As the website tkpoa.com now contains in excess of 600 documents and articles, it might be helpful to know how to find information regarding different subjects. We have now added a new search feature that allows a user to search for keywords also in the content of different documents. Previously the search only searched the document titles or filenames but not the content.
Structure – first of all, it is important to recognize that the website is mainly organized around the different departments and committees of the association. Also, there is a difference between how we use the words “document” and “article”. In this context, an “article” is what you see on any of the webpages, like the on home page, or the different committee pages, or the news page. “Documents” are stored in folders in the Documents section of the site. These are typically PDF files, but there are some other file types, as XLS and JPG files there as well.
Search – as before there is a search box at the bottom of the HOMEPAGE, on the FAQ-Help page, and on the NEWS page. As you can see below, we have now added a fourth option “Advanced Search” to the main menu under DOCUMENTS. These search functions are only visible/available if you are logged in.
To use one of the search boxes on the mentioned pages, just type in one or more keyword and you will be presented with a short list of results. If you don't find what you are looking for, then look to the end of the list, click “All Results” or if the result list is empty, “Advanced Search”.
This will take you to the “Advanced Search” page where you can specify your search results in more detail.
You can also get to the Advanced Search page by selecting it from the top menu, see above. On top there is the usual search box where you enter your keywords. This might be already filled out based on your previous search. Click the Search button on the right to perform the search. Remember - keywords are not case sensitive. This page offers several ways to adjust your search criteria:
Search For – These buttons control if the search shall require that “All” of the keywords you entered are present in the text, or if "Any" of the keywords you entered are present in the text, or if the search only will return results where the “Exact Phrase” you entered is present. The default setting is “All words”. If you find that you get too few results – choose “Any words” and click the Search button again. If you get too many results try using the “Exact Phrase” setting and vary your keyword selection until you find what you are looking for.
Search Only – Similar to the “Search For” selections "this"Search Only" also helps narrow down the number of results by constraining what type of information is being searched. it is especially helpful if you know what kind of information you are looking for. When all the check boxes are unchecked that means that the ALL these categories will be included in the searched. By clicking one or more categories you limit the search to only those marked.
- Documents – This selection will search the content of different files. So now you can search for words recorded in board meeting minutes, in the Keys Breeze etc.
- Articles – This choice will search all webpages, including the News section. This relates to all “static” pages, for example information about the different departments and committees. It will not search any stored documents, the Calendar of Events or the Forum.
- Tags – Some articles are tagged to make them easier to find if you are interested in a certain subject. Examples of tags are “finance”, “budget”, “water”, etc. Here you need to restrict your search to one keyword or tag at the time. For reference, you can see a tag cloud on the News Page. Clicking one of the tags in the cloud will search for articles tagged with that tag so basically same function as here.
- Document Titles – This selection will search all stored files and match your search keywords with the titles and filenames. This might be helpful if you know the naming convention for the document you are looking for. Example: "Board Meeting Minutes 2016-11"
- Events – This choice will only search the Calendar of Events.
Ordering – Here you can select the ordering of results within the selected categories. The default is “Newest First”. You will also discover that the search order is based on the list of categories. Which means that Document contents will be searched before Articles, Articles before Tags, and so on.
Below are some examples that show the effect of the different settings describe above. Feel free to try it out for yourself so you become familiar with the functionality when you need to use it. If you have any questions please ask away on the Forum's Website thread.
Enter your keywords in the search box on top of the page replacing your previous search. Click the Search button on the right to perform the search.
Example 1 – we are searching for the keywords “weed” and “map”. By default the “All words” section is marked so we are only searching for items that contain both of these keywords. As you can see the search returns 22 results and they are presented on 3 pages. We are not showing all the results here, just the headline of the first result.
If we would change setting to Search For “Any Words” and click the search button we would be presented with 142 results. Similarly if we choose “Exact Phrase” we would get zero results.
Example 2 – In the above example there were not too many results so we can easily find the Weed Harvesting Zone Map by scrolling through the list of results. An alternative would be to add the word “harvest” to our search keywords, which reduces the number of results to 8 (at the time of writing this). Or, just try to search only in “Document Titles” instead, and you get one single hit:
Searching within (PDF) documents
As stated most of the documents are in PDF format. So when you select a document from the search results it will typically download to you computer. Then when you open the downloaded file it will not automatically show you where in the document your keywords were found. You would need to open the find/search function in Acrobat Reader (or what ever program you use) and search within the document itself. Typically you do that with “control-F” on Windows and “command-F” on Mac OS.