Millie
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U-Sharing Search Results

Emailing, Tagging & Bookmarking

How do I email documents to other portal users?

You can email a document by clicking the Actions icon, and selecting the Email link from the group of Action links for the document on the results list.


You can email a link to the full summary of the document, if available, or a direct link to any documents freely available on the Web, to any other portal user.


NOTE: The user to whom you send the email must have a valid portal user account in order to view a full summary. 

What are bookmarks?

Bookmarks are a collection of links to favorite documents - yours and your colleagues'. You can use bookmarks to:

  • Save links to helpful articles, blogs, reports, and documents.
  • Share your favorite links with your colleagues.
  • Discover new things by exploring your colleagues' bookmarks.

Bookmarks can be edited by clicking the Edit icon Specific bookmarks can be deleted by clicking the Delete icon , or delete them all by clicking the Delete All button.

 

Public vs. Private Bookmarks

All Bookmarks are made Public by default. To make a bookmark Private you must deselect the Public check-box on the bookmark overlay. Your User Profile Page will only reflect the number of Public bookmarks you have created.

Bookmarking on the portal allows you to store bookmarks within your portal instead of inside your browser. This has several advantages:

  • You can share your bookmarks publicly (within the portal environment), so your colleagues can view them for reference, amusement, collaboration, etc.
  • Find colleagues who have bookmarks of interest, and add their links to your own collection. You have access to the public bookmarks of all active portal members.
  • Assess the significance of a document. If it was useful enough for multiple people to bookmark, it may be useful for you, as well.

The Public or Private status of a bookmark will not affect bookmark tags as they appear in the widgets on the My Portal page. Nor will it affect how a record is displayed on the search results page.

You can use tags (see more about tags below) to organize and remember your bookmarks, which is a much more flexible system than folders.


What are tags?

Tags are single-word descriptors that you can assign to your bookmarks. Tagging can be much easier and more flexible than trying to pigeonhole all of your information into someone else's preconceived categories or folders. You can assign as many tags to a bookmark as you like.

For example, you might tag a document based on its topic, industry, year, and any other terms that will help you find it again. You make up tags as you need them, and use tags that make the most sense to you.

Tags are a powerful tool for organizing and finding your own data, and they are even more effective when whole teams or organizations utilize the same tags to identify and share pertinent documents with colleagues.


How do I tag and save documents?

You can tag and save documents by clicking the Bookmark and Share link from the document's Action links on the results list.

You may notice lists of existing tags under the Tags field, in the Edit/Save Bookmark pop-up window:

  • My Tags contains tags you have used in the past, for any document

To select a tag from this list, click on the link to it and the term will be inserted into the Tags field for this document. 

NOTE: to ensure maximum effectiveness, add both the singular and plural forms of words used as tags.

 

How do I work with my tags?

Your bookmark tags can be presented in 2 views:

  • as a tag cloud

  • as a list, based on number of uses

To toggle between these views, go to My SinglePoint (drop-down) >> My Bookmarks (link) >> My Bookmark Tags (box) >> View, and choose the link to the format you wish to view.

In order to view all documents tagged with a specific term, click on the link to that term.

 

What are tag clouds and how are they used?

The various tags you use for bookmarks can be viewed in a list format, or a cloud format. A tag cloud is a visual representation of tagged words and how often they are used. The size of the rendering of a given word is related to the relative number of times that word has been tagged.

For example, if you used the tag "2018" four times and you used the tag "hospitality" once, then the tag 2018 will display in a larger font size than the word hospitality.


 

How do I edit or delete a tag?

Go to My SinglePoint >> My Bookmarks

Each bookmark listed has its tags listed as links.  Click the link of the tag you wish to address.  This will present to you a listing of each bookmark where that tag is used.  Click on the  icon for any of the bookmarks, and you can edit or delete the tag.



Copyright & Quoting

How do I print or save a document?

You may print a copy of a document by using the Print option on your browser. To save the document on your hard drive for viewing later, use the File->Save as option on your browser. Most documents in your portal are Word files or .PDF files; for the few HTML documents, designate a new filename with a *.htm or *.html extension.

 

May I distribute this content to others?

You may display and print, store, and archive copies of articles in print and electronic form solely for your own purposes and the purposes of your organization. You may not display or distribute the content or any copies thereof to third parties, except to the extent permitted by applicable copyright law.

 

Whom do I contact to request permission to distribute a document?

Please contact your portal administrator for more information.

Connect

Clicking the Connect tab will bring you to two links: My Colleagues and My Groups.

 

What is "My Colleagues?"

You can use My Colleagues to connect and share content with other portal users from the My Colleagues section of the Connect tab.

To invite a colleague to join your network, first find their profile by typing their name or email by going to Connect (drop-down) >> My Colleagues (link) >> Search User. Then click on the  icon next to their name.

Your colleague will receive an automated message with your invitation, and then can accept, decline or ignore it. If accepted, you can share bookmarks with each other.

 

What is "My Groups?"

You can use My Groups to collaborate around a specific topic or project with a group of other portal users from the My Groups section of the Connect drop-down. Groups allow you to share documents and participate in threaded discussions.  Click the link of a Group name, to go to that group's dashboard.

 

To join an existing group, go to Connect (drop-down) >> My Groups (link) >> My Groups (box) >> Browse Groups Directory (link), view groups of interest and click on the link of a group that interests you.  You will be taken to that group's dashboard.

  • If the group is an "open" group, you will automatically become a member, and be able to view and share content on the group's dashboard.
  • If the group is "closed," locate the "My Groups Options" box, and click the "Join Group" link.  An administrator of that group will need to approve your request.


To create a new group, go to Connect (drop-down) >> My Groups (link) >> My Groups (box) >> Create a New Group (button) and enter a group name and description. New groups default to open access, so if you want to restrict participation, change the access to "closed" or "secret." If you have a saved search you want to display as headlines to group members, you can designate it here.

Once the group is created, you can invite members by selecting Edit Members from Group Options box on the left side of the page. Use the Search User box to find colleagues' name and email, and invite them to join the group.

  • New groups default to Opt-in status, whereby users decide to join, or request to join, the group. However, the group owner may request Opt-out status, which will automatically include ALL portal users into the group.
  • WORD OF CAUTION: be careful to ensure that your group topic is of universal interest to all portal users before requesting Opt-out status. Otherwise, you run the risk of bothering some co-workers.

 

What is the difference between open, closed and secret groups?

An open group is listed in the Groups Directory and any portal user may join.

closed group is listed in the Groups Directory but membership is at the discretion of the group administrator. Users can request membership or be invited by group administrators.

secret group is NOT listed in the Groups Directory and membership is by invitation only.

Actions

What does the  (Unlocked) icon mean?

Reports with this  icon are immediately available for you to view in full.

The accompanying Action links:

  • Bookmark and Share: Opens an overlay window which allows you to Bookmark the link to a document for easy future retrieval, as well as share it with designated Colleagues on the portal
  • Email: Opens an overlay window where you can email a link to a document and write a message to anyone
  • Copy URL: Copies the URL of the requested document for pasting in an email or other document
  • More Info: Document Summary; list of extracted business concepts
  • Save Login: Allows you to enter and save personal login info to access certain content sources
  • About ___: Provides contact info for content source, as well as a link to all content from that source

 

What does the  (Locked) icon mean?

Reports with this  icon are part of a collection of content is available only to users that have credentials to access certain content source.

The accompanying Action links:

  • Request: Sends request to Portal Administrator for access to a document outside of the collection
  • Bookmark and Share: Opens an overlay window which allows you to Bookmark the link to a document for easy future retrieval, as well as share it with designated Colleagues on the portal
  • Email: Opens an overlay window where you can email a link to a document and write a message to anyone
  • Copy URL: Copies the URL of the requested document for pasting in an email or other document
  • More Info: Document Summary; list of extracted business concepts
  • Save Login: Allows you to enter and save personal login info to access certain content sources
  • About ___: Provides contact info for content source, as well as a link to all content from that source

 

What does the  (No Access) icon mean?

Reports with  icons are not available for you to view the full report. These include reports from vendor services that have not been purchased. The abstracts are made available for your viewing, and the reports may be available on an ad hoc basis from the vendor. If you would like to purchase the report you may request a copy through the Request a Report, Vendor or Service form in the Contacts section.

The accompanying Action links:

  • Request: Sends request to Portal Administrator for access to a document outside of the collection
  • Bookmark and Share: Opens an overlay window which allows you to Bookmark the link to a document for easy future retrieval, as well as share it with designated Colleagues on the portal
  • Email: Opens an overlay window where you can email a link to a document and write a message to anyone
  • Copy URL: Copies the URL of the requested document for pasting in an email or other document
  • More Info: Document Summary; list of extracted business concepts
  • About ___: Provides contact info for content source, as well as a link to all content from that source

 

Requesting a Locked or Unavailable Document

To request a locked or unavailable document, select Request from the Action Links. A pop-up will appear in which you can enter your request to the Portal Administrator.

You can also request a login from the Portal Administrator by selecting the Save Login option on the menu.

 

Why are some document titles not hot-linked?

The only document titles that are hot-linked in your search results list are those to which you have direct access. For those that are not hot-linked, select More Info from the action drop down to find out more about the document. Select Request from the action drop down to request that the document be purchased or added to the subscription.