Special Keywords

Orbis is designed so that it is not necessary to take the time to add keywords to your documents. Every word is a keyword (except words on the Omit List), and you do not have to decide in advance which words will be searchable. However, there are certain circumstances where it may be helpful to add your own keywords to your notes and other documents.

Example 1: Suppose you want to be able search for paragraphs that contain the word "nature" but you will also want to retrieve some paragraphs that are about nature, but do not contain the word "nature." In this case you can add a non-printing keyword to the paragraphs that you would like to be retrieved in any search for "nature."

Example 2: Suppose you find that your searches for "nature" retrieve a lot of irrelevant paragraphs. Yyou are looking for the information in your files about the delicate balance in nature, but you keep finding things like "the nature of the software industry..." or "nature blessed her with a beautiful complexion." If you know in advance that you are going to want to find information about nature in your textbase, you can go through your documents and add special keywords that could be used to retrieve only those paragraphs that have been specially marked. In this case you would use special keywords consisting of words preceded by #.or @. For example, all relevant paragraphs could be marked with the keyword #nature , and then a search for "#nature" would retrieve these paragraphs, but not every paragraph that uses the word "nature."

Keywords (e.g., "nature") or special keywords (e.g., "#nature") can be added to your documents in an Orbis Keywords Annotation (annotation type 8 or NT/8).

To add keywords to a document, you insert a label with the desired keyword at the beginning of the entry you wish to associate with the given keyword.

1	Open a Nota Bene document and place the cursor at the beginning of the text that you wish to mark with a non-printing keyword.

Enter the keyword you wish to add in the Active Annotation box: If you precede the keyword with # or @, you will be able to search and find all of the entries with the special keyword only (the # keyword or the @ keyword) as described in Example 2 above. If you do not include # or @, the keyword that you enter will be searchable just as if it were a word in the text, as described in Example 1 above.

4	Press Enter or click Insert to insert the the contents of the Active Annotation box as a non-printing annotation. The Annotations dialog will remain open.

5	The same keyword can be inserted at a different place in the document by moving to the text you wish to mark, and clicking Insert again. When you have finished inserting keywords, click Close to close the Annotation dialog.

Non-printing keywords, or non-printing special keywords (#keywords or @keywords) can also be added using reference labels (the LB command or Insert, Reference Label). Orbis indexes all words in a document as keywords, including those in non-printing annotations or labels.

After adding keywords to a file, you will need to update or reindex your textbase before conducting a search. You will be prompted to do this the next time you open your textbase.

To search using specially marked keywords, you simply include the keyword in your search string. A keyword entered with either of the special characters is indexed with and without that symbol, so you can search for the keyword with or without the symbol. For example:

•	The search string #nature would retrieve only those entries that contain #nature (i.e., only those entries which have been specifically tagged under that keyword)

•	The search string nature would retrieve entries that contain either #nature or nature.