Merge pull request #81 from NacreData/master

Update smart_links.rst

docs/topics/smart_links.rst

@@ -2,15 +2,15 @@
 Smart links
 ===========
 
+
 To configure: |Setup tab| |Right arrow| |Smart links button|
 
 To use: |Document icon| |Right arrow| |Smart links link|
 
 Smart links are usefull for navigation between documents.  They are rule
-based but don't created any organizational structure just show the documents
+based but don't create any organizational structure, just show the documents
 that match the rules as evaluated against the metadata of the currently
-displayed document.  They are global, the smart links are dependant
+displayed document.  
-on the current document the user is viewing.
 
 .. figure:: /_static/screenshots/smart_links_screenshot.png
    :alt: Smart links screenshot
@@ -19,6 +19,164 @@ on the current document the user is viewing.
    Screenshot of smart links in action.  The documents being shown are from the same
    permit file number as the current document being viewed by the user.
    Notice how the current document is also highlighted with a black border.
+   
+**Details**
+
+To create a Smart Link, a user with adequate permissions first clicks on the 
+"Settings" tab in the top menu, then click on the "Smart Links" button. The screen
+for creating a new (or editing an existing) Smart Link requires you to name the 
+Link and to ensure it is enabled if you wish to user it. Optionally, "Dynamic title"
+may be created. The Dynamic title is entended to contain references to attributes 
+of a document or it's metadata. Let's cover some simpler cases and come back to 
+dynamic references below. 
+
+*Static Links* 
+
+Smart links don't actually have to be overly smart. As a gentle introduction, lets
+create a simple "static" link which will show all the documents added in the year
+2014. We'll use the title "Added in 2014", leave the dynamic title empty, and ensure
+that "Enabled" is checked. 
+
+To have the link actually do something, we have to add one or more "condition". 
+Conditions are translated by the system into clauses in a query (search) of the 
+document database. There is a "Create condition" link in the right-bar of the Smart
+Link screen. For our simple case, the value of the "Inclusion" drop down does not 
+matter; we can leave it at the default "AND". For "Foreign document data" we will 
+enter:
+
+  document.date_added
+
+For "Operator" we will select "contains". 
+
+For "Expression" we will enter:
+
+  2014
+
+Underneath this field, "negated" should be unchecked and "enabled" should be checked. 
+Save the condition then go to the documents tab. Click on the filename of any file 
+listed there. Click on the "Smart link" tab under the submenu. A list of all 
+documents entered in 2014 (if any) should be shown. 
+
+There are a number of other document attributes which can be used in searches, with
+some important caveats: 
+
+* date_added: (discussed above)
+
+* comments: this is next to useless at present, since instead of searching through 
+  text of all comments you can instead search for the "id" of comments. 
+
+* description: enclose the text you want to search for in 'single' or "double" quotes.
+
+* document_type: can be used if Document Types have been defined and assigned to docs
+  as they have been uploaded. The search is performed against the "id" of the document_type 
+  and not against the textual description of the Document Type. This limitation,
+  however, is hidden if used in a dynamic link as demonstrated below. 
+  
+* documentcheckout: a meaningful query clause can be consructed by choosing this 
+  documnet attribute and testing if it "is equal to" 1 (for "true" or "is checked out")
+  or 0 (for "false" or "is not checked out")
+  
+* documentrenamecount: this attribute is reported by the system as available for 
+  searching but it's utility is not clear
+  
+* folderdocument: This attribute searches agains the "id" of the folder to which 
+  a document may have been added, not against the textual name of a folder and thus 
+  is useful primarily in dynamicly defined links (see below). 
+  
+* id: each document has a unique numeric id which can be used in searches
+
+* indexinstancenode: ??
+
+* metadata: ?? (see below) 
+
+* queuedocument: ??
+
+* recentdocument: this attibute appears to hold an integer (simple number like 1,2,3)
+  indicating the relative order in which documents were added to the system. This 
+  may be of some use for finding documents which were added before or after a given
+  document. 
+  
+* tagged_items: using this attribute by entering in an integer value appears to 
+  perform a search equivalent to "if document has at least one tag and this id number"
+  
+* tags: the "id" value of the corresponding tags are used. A tag will be matched if it
+  is alone or among several tags assigned to a document. 
+  
+* uuid: of little value, since these are by definition unique.
+
+* versions: ??
+
+
+You can also define Smart Links based on Metadata types and values which you have 
+defined. For this to work, it appears to be necessary to give the metadata type "Name" 
+(also known as "Internal name") which is all lowercase. The "Title" can be uppercase.
+
+For instance, if a metadata type is defined with these values:
+  Name: priority
+  Title: Priority
+  Default: 5
+  Lookup: (1,2,3,4,5,6,7,8,9,10)
+Then I can assign various documents different priorities and create a "Smart Link" 
+to find the high priority links by defining the condition as 
+  Inclusion: and 
+  Foreign document data: is greater or equal to
+  Expression: 5
+
+*Dynamic Smart Links*
+
+Links which are truly Smart are created by referencing the current value of the 
+document you are viewing and not a static value in at least one of the conditions.
+
+For instance, the last example above can be modified so that the Smart Link is:
+  Inclusion: and 
+  Foreign document data: is greater or equal to
+  Expression: metadata.priority
+  
+By including "metadata.priority" as the Expression instead of a static value, we 
+now have a Smart Link which will find all other documents with a Priority metadata
+value greater than or equal to the one we are viewing. 
+
+Here's an example by Mathias from the forums 
+(<https://groups.google.com/forum/#!topic/mayan-edms/nO5DFB1udhc>) which 
+demonstrates how to find other documents in the same project, if "project" has 
+been defined as a Metadata type. This example shows how to use the Dynamic Title 
+feature also.
+
+Title: Same project 
+Dynamic title: u'All documents of: %s' % getattr(metadata, 'project', 'None') 
+
+Condition: 
+Inclusion: and 
+Foreign document data: metadata.project 
+Operator: equal 
+Expression: metadata.project 
+
+The document attributes listed above which use the "id" value to do matching are
+more useful for dynamic than static conditions. For instance we can set both the
+foreign and current document Expressiong to "document.document_type" to get a 
+Smart Link to all other documents of the same Document Type as the current one. 
+
+*Combining Conditions*
+
+In theory we should be able to add multiple conditions and choose "and" or "or" 
+to define how they interact with the previous condition. There does not appear 
+to be a mechanism for defining parenthises to group conditions, but such subtleties
+are far beyond the current state of this funcitonality as even the simplest cases
+appear not to work. Defining to conditions, each of which yeild a set with 
+documents in common, and then combining them with "and" yeilds no documents at all.
+Switching to "or" returns the same documents multiple times. 
+
+*Tricky Smart Links*
+
+Advanced users can explore ways to use regular expressions in Smart Links. For 
+example, one might want easy access to documentation for software features not
+yet in production by using:
+
+Foreign document data: document.description
+Operator: is in regular expression (case insensitive)
+Expression: r'test|experimental|development'
+
+
 
 .. |Setup tab| image:: /_static/setup_tab.png
  :alt: Setup tab