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How to Manage the Library

This guide explains how to browse, search, and manage the document library in OntExtract.

Overview

The Library section (accessible via Library → Sources in the navigation) serves as the central hub for managing all uploaded content. It displays both:

  • Documents - Primary source materials for analysis (PDFs, text files, pasted content)
  • References - Canonical reference materials like dictionary entries and academic papers

Browsing Sources

Access the Library

  1. Click Library in the main navigation
  2. Select Sources from the dropdown

Filter by Type

Use the filter tabs at the top to show:

Tab Contents
All Both documents and references
Documents Primary source materials only
References Reference documents only

Library List View

Understanding the List View

Each source card displays:

  • Title - Document name (clickable to view details)
  • Type badge - Document or Reference
  • Version indicator - Current version number
  • Bibliographic metadata - Authors, publication date, journal, DOI (if available)
  • Content preview - Abstract or first few lines of content

Document Versions

OntExtract maintains version history for processed documents.

Viewing Version History

  1. If a document has multiple versions, click the X versions button on the card
  2. The version list expands showing:
  3. Version number
  4. Version type (Original, Processed)
  5. Creation timestamp

Version Types

Type Description
Original The initially uploaded document
Processed A derived version after processing (e.g., language extraction, segmentation)

Viewing Document Details

Click any document title or the View Latest button to see:

  • Full content or file preview
  • Complete bibliographic metadata
  • Temporal metadata (for historical documents)
  • Experiments using this document
  • Processing history and artifacts

Document Detail Sections

Section Information
Overview Title, type, word count, creation date
Metadata Authors, publication date, DOI, and other bibliographic fields
Content Full text or file download
Experiments List of experiments that include this document
Processing Operations performed and their results

Editing Documents

Edit Metadata

  1. Navigate to the document detail page
  2. Click Edit in the top-right
  3. Modify any metadata fields:
  4. Title
  5. Authors, Editor, Edition
  6. Publication date
  7. Journal, Publisher, Place
  8. DOI, ISBN, ISSN, URL
  9. Abstract, Notes
  10. Click Save Changes

What Can Be Edited

  • All bibliographic metadata fields
  • Document title
  • Notes and abstract

What Cannot Be Edited

  • Original file content (upload a new version instead)
  • Processing results (re-run processing)
  • Creation date and user ownership

Deleting Documents

Delete a Single Document

  1. Navigate to the document detail page
  2. Click the menu button (three dots) in the top-right
  3. Select Delete
  4. Confirm the deletion

Note: Documents that are part of experiments cannot be deleted directly. Remove them from experiments first, or delete the experiment.

Delete All Versions

If a document has multiple versions (original + processed):

  1. Navigate to any version's detail page
  2. Click the menu button (three dots) in the top-right
  3. Select Delete All Versions
  4. Confirm to remove all versions of this document family

This option only appears when a document has multiple versions.

Delete All Documents (Admin Only)

Administrators can delete all documents at once:

  1. Go to Library → Sources
  2. Click Delete All Documents
  3. Type DELETE ALL to confirm
  4. Click Delete Everything

Warning: This removes all documents, files, processing results, and experiment relationships. This action cannot be undone.

Uploading New Documents

From the Library view, click Upload Document to add new sources.

See Upload Documents for detailed instructions.

Tips for Library Management

Organization

  • Use consistent naming conventions for document titles
  • Fill in bibliographic metadata for better searchability
  • Add notes to documents explaining their significance

Best Practices

  • Delete test documents after experimentation
  • Keep original versions for reference
  • Use the type filter to focus on documents or references as needed

Performance

  • The library paginates automatically (10 items per page)
  • Large libraries may take a moment to load
  • Use filters to narrow down search results