Enhancing searching and sharing with the QUOSA administrative toolkit

Enhancing searching and sharing with the QUOSA administrative toolkit |

Robin Fogel| May 28, 2015| Enhancing searching and sharing with the QUOSA administrative toolkit

Presented By

Date

An Inside Quosa Webinar

Robin Fogel

May 28, 2015

Enhancing searching and sharing with the QUOSA administrative toolkit



2

Agenda

• Preliminaries

• Best practices for organizing your company’s Virtual Library

• Virtual Library permissions to safeguard the integrity of your literature while maximizing access and utility

• Expediting team library setup

• Case studies applying best practices to Medical Information and current awareness

• Building synonym lists on the backend to enhance Virtual Library searching and sharing

• Sources for more information



Preliminaries

3



• QUOSA users who want to learn how administrative capabilities can facilitate access to needed literature

• QUOSA Administrators

• Non-QUOSA users evaluating the solution

Some knowledge of QUOSA is assumed

4

Audience for today’s presentation



Enter your questions in the chat box and Neal will raise them at convenient points during the presentation

5

We want to address your questions as we go!



• Virtual Library

• QUOSA administrative role or can identify an administrator for your Virtual Library

• Access to any of the QUOSA “clients” for the Virtual Library

• QUOSA Information Manager

• QUOSA Browser Plus

• QUOSA Browser

6

Requirements for using the tools demonstrated today



7

QUOSA Information Manager (QIM)



8

QUOSA Browser Plus (QBPlus)



9

QUOSA Browser (access from any browser – no software installation required)



10

Comparing VL capabilities

Capability QIM QBPlus QB

Copy, move and/or delete

Share existing literature with links, exports, dynamic links and RSS

View CCC permissions (for customers with module)

Edit existing literature

Administrative access (via "VL Configuration")

Add new citations and PDFs from PubMed, Embase (& other dbs)

Import PDFs with citation capture

Import citation manager and other legacy collections

Manage large numbers of documents (e.g. reorganize) / /

Export PDFs

Selected di fferences between QIM and QBPlus (not avai lable in QB):

--QIM only: regular scheduled searches on external databases (l i terature a lerts ), customized reports , larger

s ized retrievals (depending on l icens ing), and manual management of copyright

--QBPlus only (and Mac QIM): ci tation insertion into MS Word and PowerPoint



• Virtual Library (VL) – Collection of one or more libraries (including “My Library”), the administrative capabilities and add-on modules such as server-based alerts and advanced reference management

• In a single VL, all libraries share a single “configuration” especially custom fields and administrator

• Library – container for the folders where documents are published

• Document – the citation and typically the associated PDF or other file

Terminology



Best practices for Virtual Library organization

12



• Central library (i.e. “Company library”) Contains purchased PDFs, imported legacy collections, product literature maintained with current awareness alerts, literature found from ad-hoc searches, and conference literature. Sharing controlled by CCC (when available). Content may be tagged to support the generation of bibliographies for submissions, PSUR/DSUR periodic reporting, standard response letters, etc.

• My library (one for each registered user) Copied literature from Company Library, personal imports, and additions captured from external databases as well as imports. For the “user’s eyes only”. Accessible offline from iPad app

• Team library(ies) Copied literature from Company Library and additions captured from external databases as well as imports. Sharing controlled by CCC (when available). Distinguished by the collection and specific tags & annotations to support team activities. Administrator must set up and assign users

• Optionally – Document Delivery library

13

Best practices for company VL organization



Data flows and permissions in the recommended VL organization

For information on QIM “alert” processes to automatically copy documents from Document Delivery or Team Libraries contact [email protected]



15

The setup of libraries and permissions



Accessing administrative interface (VL “Configuration”)

Recommended: use the browser “QB” and select “Configure VL”

Also accessible from QIM:

From “My Article Organizer” Right click Virtual Libraries and select “Configuration…”

To obtain your browser URL or to find your administrator, contact [email protected]



17

Creating new libraries



• When new libraries are created a default permission is assigned to the “Everyone” group

• Default is typically “Reviewer” or read-only

• Change requires assistance of [email protected]

• Permissions are assigned at the library level

• Same permission for all folders within a library

• No folder-specific permissions

• Permissions modified for “Groups” and “Users” (individuals)

• Group permissions make it easy to manage team libraries

18

Permissions secure library content and facilitate access



• Managed by local administrator/s

VL user permission levels In QIM only, overrides rules for how literature is added to the VL especially with consideration of copyright. Also add (only with QIM/QBPlus), delete, edit, search, view, copy, and share Add (only with QIM and QBPlus), delete, and edit. Also search, view, copy, and share Search, view, copy, and share content No access. Will not see any Libraries where permission is None



Another view of permissions



• “Everyone” group

• Company Library – Reviewer

• Team Library(ies) – Reviewer or None

• My Library – Member

• Document Delivery Library – Reviewer

• Team members

• As above but…

• Team library – Member

• Managers of Company Library (includes importing legacy collections, “Owners” of QIM process to automatically copy newly delivered Document Delivery Library PDFs or Team Library documents)

• As above but…

• Company Library –Curator (should be trained!)

21

Group and user permissions supporting “Best Practices” VL organization



• Supports knowledge management in your organization

• Maximizes full text availability so that practically all purchased PDFs will be in the Company Library

• Maximizes access to SME edits

• Protects the integrity of your article collection

• Controls access to selected team edits

• Allows Everyone to copy articles from the Main library to their My Library

22

Benefits of the recommended VL organization



• Everyone is a Member of the company library

• For smaller organizations where the company library is in effect the Team Library

• The advantage is simplicity

• Everyone is a Member of a “Shared Library” – Advantages:

• Maintains company literature integrity

• Permission assignment is simplified

23

Variations on the recommended organization



Expediting the set up of team libraries

24



1. Create team library

2. Create “Group” with special permissions

3. As needed, import list of team members who have not yet registered for QUOSA

4. Assign newly imported and existing users to the new group

5. If necessary, revise permissions for individual users

25

Fastest way to setup team libraries with the required permissions



• [email protected] manages registration rules.

• Typically these are either specified email addresses or email address domain(s) (e.g. @yourcompany.com)

• Even if you add a user to your VL via the administrative tool, if the user’s email doesn’t entitle them to register, they won’t have access

• Registration occurs the first time that:

• QB and/or VL content is accesses

OR

• QIM or QBPlus is installed

• Advanced settings control whether auto-registration is allowed

• Upon registration users have at least “Everyone” permissions

26

Fundamentals controlling VL access



• Users assigned “Everyone” Permission unless pre-registered

Setting Automatic Registration



28

Team library setup process…



29

Creating a Group: 1) Navigate to “Groups”



30

2) Add the new group



31

3) Set Group permissions – first select the group to configure



32

3) Set Group permissions – assign permissions by library

• Groups build from Everyone’s permissions

• An asterisk (*) denotes a Library set with permissions different than the Everyone group

• Click on the ‘Default’ icon to restore settings

Asterisk denotes that a permission different from "Everyone's" has been set for the Chinese Japanese Korean Documents Library



• Importation requirements

• txt or csv file format

• Convention (comma added to csv by definition)

• User name1, username1Email

• User name2, username2Email

• Etc.

33

4) Optionally import new, “unregistered” users to be included in the group



34

Importing new users from csv



35

5) Add newly added users (and others) to new group (must allow pop-ups)



• Tip: From QB enter user’s email address and [Enter] to navigate to the user record

• An asterisk (*) denotes a Library set with permissions different than the Everyone and any other group to which the user is a member

• Default permission returns to the strongest possible permission based on group membership

36

6) Optionally adjust individual user permissions



Case studies: Applying recommended VL organization to standard letter preparation task & for current awareness

37



1. Find product literature in the Company Library that was identified and tagged by the current awareness team

2. Update with an additional search on PubMed

3. Import PDFs supplied by a colleague

4. Add all to a folder in the Medical Information shared library

5. Use QUOSA citation insertion for writing standard response letter

6. When letter is complete, tag the literature that was referenced in the literature to facilitate updates

38

Case Study 1: Medical Information team using QUOSA to research, write and review a new standard response letter



39

1) Find literature in the Company library



40

And use Reviewer rights to copy to team library (the Medical Information Library)



41

2) Find and add literature found from PubMed to the Team Library (QBPlus example – you can do this with QIM too)



42

3) Complement with purchased PDFs from a colleague who doesn’t use QUOSA



43

4) Use literature collection in Team Library to write and reference the standard letter



• Use style such as APA to sort references alphabetically

• Use VL alpha author sort to organize references in the working folder

• Batch tag selections to have access to your bibliography whenever you need it.

44

5) Use custom fields to tag studies used to write the letter



1. Subscribe to your own saved search or an “expert search” that has been saved for you

• Subscriptions may also be set for other users by administrators

2. Receive results as an email with a link

3. Copy literature of interest to your My Library

4. Read at your leisure on or offline (with ipad app)

5. Optionally share with your colleagues using the team library

45

Case Study 2: Staying alert on new product literature added to the Company Library for reading later from the My Library



46

Step 1) Prepare to subscribe – if necessary run your own search and save as shown



47

…Or used one that is being shared with you



48

Step 2) Subscribe to save search



49

Step 3) Email sent with a link, navigates to new references found. Copy these to My Library



Step 3) (continued) Copying to My Library to read later



51

4) Reading copied content when offline



Enhancing searching and sharing with company specific synonym list

52

Part 1: searching and sharing



• Users may pull literature from the VL channels of QIM and QBPlus or QB using searching

• Searches may be pushed out to users as a fundamental step in VL sharing processes including:

• Pasted VL links

• PDF or other VL “export” reports

• Dynamic links and RSS accessed in Sharepoint or elsewhere

• Saved searches that may be shared by a Library Curator or any user when saved to My Library

• VL “subscription” alerts when new literature is found on topic of interest

Access to Virtual Library content is driven by the search



54

Multitude of sharing formats in QUOSA

Share VL

search

VL

required

Limit to

selected

results

Customize

report

output

Report

format

Links to

full text

Add to

Sharepoint

as live link

PDF Links Yes Yes Yes No Link Yes Yes

RSS Feeds Yes Yes No Yes RSS Yes Yes

Dynamic Link Yes Yes No NoBrowser

linkYes Yes

Subscription to

VLYes Yes No Limited

Email link

to QB

results

Yes No

VL Report (Export

button)Yes Yes Yes Limited

pdf, rtf,

csvYes No

QIM Reports Yes No Yes Yeshtm, doc,

csvYes No



• Notice the subscriptions

Libraries with folders and Shared Searches



Pushing Results Using PDF, Excel and Dynamic Links in Sharepoint



57

Display edited RSS output in SharePoint (as RSS Viewer web part)



VL subscription alert



VL links in QIM reports

Robin Fogel | 19 November 2013 | Tips and tricks for sharing literature and related documents



60

Advanced search capabilities



• Search In – select library(ies) and folder(s)

• Quick and Advanced searching

• Quick Search - typically search all content (full text and metadata)

• Advanced Search (icon shows here)

• Full text and/or fields – “Add Field” (Booleans allowed within entry)

• Boolean operators by field (AND/OR/NOT)

• Deduplicates with “Unique results” checkbox (PDF preferentially display)

• Search for null value by field with string “emptyvalue”

• Modify searches

• Search metadata and full text with “All Fields” checkbox

• Synonym expansion with “Related Terms” checkbox that uses “Term Explosion” managed in VL Configuration (admin UI)

VL search construction



Enhancing searching and sharing with company specific term expansion

62

Part 2: Building the synonym list for a related terms search



• “OR”s together terms related to query

• Use with “regular” searches, saved searches, VL subscriptions, dynamic links, RSS, saved searches, etc.

• Use for: • Agents (company and competitors)

• Device names

• Diseases (conditions, effects)

• Content with a variety of names (e.g. conferences or journals)

• And…

• Allows for specification of the “fields” to be expanded: • Any field, e.g. title, abstract, keywords where expansion need

not be limited to specific contexts

• Specified field, e.g. journal or conference name

• Referred to as “Related Terms”, “Terms Explosion” and “Terms Expansion”

Enhance recall with “Related Terms”



• All synonyms of the same concept display in a single line separated by commas

• Enter phrases as is without quotes

• Specify if expansion rule applies to All fields or specified fields using this convention:

• Enter all fields rule under the header “[*]

• Enter specific field rules under the field abbreviation e.g. the field abbreviation for Conference Name that exists in some VLs is often CONN

• The below is an example rule that applies to all fields [*]

plavix,clopidrogel

tylenol, paracetamol

tumor, cancer

lidocaine patch, lidocaine transdermal patch, prilocaine, lidoderm, versatis, salonpas

For the field abbreviations in your organization’s VL contact [email protected]

64

Related Terms format



65

Accessing terms explosion interface



66

Editing the terms expansion list



67

Searching without Related Terms



68

Enhanced results with Related Terms



Last thoughts on the power of the administrator to enhance QUOSA literature management…

The newest version of the VL that will soon be released allows for a division of VL roles. For example:

• One user might assign permissions

• Second user could manage the synonym list

69



For assistance with:

• Obtaining the URL of your Virtual Library to access it from a browser

• Connecting with your QUOSA system administrator

• Applying the techniques demonstrated here today

• Any other question you may have

70

[email protected]



Two types

1. User guide

2. Admin guide

Plus webinars…

71

Virtual Library documentation



• Link to User Guide in QB and VL channel of QIM and QBPlus (see footer of the page)

72

Virtual Library User Guide



• From “VL Configuration” (the admin UI) select the Help tab

• To view…

73

VL Administrative User Guide



74

Other webinars of potential interest

• Tools for sharing current awareness and related literature

• QUOSA for iPad

• Inside QUOSA_ Importing data into a Product Literature Database

• QUOSA for Medical Information

• Literature Monitoring for Adverse Events

• Setting up and Managing Alerts with QUOSA Information Manager



Thank you

Robin Fogel

Life Sciences Consultant

[email protected]

Health & Medicine

Enhancing searching and sharing with the QUOSA administrative toolkit