Setting up synonyms in Word Search

Users can search for groups of words known as synonyms, that is words that have the same or very similar meanings. You can define synonyms for use with Word Search in iBase.

About this task

Synonyms are defined in the Synonyms page of the Word Search Administration dialog. For details of the Index Browser page, see Modifying existing indexes.

You must add synonyms in groups, even if you create only one group. Each group should contain words that users consider as being the same for the purposes of their search. For example, a synonym group named Firearm might have the values: Firearm, Shotgun, Rifle, Handgun, Revolver, Pistol. Groups can also contain colloquialisms, for example a group named 'Cannabis' might have defined values of Marijuana, Weed, Hash, Smoke, and Skunk.

If you create many groups and synonyms, you may prefer to export the synonyms to a file and edit that file in a text editing application.

To import a synonym list, you require a text file of the correct format in a known location on an accessible disk volume. This example defines a synonym group named Firearm with the values: Firearm, Shotgun, Rifle, Handgun, Revolver, Pistol:

[Firearm]
Firearm
Shotgun
Rifle
Handgun
Revolver
Pistol

When the user enters a search term into the Enter Word page, the list in the Synonyms area remains empty until they enter a word that has been defined as a member of a synonym group. iBase then displays the full list of synonyms and the user can turn on the User Defined option if they wish to find records holding the synonyms.

Note: Name variants are not available in Word Search.

Procedure

Select Tools > Search > Word Search Administration.
To add groups and synonyms:
1. Click the Synonyms tab to display the Synonyms page.
2. In the Groups area, click Add.
3. Enter a name for the group and click OK.
4. In the Synonyms area, click Add.
5. Enter a synonym to add to the group and click OK.
  
  Note: If the name you chose for the group is one of the words to be considered as synonyms, you must explicitly add that word to the group.
  
  When you have several groups, be careful to select the correct group in the Name list, before editing the group or its member synonyms. You can delete or rename existing groups and synonyms or add new ones.
  
  If you create many groups and synonyms, you may prefer to export the synonyms to a file and edit that file in a text editing application.
6. Repeat this procedure from step 3 to add more words to the same group.
7. Repeat this procedure from step 1 to add another group and its member synonyms.
8. Click OK to save the synonyms and close the Word Search Administration dialog.
When you have several groups, be careful to select the correct group in the Name list, before editing the group or its member synonyms. You can delete or rename existing groups and synonyms or add new ones.

If you create many groups and synonyms, you may prefer to export the synonyms to a file and edit that file in a text editing application.
To export synonyms for editing or for import into another database:
1. In the Word Search Administration dialog, click the Synonyms tab.
2. Click Export.
3. In the Export dialog, do one of the following:
  - In the File box, enter the path and file name of the file you want to create.
  - Click the Browse button and browse to the location of an existing text file, which you want to replace with the exported synonyms. Select the existing file and click Save.
4. In the Export dialog, click Export. A message is displayed indicating that the export was successful.
5. When you have seen a message that the export was successful, click OK to dismiss the message and click Close to dismiss the Export dialog.
You can inspect the exported file with Notepad or any other text editing application.
To import synonyms from a text file:
1. In the Word Search Administration dialog, click the Synonyms tab.
2. Click Import.
3. In the Import dialog, do one of the following:
  - In the File box, enter the path and file name of the file you want to import. Finish by pressing the Enter key or clicking Refresh.
  - Click the Browse button to locate an existing text file. Select the file and click Open.
4. Inspect the Preview window carefully to see that the file contains the expected data. If a message is displayed reporting that the file is missing or contains an error, you can choose another file or edit the file to remove the error. Click Refresh to preview the new contents if you change the file.
5. To keep existing synonyms, turn on Merge with existing data. Use this option only if you are certain that all existing synonyms are as you want them.
6. In the Import dialog, click Import. Click OK to dismiss the message saying that the import was successful.
7. Click Close to dismiss the Import dialog. You should now be able to see the groups and synonyms in the Word Search Administration dialog.
8. Click OK to save the synonyms and close the Word Search Administration dialog.