ways of making a query, i.e. offers possible variants in an easy and understandable form.

Adding or excluding query words with the Data cloud is a matter of mouse click.

3.2.14 HULBEE DESKTOP SETTINGS

Hulbee Desktop is very flexible software with various adjusted parameters. Settings

window (Figure 3.21 - Figure 3.28) is used for fine tuning, it can be accessed by pressing F7 key

or by Hulbee Desktop Settings menu(Figure 3.20).

1 – Settings button; 2 – Settings menu commands. Figure 3.20 Hulbee Desktop Settings menu

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© Hulbee AG, 2011 Settings menu contains the following commands:

1. Language – allows to change interface language of Hulbee Desktop; 2. Settings command opens Settings window (Figure 3.21);

3. Help – opens this help file;

4. About opens window with brief information on Hulbee Desktop version; 5. Feedback – opens Internet page with Hulbee Desktop feedback form;

6. Check for updates – checks for Hulbee Desktop updates. By default it is set to automatic mode and checks for updates with first Hulbee Desktop start every day.

7. Exit – Closes Hulbee Desktop and shuts down Hulbee Desktop process, which

will result in slower starting of Hulbee Desktop for the next time. When using

Close button (the cross in the right upper corner of the Hulbee Desktop main window) Hulbee Desktop process remains loaded in memory to make Hulbee

Desktop start faster the next time.

1 – Search Locations button; 2 – File types button; 3 – Display settings button; 4 – Speech settings button; 5 – Advanced settings button; 6 –Search locations list.

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In current version of Hulbee Desktop only local folders and MS Outlook messages can be monitored by Hulbee Desktop Indexer. MS Outlook and available local folders can be marked for indexing with Search locations list (Figure 3.21, marker 6).

! Note: Hulbee Desktop will search in marked folders only.

1 – Associated only radio button; 2 – All files radio button; 3 – File type groups; 4 – Maximum

size box.

Figure 3.22 Hulbee Desktop Settings window. File types File types window contains the following elements:

1. Associated only radio button (Figure 3.22, marker 1) used to index only files associated with some Windows application;

2. All files radio button (Figure 3.22, marker 2) used to index all files including .dll, .tmp and many others;

3. File type groups(Figure 3.22, marker 3) contains checkboxes for all supported by

Hulbee Desktop file types (file extensions);

4. Maximum size box (Figure 3.22, marker 4) Hulbee Desktop Indexer will process content from document files with size up to current value. Video, audio and other non-textual files will be processed ignoring this number.

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1 – Expand/Roll up button; 2 – Types in the group number; 3 – File type group with checkboxes.

Figure 3.23 Hulbee Desktop Settings window. File types The File types window contains the following elements:

5. Expand/Roll up button (Figure 3.23, marker 1) allows to open or collapse File type group (Figure 3.23, marker 3);

6. Types in the group number (Figure 3.23, marker 2) shows how many types (file extensions) File type group (Figure 3.23, marker 3) contains;

7. File type group (Figure 3.23, marker 3) contains checkboxes for all supported by

Hulbee Desktop file types (file extensions) from current group. For example: on

fig. Ошибка! Источник ссылки не найден. Hulbee Desktop supports 2 e-mail types (.eml, .msg) and 5 image types that are enabled for indexing.

 Hulbee Desktop will index only files of checked types

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1 – Number of results box; 2 – Show system icons checkbox; 3 – Use internal browser

checkbox.

Figure 3.24 Hulbee Desktop Settings window. Display settings Display settings window contains the following elements:

1. Number of results box (Figure 3.24, marker 1) allows to adjust Number of search results displayed right after the Search button (Figure 3.4, marker 8) click. To expand search results (show more results) More results button (Figure 3.11 marker 4) should be used;

2. Show system icons checkbox (Figure 3.24, marker 2) allows selecting file icon representation. „Show system icons‟ means that Hulbee Desktop will use system icons (faster), otherwise files will be represented by thumbnails (negatively impacts on performance). Compare Figure 3.25 with Figure 3.26 to see the difference;

3. Use internal browser checkbox (Figure 3.24, marker 3) allows to select the

browser for viewing of 3rd party (non hulbee) sites, when Web tab or Shopping

tab (Figure 3.4, markers 5,6) is used. When checked Internet pages would be displayed inside the Hulbee Desktop window by built-in browser. Otherwise default Internet browser will be used to open 3rd party site links from Hulbee

Desktop. Hulbee and Hulbee shopping pages will always be displayed by built-in

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Figure 3.25 Displaying files as thumbnails

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1 –Voice item; 2 – Rate slider; 3 – Volume slider; 4 – Voice checkbox. Figure 3.27 Hulbee Desktop Settings window. Speech settings

Speech settings window contains the following elements:

1. Voice item (Figure 3.27, marker 1) represent voice (TTS speech engine) that is installed in system;

2. Rate slider (Figure 3.27, marker 2) allows to control the rate of the voice;

3. Volume slider (Figure 3.27, marker 3) allows to control the volume of the voice; 4. Voice checkbox (Figure 3.27, marker 4) allows selecting the voice to be used by

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1 – Delay box; 2 – Intelligent radio button; 3 – Maximize load box; 4 – Maximum CPU load

box; 5 – Forced radio button; 6 – Background radio button; 7 – Check and download

updates checkbox; 8 – Change index location button; 9 –Clear index button.

Figure 3.28 Hulbee Desktop Settings window. Advanced settings Advanced settings window contains the following elements:

1. Delay box (Figure 3.28, marker 1) sets delay time in minutes for Hulbee Desktop

Indexer start after operating system is loaded;

2. Intelligent radio button (Figure 3.28, marker 2) turns Hulbee Desktop Indexer into Intelligent indexing mode similar to indexer context menu command (Figure 3.30);

3. Maximize load box (Figure 3.28, marker 3). When system is being idle for some time (current setting) Hulbee Desktop Indexer will switch to aggressive indexing mode to complete indexing faster;

4. Maximum CPU load box (Figure 3.28, marker 4). This setting control Hulbee Desktop Indexer CPU usage during indexing in intelligent mode, when computer is used actively;

5. Forced radio button (Figure 3.28, marker 5) turns Hulbee Desktop Indexer into forced indexing mode similar to indexer context menu command (Figure 3.30); 6. Background radio button (fig. Ошибка! Источник ссылки не найден.,

marker 6) turns Hulbee Desktop Indexer into background indexing mode similar to indexer context menu command (Figure 3.30);

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7. Check and download updates checkbox (Figure 3.28, marker 7) controls automatic check for updates at first Hulbee Desktop start every day;

8. Change index location button (Figure 3.28, marker 8) allows to move index file to specified folder;

9. Clear index button (Figure 3.28, marker 9). This option will delete index file to

start indexing from the beginning (index will be empty same as Hulbee Desktop was just installed).

‼ Deleting index with Clear index button(Figure 3.28, marker 9) will make Hulbee Desktop search ineffective (search will return 0 results) for some period of time until index will be rebuilt.

3.2.15 HULBEE DESKTOP INDEXER

Figure 3.29 Hulbee Desktop Indexer icon in the notification zone

Hulbee Desktop Indexer is designed for automated computer content indexing and

monitoring. Hulbee Desktop Indexer is important part of Hulbee Desktop software solution. It is recommended to keep Hulbee Desktop Indexer in active mode for proper Hulbee Desktop functioning. Anyway Hulbee Desktop Indexer can be paused or turned off using Hulbee

Desktop Indexer context menu (Figure 3.30).

In current version of Hulbee Desktop only local folders and MS Outlook messages can be monitored by Hulbee Desktop Indexer. None of hidden, system files and folders, net drives or removable media is indexed.

Hulbee Desktop Indexer has several modes:

 Active mode

This is a normal Hulbee Desktop Indexer mode when it monitors computer

content. To pause Hulbee Desktop Indexer command “Pause” from Hulbee

Desktop Indexer context menu should be selected (see Figure 3.30).

! It is recommended to keep Hulbee Desktop Indexer always in normal mode. To know more about why it is so important see section 3.1.

 Paused mode

In this mode Hulbee Desktop Indexer can‟t monitor computer content. To switch

to active mode command “Resume” from Hulbee Desktop Indexer context

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! Sometimes during indexing of archives (or other container formats such as mail messages, etc.) Antivirus software may recognize Hulbee

Desktop Indexer activity as a threat or virus. Such situation may

occur if archives contain infected files. Anyway Hulbee Desktop

Indexer will never execute extracted files, only take information from

them. To keep Hulbee Desktop Indexer to function properly it is recommended to mark it as safe and trusted with antivirus software.

Hulbee Desktop Indexer context menu can be called by right button click on Hulbee Desktop Indexer icon in the notification zone.

Figure 3.30Hulbee Desktop Indexer context menu

Hulbee Desktop Indexer context menu contains the following commands:

1. Search with Hulbee Desktop starts Hulbee Desktop;

2. Indexing allows to switch Hulbee Desktop Indexer modes (Forced, Intelligent,

Background);

3. Show indexer status allows to view Hulbee Desktop Indexer status window (Figure 3.31);

4. Pause/Resume Hulbee Desktop Indexer allows to switch Hulbee Desktop

Indexer modes;

5. About shows brief info about Hulbee Desktop software; 6. Exit allows shutting down Hulbee Desktop Indexer.

It is possible to adjust Hulbee Desktop Indexer CPU and system resource consuming modes by using Indexing command. It allow choosing indexing behaviour, it can be light (but slow) Background mode, intelligent mode or aggressive but very effective Forced mode.

By using Pause/Resume option (Figure 3.30) Hulbee Desktop Indexer can be switched

between Active and Pause modes.

! It is recommended to keep Hulbee Desktop Indexer always in Active mode. To know more about why it is so important see section 3.1.

When Hulbee Desktop Indexer is in Pause mode Status information field will show “Learning … paused” and Hulbee Desktop Indexer status window will look like Figure 3.33.

Hulbee Desktop Indexer status window (Figure 3.31) can be displayed by using Show Status command from Hulbee Desktop Indexer context menu (Figure 3.30).

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Hulbee Desktop Indexer status window contains information on current tasks of Hulbee Desktop Indexer. Monitored path string (Figure 3.31, marker 1) shows current folder being

indexed. When Hulbee Desktop Indexer processes files Status information field (Figure 3.31,

marker 2) displays “Learning …” and keywords from files processed (Figure 3.31). During processing of some files keywords may not be displayed.

1 – Monitored path string; 2 – Status information field; 3 - Pause/Resume button; 4 – OK

button.

Figure 3.31 Hulbee Desktop Indexer status window during indexing process

After all files processed Status information field will show “Learning … Finished” (Figure 3.32).

1 – Monitored path string; 2 – Status information field; 3 – OK button. Figure 3.32 Hulbee Desktop Indexer status window during monitoring process

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1 – Monitored path string; 2 – Status information field; 3 – OK button. Figure 3.33 Hulbee Desktop Indexer status window during pause

3.3 The principles of work with Hulbee Desktop

Search with Hulbee Desktop can be performed using any or any combination of Hulbee search tools (Search string and Data cloud). But any search process can be divided into several basic steps:

1. Set initial search query; 2. Check results of search; 3. Clarify search query; 4. Use search results.

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3.3.1 USING SEARCH STRING

Search string (Figure 3.4, marker 7) is well-proven traditional search tool. It is used to input words to search through computer content. However Search string support wildcard symbols („?‟ and „*‟), logic operators (OR, NOT and "-") and many other tools. To get detailed description on search query syntax see subsection 3.5.1.

 Instruction 3.1 Performing search using Search string To find a file using Search string:

1. Open Hulbee Desktop main window (Figure 3.3);

2. Click on Search string (Figure 3.4, marker 7) or press

F6

on keyboard; 3. Type in search query;

4. Press

Enter

key or click Search button (Figure 3.4, marker 8); 5. Review files found in Search results list (Figure 3.3, marker 4).

If search results do not contain desired files for specific query, it is recommended to address subsection 3.3.4.

3.3.2 USING DATA CLOUD

One of Data cloud (Figure 3.19) distinctive features is ability to suggest query variants. This ability exempts from the need of formulating a query exact wording. Data cloud will always be there to help when it is difficult to formulate a query or if the search subject is unknown. During search process Data cloud is rebuilt every time a query changes. Adding or excluding query words builds a new cloud consisting of the words that are the closest to the search subject. Data cloud allows using of less accurate initial queries and clarifies them easily.

The query should be clarified if it is not sufficiently precise. Query can be clarified by adding the query words or excluding them.

Query words should be added if:

 The query contains few words (1-2);

 The items of interest are not found. Query words should be excluded if:

 The query contains unnecessary words, which do not fit in theme of the search;

 The query contains too many words.

Query clarification should be repeated by adding and excluding words until the items of interest will be found. If the query clarification does not give the desired results, this means that there are no such files on computer or they are not indexed yet.

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 Instruction 3.2 Performing search using Data cloud

To find a file using Data cloud:

1. Go to Hulbee Desktop main window (Figure 3.3). If Hulbee Desktop is not running refer to section 2.2;

2. Click on Search string (Figure 3.4, marker 7); 3. Type in search query;

4. Press

Enter

key or click Search button (Figure 3.4, marker 8); 5. If query is not sufficiently precise – clarify it by adding (instr. 3.3) or

excluding (instr. 3.4) query words;

6. Review files found in Search results list (Figure 3.3, marker 4).

If search results do not contain desired files for specific query, it is recommended to address subsection 3.3.4.

 Instruction 3.3 Clarifying search query with Data cloud by adding the word

To add the word to search query with Data cloud:

1. Select the word in Data cloud (Figure 3.19) which concerns search goal

the most;

2. Click the selected word;

3. The word will be added to the query and highlighted correspondingly.

 Instruction 3.4 Clarifying search query with Data cloud by excluding the word

To exclude the word from search query with Data cloud:

1. Select the word in Data cloud (Figure 3.19) to exclude. The query must contain that word (word highlighted correspondingly);

2. Point the cursor at the selected word. Strikethrough line should appear on that word;

3. Click the selected word;

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3.3.3 USING TEXT TO SPEECH FEATURE

From version 2.1 Hulbee Desktop supports Text to Speech (TTS) technology. Now it is possible to hear document text with it. The feature is available in preview mode for text-containing files. For proper work of Text to Speech feature there are several requirements. Main one is that: the version of Windows (on which Hulbee Desktop is installed) must support Text to Speech also.

! It is impossible to use the Text to Speech feature if it is not supported by operating system.

 Instruction 3.5 Checking do current Windows version support Text to Speech or not in Windows Vista and Windows XP.

To check is Text to Speech available in the current Windows:

1. Click the Start button ;

2. Click Control panel item; 3. Click Classic View;

4. Look into the Control Panel. If the Text to Speech icon (or

for Windows XP) is present in the list then current Windows supports the technology. In other case current Windows do not support Text to Speech.

The second important requirement is that: the computer default voice (in the Text to Speech settings) must support the language of the document. For example: English voice will read English documents fine, but will fail to read documents in German language. There are many Microsoft recommended voices (text-to-speech engines) to use with TTS:

http://www.microsoft.com/presspass/press/2000/oct00/SAPIpr.mspx.

If all above requirements are fulfilled then in preview mode for text-containing files Text to Speech control buttons will appear (Figure 3.35).

1 – Play/Pause button; 2 – Stop button. Figure 3.35Text to Speech control buttons.

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Additional information on the Text to Speech can be found in the Microsoft

recommended article: How to configure and use Text-to-Speech in Windows XP and in

Windows Vista.

3.3.4 SEARCH PROBLEMS SOLUTION

If search results (Search results list, Figure 3.3, marker 4) do not contain desired files for specific query this means that there are no such files on computer or search query is not precise enough. There are several ways to continue search:

 To continue search on local computer try to repeat search with another query, or

refined initial query;

 Try to clarify initial query with Data cloud (instr. 3.2).

If the problem won‟t be solved, it is recommended to communicate with the support service for solving such situations (section 5).

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3.4 Typical tasks

3.4.1 DOCUMENT SEARCHING

Document search with Hulbee Desktop can be performed using Search string or Data

cloud tools. Anyway for effective Hulbee Desktop search the index should be filled first. That‟s why it is important to give Hulbee Desktop Indexer some time for indexing process. The greater will be overall size of files to be indexed the more time it will require to process.

Indexing can take a lot of time to complete, especially in Intelligent mode. Because of that it is recommended to turn Hulbee Desktop Indexer in Forced mode (at least for the first

day after installation) with Hulbee Desktop Indexer context menu (Figure 3.30). In the Forced

mode Hulbee Desktop Indexer actively consumes system resources and may negatively impact on system performance (especially on slow and single-cored PCs).

In most common case document search on local computer can be performed using next instruction:

 Instruction 3.6 Performing document search on local computer using Search

string and Data cloud. To perform document search:

1. Run Hulbee Desktop (instr. 2.6);

2. Type query word or words to the Search string (Figure 3.4, marker 7).

To do so see instr. 3.1 points 2-5;

3. If initial query is not accurate enough – clarify it, using Data cloud

(Figure 3.19). Query is clarified through adding (instr. 3.3) or excluding (instr. 3.4) query words. Clarification should continue until query is accurate enough;

4. Review files found in Search results list (Figure 3.3, marker 4); 5. If there are no desired files found – repeat steps 2-4 with another initial

query.

To get better understanding of how to search with Hulbee Desktop see example in 3.4.4 subsection.

 If local computer search fails, there always Web tab

(Figure 3.4, marker 5) and Shopping tab (Figure 3.4,

marker 6) they provide the web search or Hulbee Shopping search respectively.

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3.4.2 SEARCHING FILE BY FILE NAME

File searching with Hulbee Desktop can be performed in same manner as for document (see 3.4.1 subsection). But for effective search some advanced techniques may become handy.

By default Hulbee Desktop is searching files by content and by file name; in this case search results will include 2 file types:

1. Files with query words in the file name;

2. Document files containing query words within their texts.

These default settings correspond to Any item (Figure 3.36, marker 1) on Search where

filter from Filters panel (Figure 3.3, marker 3).

But if some file (or folder) is searched by file name only (or file type), not by content then In filenames item (Figure 3.36, marker 2) should be used. It will make Hulbee Desktop search only file names.

For example with In filenames option enabled „.pdf‟ query will show all indexed .pdf files in results. And „manual .xml‟ query will show all indexed .xml files with „manual‟ in their names, like „manual.xml‟, „desktop manual.xml‟, etc. But not only such files, but files with „manual‟ or with „xml‟ only in their file names will be shown also. Anyway files like „manual.xml‟, „desktop manual.xml‟, etc. will be shown very first, and after them less relevant will follow.

In content item (Figure 3.36, marker 3) should be used to ignore file names and search in content of document files.

1 – Any item; 2 – In filenames item; 3 – In content item. Figure 3.36 Search where filter.

 Searching by directory name will be effective in case of

rare or unique directory name. In case of common directory name (like “Temp” or “New folder”) such a search will be useless.

 Searching archive file by file name will add files

contained in that archive to Search results list (Figure

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3.4.3 SEARCHING AUDIO FILE BY TAG INFORMATION

Hulbee Desktop allows searching files of audio formats by file names (see 3.4.2

subsection) or by tag information. Searching of audio file is as easy as basic document search (see 3.4.1 subsection). To perform search of audio file instr. 3.6 should be used with one remark: search query should contain tag information to search for, like composition, album or artist name (or another tag information).

3.4.4 SEARCH EXAMPLE 1

For example, let us suppose that search goal is Hulbee Desktop manual, but user forgot how exactly software is named and searches for documentation on search software. Let initial query be “search software”. In this case next sequence will lead to success:

1. Type query “search software” to the Search string (Figure 3.4, marker 7) and press

Enter

. Hulbee Desktop main window will look like Figure 3.37.

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2. Clarify query by adding “Hulbee” word from Data cloud (Figure 3.19). Hulbee Desktop

main window will look like Figure 3.38.

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3. Clarify query again by adding “*.pdf” from Data cloud (Figure 3.19). Hulbee Desktop

main window will look like Figure 3.39

Figure 3.39 Clarifying query step 2

19. Now the query is accurate enough and search target document is displayed on the top of the Search results list (Figure 3.39). Double click the document area (in the Search results list) or single click file name (Figure 3.9, marker 3) to open it. Or switch to Preview mode to look at file in Hulbee Desktop.

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3.4.5 SEARCH EXAMPLE 2

For next example, let us suppose that search goal is „search-engine-optimization-starter-guide.pdf‟ file. User knows only that file contains „search‟ in its name, file has .pdf extension and he wants to search it by filename. In this case search sequence may look like next:

1. Type query “search” to the Search string (Figure 3.40, marker 1) and

press

Enter

. Hulbee Desktop main window will look like Figure 3.40.

Figure 3.40 Results on “search” query

2. Click In filenames (Figure 3.40, marker 2) Hulbee Desktop main window

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3. Clarify query by adding “*.pdf” from Data cloud (Figure 3.41). Hulbee

Desktop main window will look like Figure 3.42.

 Any other extensions (*.doc, *.tex, etc.) can be added by

typing them to the Search string to search required file

types.

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Figure 3.42 Final query („search *.pdf‟ in filenames) results

Now the query is accurate enough and search target document is displayed on the 5th place in the Search results list (Figure 3.42). Double click the document area (in the Search results list) or single click file name (Figure 3.9, marker 3) to open it. Or switch to Preview

mode to look at file in Hulbee Desktop.

3.5 Advanced features

3.5.1 SEARCH QUERY SYNTAX

Hulbee Desktop provides a rich query language that gives the power to use wildcard

symbols, logical operators and many other tools. Hulbee Desktop query language allows construction of advanced queries that improve search efficiency dramatically.

Before you use the enhanced query capabilities, you should know the following details:

 Terms

A query is broken up into terms and operators. There are two types of terms: Single

Terms and Phrases.

A Single Term is a single word such as "test" or "hello".

A Phrase is a group of words surrounded by double quotes such as "hello dolly".

Multiple terms can be combined together with Boolean operators to form a more

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 Wildcard Searches

Hulbee Desktop supports single and multiple character wildcard searches within single terms (not within phrase queries).

To perform a single character wildcard search use the "?" symbol. To perform a multiple character wildcard search use the "*" symbol.

The single character wildcard search looks for terms that match that with the single character replaced. For example, to search for "text" or "test" next search query can be used:

te?t

Multiple character wildcard searches looks for 0 or more characters. For example, to search for test, tests or testers, next search query can be used:

test*

Also wildcard symbols can be used in the middle of a term:

te*t

 The symbol “*“ or the question mark „?“ are not slowed on the beginning of a query.

 Boolean Operators

Boolean operators allow terms to be combined through logic operators. Hulbee Desktop supports AND, "+", OR, NOT and "-" as Boolean operators. Boolean operators must be ALL CAPS.

The AND operator is the default conjunction operator. This means that if there is no Boolean operator between two terms, the AND operator is used.

 AND

The AND operator matches documents where both terms exist anywhere in the text of a single document. This is equivalent to an intersection using sets. The symbol && can be used in place of the word AND.

To search for documents that contain "Desktop Indexer" and "Hulbee Desktop" use the query:

"Desktop Indexer" AND "Hulbee Desktop" or

"Desktop Indexer" "Hulbee Desktop"

 OR

The OR operator links two terms and finds a matching document if either of the terms exist in a document. This is equivalent to a union using sets. The symbol || can be used in place of the word OR.

To search for documents that contain either "Desktop Indexer" or just "Indexer" use the query:

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The NOT operator excludes documents that contain the term after NOT. This is equivalent to a difference using sets. The symbol ! can be used in place of the word NOT.

To search for documents that contain "Hulbee" but not "Hulbee Desktop" use the query: Hulbee NOT "Hulbee Desktop"

 The NOT operator cannot be used with just one term. For

example, the following search will return no results: NOT "Hulbee"

 -

The "-" or prohibit operator excludes documents that contain the term after the "-" symbol.

To search for documents that contain "Hulbee" but not "Hulbee Desktop" use the query: Hulbee -"Hulbee Desktop"

Hulbee Desktop guide. Version