If you’ve added metadata fields to your documents, rejoice: now you can search them!

I’ll set metadata on two documents for a quick demonstration:

Now, I can search these new fields by prepending [Field Name]: to the search:

Here are the subtle rules. Consider them an addendum to our previous search syntax blog post:

• Date:2015-11-08 will match all documents containing the phrase “2015-11-08” in the “Date” field (assuming you created a “Date” field).
• date:2015-11-08 will not match any documents in this example. (Field names are case-sensitive.)
• "Full Name":John Smith lets you specify a field name with spaces. (Field names with spaces or parentheses must be quoted.)
• Author:Adam H* will search for any phrase starting with “Adam H” in the “Author” field. (All usual search syntax works on metadata fields.)
• Be wary when your field names clash with Overview’s built-in names. text:Overview and title:Overview continue to search the actual documents’ texts and titles, not any “text” or “title” metadata fields you may have added. If you have a metadata field named “text“, you can force a metadata search by quoting the field name: for instance, "text":Overview.
• We search all metadata the same way we search document text: we ignore punctuation and we don’t allow comparisons such as, “search for all documents with a Date within the past year”.

1. Find names of places and companies

The Entities plugin will automatically find company names, place names (in multiple languages!), numbers, or just unusual words that aren’t in the dictionary. Like all plugins, it’s available under Add View.

Overview’s entity detection algorithms are designed to err on the side of including things that aren’t entities, rather than missing things which are — unlike normal NLP techniques which often miss 50% of entities. You can hit the little red X’s to remove junk from the list.

2. Make scanned PDFs searchable (OCR)

Overview will automatically OCR any PDF which doesn’t seem to have any text in it, such as scanned pages, using the open-source Tesseract engine. Scanned documents will be much slower to load — but you won’t be able to search them until you OCR them somewhere, so why not let Overview do it?

If you’d like to get OCR’d files out of Overview, you can simply export the documents after Overview has loaded them. You’ll get searchable PDFs back.

3. Customize the Word Cloud

You can use the delete tool to remove the words that aren’t adding anything. When you remove words, less common words are added to fill up the space. This way you can zero in on exactly what you want to investigate.

You can have more than one word cloud at a time, through the Add View menu. Press the Hidden Words button to unhide words.

4. The all-powerful Export

You can export all documents or just the result of the current search. For example, you could download only documents with the word “pizza” in them. And you can export either one document per file, or just the text (and any custom fields) as a CSV.

This means you can use Overview as a text extractor: upload random files, download a clean spreadsheet of the text. Or an OCR machine: upload random files, get searchable PDFs back.

5. Add custom data to each document

Overview now supports custom fields, or as we like to call it, document metadata.

You can add a field and set the value for all documents in a batch import.

Or you can edit the fields on one document at a time in the document viewer. If you add a field to one document, it will appear (initially blank) for all documents.

Or, if you load your documents via CSV, Overview will read in each extra column as a field.

Each field will be its own column when you export as a spreadsheet.

Now you can add custom fields to all documents at once while you’re importing. You can use this make some other notes about this batch of documents, such as tracking the source of each document in your set.

I’ll walk you through it.

Fields — or document metadata — are a great feature, and hopefully this makes them a little more useful.

We’ve added a new feature into Overview: Optical Character Recognition (OCR). That means you can upload scanned PDFs and Overview will automatically read the text from them.

Overview decides when to use OCR automatically, on every page that has fewer than 100 characters of searchable text. This will make your uploads a lot slower, but you will need to OCR them anyway before you can search them, and you can’t beat the convenience.

Overview uses Tesseract for OCR, because Tesseract is free. Sometimes Tesseract produces more garbage characters than other OCR engines, such as the one included in Adobe Acrobat Pro. If you’ve already OCR’d your documents using another program, Overview will just read the previously created text.

 

Overview has long had a fairly important (if little-used) feature: it can export all documents into a spreadsheet. Day one, we wrote the spreadsheet in “comma-separated values” (“CSV”) format.

Then we realized that Microsoft Excel couldn’t open all CSV files.

Day two, we implemented a separate export file type, just for Microsoft Excel. Here are the differences.

Continue reading How Overview handles pesky Microsoft Excel

Have you ever needed to extract the author or write notes for each document? Now you can, with fields.

The new “Fields” section sits in wait underneath each document. Click it, and you’ll be able to create fields and change their values.

You can create new fields directly in Overview, or import them as extra columns in your CSV (see: importing documents using a CSV file.)

All your fields will appear as new columns when you export a spreadsheet:

The “fields” feature is new. We know there’s plenty of pizzazz to add:

• Right now, we only support single-line text fields: no dates, numbers, geo-coordinates, or so forth. As a workaround, format your text values carefully (e.g., use YYYY-MM-DD for dates) so your spreadsheet program can grok them.
• Overview’s search feature doesn’t examine field values.
• You cannot create fields or write to fields using the API. (You can read field values with the API, though: they’re in document.metadata.)
• You can only set metadata on one document at a time.

We’re changing https://www.overviewproject.org to redirect to our new domain name, https://www.overviewdocs.com.

Why the change? Two reasons:

1. Overview isn’t just an experimental “project” any more. Overview is a go-to tool for doc-crunching.
2. Overview isn’t a non-profit “.org“. Overview Services Inc. is a commercial company. Don’t get us wrong — we’d love a donation as much as anybody. But our consulting work keeps the lights on.

How does this affect you, our user? Well … uh … the text in your browser’s URL field will shrink by three characters. That’s about it.

Our automatic redirects will kick in on today, Monday, July 13, 2015, around noon. Don’t worry: you won’t lose any of your work, even if you’re using Overview while we switch.

Update, July 13, 2015: all done.

Overview supports phrase searches, fuzzy searches, and booleans. Here’s what you can search for in the search box and the Multi-Search plugin:

• John Smith: All documents containing the phrase “John Smith“.  All the words, in order.
• Pizza~: All documents matching the word “Pizza” or similar words such as “Piazza” or “Pizzas“. (“~” after a single word means fuzzy search. It can find documents that contain typos.)
• John Smith AND Alice Smith: All documents containing both the phrase “John Smith” and the phrase “Alice Smith“. (“AND” means both phrases must appear.)
• John Smith OR Alice Smith: All documents containing either the phrase “John Smith” or the phrase “Alice Smith” Or both phrases. (“OR” means any phrase must appear.)
• John Smith AND NOT Alice Smith: All documents containing the phrase “John Smith” and not the phrase “Alice Smith“. (“NOT” means the phrase must not appear.)
• Alice AND NOT (Bob OR Carol): All documents containing the phrase “Alice” and neither the phrase “Bob” nor the phrase “Carol“. (Parentheses help organize complicated queries.)
• "John and Alice Smith": All documents containing the phrase “John and Alice Smith“. (Without quotation marks, it would have been interpreted as “(John) AND (Alice Smith)“. Quotation marks tell Overview to ignore operators such as AND, OR and NOT. You can use quotation marks or apostrophes.)
• John Smith~2: All documents matching the phrase “John Smith” or phrases with the words John and Smith at most 2 words apart, such as “John 'The Culprit' Smith“. (“~N” after a multi-word phrase means proximity search.)
• Smith*: All documents containing a word that begins with “Smith“, such as  “Smith“, “Smithy” or “Smithsonian“. (“*” after a phrase means prefix search.)
• title:John Smith: All documents containing the phrase “John Smith” in their titles. The other way around is text:John Smith. By default, Overview searches both the title and the text.

In the coming months, we’ll be sitting with users to see how this new query language works for them. If you have any feedback about a particular query, please use the “Talk to Us” link at the top of Overview.

Starting today Overview has two new plugins pre-installed on overviewproject.org. You can access both through the Add View menu.

WordCloud is just that. You can click on a word to select all documents containing that word.

Multisearch looks for many search terms in all documents at once.

You can add items one by one, or click Edit entire list as text to paste in lots of search terms at once. After you’ve added a search you can edit the query by clicking the Edit link to the right. In this example, the search named “environmental” actually searches for “environmental OR environment”. You can also do fuzzy searches by adding a ~ (tilde) to the end of the query, like “Obama~” which can be incredibly useful for searching through documents that have been poorly scanned and OCRd. Multisearch supports the same advanced query syntax as Overview’s regular search.

Both of these plugins were written using Overview’s new plugin development API, and you can write your own!

Previously, Overview could only read PDF files. (You can also import all documents in a single CSV file, or import a project from DocumentCloud.)

Starting today, you can directly upload documents in a wide variety of file formats. Simply add the files — or entire folders — using the usual file upload page.

Note that the “Add all files in a folder” button is only available when you are using the Google Chrome browser, due to limitations in browser support for this feature.

Overview will automatically detect the file type and extract the text. Your document will be displayed as a PDF in your browser when you view it. Overview supports a wide variety of formats, including:

• PDF
• HTML
• Microsoft Word (.doc and .docx)
• Microsoft PowerPoint (.ppt and .pptx)
• plain text, and also rich text (.rtf)

For a full list, see the file formats that LibreOffice can read.