User Documentation

First Time User

This is information for users who are using IntOp Fetch for the first time or need guidance in some of the basic tasks to get started.

Step-by-step guide

1. Log in using your username and password. Standard username and password is your credentials from Active Directory. This is most often the same you use to log in to your email, PC or intranet. Also, see FAQ “How do I log on?”

2. If you are unable to login or open IntOp Fetch, you may have the wrong password, or may not have access. To request access, contact your organization’s help desk. Also, see FAQ “Why can I not log in?”

3. You will be presented with the Welcome Screen. Read the information there, it might be useful for you.

4. Select a Filter Collection that is relevant to you on the top of the left column, just below the IntOp Fetch logo.

5. Select any filter to get started. Source or File Type is often a good place to start to limit the number of files. You can search or click the different Filters, or use Fancy Search at the top to search for both text and Filters. The Welcome Screen will disappear, and a list of results will appear. The number of files is displayed in the top right-hand corner on the top bar.

6. You will now see all the files you have access to from all the sources that IntOp Engine is connected to.

7. From the set of Filters in the left column, start choosing how to limit your selection. Combining filters will limit the number of files, removing them will increase the number.

How to show or hide Content Excerpt

This article shows how you may show or hide the Content excerpt under each file name in the “Name” column in Fetch.

The Content excerpt is there as a preview of what the file is about, to aid in the work of making sense of the data in front of you. This combined with the File name, File path and all the other metadata on the line is intended to give you as much insight as possible about the file.

The Content excerpt is generated from the 100 first words of the file. See also: “About Content Excerpts and what they mean”

The Content excerpt is showing by default. You may hide or show it whenever you please.

Step-by-step guide
Click the Cogwheel Menu in the top right-hand corner
In the menu, check or un-check the tick-box to show or hide the content excerpts.
A ticked box will show the content excerpts, an un-ticked box will hide them.

About Content Excerpts and what they mean

The Content Excerpt is that selection of text that you find beneath the title and the path in the Name column. These are the first words of the file, and are there to make it easier to find your files. Very often, the title alone is not enough to make sense of things. The title together with metadata, as you see it in the other columns in Fetch, make it easier. But the Content Excerpt is like the preview from your email inbox, to help you understand more about what the file is about.

The Content Excerpt may give varying amounts of useful information depending on the file type.

Document or a PDF that was originally a text file: Excerpt will contain full sentences that are completely understandable.

Spreadsheet or a PDF that was originally a spreadsheet: Excerpt will often contain column headers and numbers. If you are aware of this, the excerpt may still be useful.

Presentation or a PDF that was originally a presentation: Excerpt will often contain text from the first slides, usually title slide and the first headers.

Images (jpg, gif, bmp, png): It will vary how much text there may be in an image. The IntOp solution will scan all legible text from the image, but depending on how clearly defined the letters are, some may be missing in the excerpt.

Images (tif): tif-files are often older scanned documents from manual scanners. This means that the originals may have been typed documents, drawings or other types of paper files. Very often, typed documents will have a good excerpt, because they were often made with front page or heading that was made to give a lot of information about the paper. Drawings may be more of a challenge, and may either have random text or just an excerpt of the information about the drawing in one corner.

About Context Dependencies

Context Dependencies is a function that makes it possible to link to Filters in IntOp Fetch, so they have a conditional relationship with each other. The best example is when you have hierarchical Contexts, and Contexts with many Sub Contexts. This may give extensive Filters in IntOp Fetch where the user has to scroll or search to find the correct Filter choice/Sub Context.

Example: You want to limit the Filter Cities when a Filter choice in the Filter Countries is clicked. In other words, when England is selected, you only want cities in England to appear in the Cities Filter.

This is the workflow to make Context Dependencies:

You first have to have to make Contexts in question. Read more about this here.

Then, you have to make the Context Dependencies you need. Read more about this here.

Lastly, you have to select the Context Dependencies in an existing or new Filter Collection. Read more about this here.

See this short demo video for the full workflow:

About Filter Collections

Filter Collections are sets of Filters put together for specific user groups, departments or other needs. The Filters are based on the Contexts and Sub Contexts that are made either by IntOp or by your company.

When you choose a Filter Collection, the set of Filters in the right-hand menu and the column setup in the File List will change.

The filters in a Filter Collection should provide intuitive and efficient choices for how to filter the files you have available.

If you want to change the Filter Collection that is provided for you, contact a user with administrative rights to System Administration. If you need new Filters, please read this article first.

About License2Share as source

If you have access to License2Share (L2S), you will see all files you have access to there, in IntOp Fetch. You do not have to be logged on to L2S to see the files in Fetch.

If you want to open a file in L2S from Fetch, you must have L2S open in Citrix. That means that you have to be logged in to Citrix desktop, the Citrix client or use L2S as a Published Application in Citrix.

When you click on a file in Fetch, you will be directed to the document card where the file is stored in L2S. From there, you may open it.

Regarding L2S as Published Application in Citrix: This is most likely something you either must set up or get help from Service Desk to set up.

About Term Set Types

Term Set Types are used to map or process the Term Set of a Cub Context towards the ingested text from files.

It is important to choose the right Term Set Type for different types of Term Sets. When making or editing a Term Set for a Sub Context, this is done in the Add/Edit Sub Context box. You must choose a Term Set Type when making a new Sub Context. Different Sub Contexts under a Context may have different Term Set Types.

TIP: In general, we advise that you use either IndexPhrase for term sets that do not contain numbers or Text for term sets that do contain numbers.

There are five different Term Set Types, as seen in Illustration 1 below:

1. Index
Matches on all text and title of files
Matches on whole words
Cannot map on numbers
Maps all words in the term

2. IndexPhrase
Matches on all text and title of file
Matches on whole words
Cannot map on numbers
Maps all words in the exact sequence of the term

3. Lookpfield
Matches towards curated metadata
Examples. Author and File Type
Needs IntOp to help with set up of new Lookup fields

4. Regexp
Matches on all text and metadata
Differentiates between upper and lower case letters
Maps on text, not words
May map on numbers
Ask IntOp for advice when setting up a new Context that requires Regexp as Term Set Type

5. Text
Matches on all text and all metadata ingested.
Differentiates between upper and lower case letters
Matches on text, not words
May match on numbers.
Be aware that any changes to Term Set or Term Set Type will initiate processing, so the changes will not be visible before some time has passed.

About Text Preview

Text Preview is a fast and easy way to see the content without formatting of a file, and which Contexts it is connected to.

Illustration 1 below shows the blue information icon (exclamation sign) that toggles the Text Preview box.

Illustration 2 below shows:

  1. The title of the file as it is stored in the source
  2. All Contexts it is connected to. These are the blue “hashtags”
  3. All text as it is in the file, without the formatting

It is possible to scroll the text to read more.

NOTE: In certain files, the text may be broken or partial. This most often due to the type and quality of the file itself. If it is a non-editable file, like an image or a PDF, the system has scanned the text from the file. If the text is of poor quality or intercepted by images, it will appear broken in the Text Preview.

Illustration 1

Illustration 2

About the Fetch Dashboard

System Administrators have access to the Dashboard in the System Administration module. After logging on using the Admin choice on the Cogwheel menu (see Fetch overview), click Dashboard on the System Administration menu (Illustration 1, bullet 1 and demo video below).

The dashboards are displayed. Charts are interactive and show information on mouseover about statistics for the specific bar, graph or pie.

The dashboards are configured using Metabase, at third-party BI Dashboard solution that is integrated with all IntOp system implementations. To configure dashboards for embedding, you need access to Metabase and an admin user role.

The direct link to Fetch Dashbord is “your.fetch.domain”/#/admin/dashboard.

Demonstration

Illustration 1

About the Name column

In the Name column of your Fetch window, there are three categories of information:

The Filename. This is the name of the file that was given when the file was saved by the last user that saved it. The Filename is clickable and will open the file from the source
The File path/URL. This is the path where the file resides on the system where it was saved.
A text excerpt. This is the first words of the file.
The information in the Name column will often look like this:

Depending on the source, the File path (2) will look slightly different. For file servers, there will be a “file://” prefix. For other sources, there may be an “Http://” prefix like in the Sharepoint example above.

Depending on the file, there may be a very clear and understandable text excerpt, something that is not really legible, or nothing. Content excerpts are selected to be displayed using the Cogwheel menu.

TIPS:

  • Look at the file name as a possible source of information about the file. Sometimes it may not be. The file name may not reflect what you are looking for, but the file may still be very relevant.
  • Look at the path as a source of information too. This gives a file-specific context and could give a hint about what the file is about or if it is relevant for you.
  • Look at the text excerpt as a guide to what the file may contain. If you look at the File Type, you will get some insights into why the text excerpt is like it is. Random words could indicate that it is a drawing or a photo and the text has been digitized. Excel sheets will typically have numbers and/or column headers. Text files may have a more understandable text excerpt.
  • The combination of all three information categories and the other metadata on the line should give a clear view of what the file is about.
  • The extended combination of the applied filters, the date range, and Keywords combined with the information on the file line will give a lot of useful information about the file and how it is relevant to you.

About the Welcome Screen

The Welcome Screen is an informative start page that is used to give information to users about IntOp Fetch.

It contains useful information, so a good way to get started is to read the text that is there.

A user with administrative rights may edit and customize the Welcome Screen to display any information, but it will usually contain at least the elements shown in Illustration 1 below:

  • Bullet 1 and 2: Welcome text. Gives general information about how IntOp Fetch is intended to be used in your company.
  • Bullet 3: Information about connected sources of data. This is important to read and understand because only files in these sources will be available to you.
  • Bullet 4: “Getting started” text. Smart ways of getting started with using Fetch
  • Bullet 5: Links to documentation. Click the links and you will be taken to the site you are now in.

Illustration 1

About the Well column

If you work in Oil&Gas, you will most likely have a Column and Filter called Well in your Fetch. This is a result of the intelligence in IntOp Engine, and there is quite a bit of logic behind it. There may be one or more well names mentioned in the Well column, depending on what wells are mentioned in the specific file.

The standard in Fetch is the Norwegian Petroleum Directorate’s standardized well designation:

NO-quadrant number/block number-well bore-well number. For example: NO-41/99-B-39

Well names are standardized in syntax, so it will give information of location, license, well and wellbore as indicated above. These are examples of indications of well names that er non-standard:

  • Syntax is wrong
  • Syntax is altered
  • Parts of the well name string is omitted. This is often done when the quadrant, block and well is understood or self-evident in the file, so the wellbore is the only mention.
  • Other separation characters than the standard. The most common example is changing the front-slash (/) to another character like underscore (_) or dash (-).

In addition, the well may have a common name or project name in addition to the well designation number.

All of these issues are tackled by the IntOp Engine, which will understand which well the file mentions even though the well number may contain errors, be just the project number, miss information or just be partially represented.

The Well column will always show the full and correct well designation number, even though it may not be represented like this in the specific file.

About User Roles

You must have access to System Administration and the Connectors & Users function to view Users and User Roles.

Go to Fetch, click the Cogwheel menu, click Admin, click Connector & Users, click Users. Filter on User Roles using the User Roles Filter.

User Roles are assigned by a Super Admin (see description below). User roles give access to the various functions in the System Administration module.

Note: Assigning new roles should only be done after written approval has been given by authorized personnel. Users that are added manually with the role Connector access with Connector(s) checked in the Connector list, will be able to see all files from the checked Connectors, even though they do not have access to the files in Active Directory.

There are 4 User Roles: Standard users that has no access to System Administration, and 3 User Roles that has access to System Administration (Illustration 1, bullet 7):

  1. Connector access (Illustration 1, bullet 8)
    Gives access to view files on a defined Connector. To assign viewing rights, check this and the relevant Connector in the list under Connectors.
  2. IM admin
    Gives access to add and manage Contexts, Sub Contexts, Filters, and Filter Collections.
  3. Super admin
    Gives access to add and manage Connectors & Users.

Illustration 1

Configure an Active Directory Connector

To configure a Connector, you must have access to System Administration and have the Super admin role.

NOTE: Only qualified and authorized personnel should add or edit any Connector. Adding or changing the configuration of an Active Directory Connector will affect how the system works.

Prerequisites

LDAP username and password
LDAP via port 389 is open for communication
Group/end service created for IntOp Fetch users
Users that will have access to IntOp Fetch has been added to above group/end service

Guide to configuring an Active Directory Connector

Go to System Administration – Connectors & Users – New Connector

In the Add/Edit Connector box, choose AD. A dynamic field for all data below is displayed. Give the Connector a name.

  1. LDAP-Server: The LDAP server name, usually a domain controller in the domain.
    Example: “ldap://spfarm-ad.contoso.local”
  2. LDAP-Username: LDAP service account with read rights
  3. LDAP-Password: password for LDAP service account
  4. LDAP-baseDnUsers: This is the LDAP path used in the second half of the”bind/search” phase for the login ID provided the application for authentication. Needs to be exactly matching what is configured in AD. Example: “DC=contoso,DC=local”,
  5. LDAP-basDnGroups: The second part of the string for getting user rights. Example: “baseDnGroups”: “DC=contoso,DC=local”
  6. LDAP-Userfilter: The group or endpoint in Active Directory where users of IntOp Fetch will be defined. If the user is not in this group, he/she will not be able to log in to IntOp Fetch.
    Example: “group”: “CN=IntopFetch,CN=Users,DC=contoso,DC=local”,
  7. LDAP-Groupmember: Second part of the string for Fetch group in Active directory.
  8. Userimport-Authdomain: Authorizing domain for users.
  9. Userimport- Fullnamecolumn: The column in Active Directory that holds the full name of the users. It is usually “cn” but must be checked each time to validate.
  10. Userimport-Usernamecolumn: The column that holds the username of users in Active Directory. Usually “sAMAccountName” but must be checked each time to validate.
  11. Save Connector
  12. If any errors, screenshot and send to your company’s Active Directory administrator or your service desk.

Illustration 1

Configuring a Fileshare Connector

To configure a Connector, you must have access to System Administration and have the Super admin role.

NOTE: Only qualified and authorized personnel should add or edit any Connector. Adding or changing the configuration of a Fileshare connector will affect how the system works.

Prerequisites

Service account username and password with access to the share and folders defined for the Connector
CIFS via port 445 is open for communication

Guide to configuring a Fileshare Connector

Go to System Administration – Connectors & Users – New Connector

In the Connector Type menu, select Fileshare. Dynamic fields will be displayed as in Illustration 1 below.

Configure Fileshare Connector in System Administration using these parameters:

  1. Domain: The domain of the Fileshare server.
  2. Server name: The full server name of the Fileshare server.
    Share: The share on the Fileshare server.
    Folderlist: All folders to be included from the share
    URLstart: The URL that files are mapped to on the Fileshare server. If this is wrong, the URL of the files in Fetch will not lead to the file itself but fail.
    Username: The username of the service account that has read access to the Fileshare server.
    Password: Password of the service account.
    Schedule: Cron statement defining how often the connector will run. Use this tool to check and generate cron statements.
    Execute on startup: True if you want the connector to start once it is committed, false if not.
    Save configuration.
    Check Dashboard for Connector Runs to see if the Connector is successful

Illustration 1