just-docs


Table of Contents

1. Welcome
2. System requirements
3. Install
4. Uninstall
5. Folder Structure
6. Store
7. Starting and Stopping Server
8. Log Files
9. Access just-docs Server from a Web Browser
10. Log in
11. Change Password
12. Periodic Maintenance
13. Auto backup
14. Rebuild Index
15. New Document
16. Multiple Documents
17. Edit Document
18. List Documents
19. Search Document
20. Delete Document
21. Download Document
22. File Formats
23. License
Index

Chapter 1. Welcome

We thank you for your interest in our Product just-docs. just-docs helps one to store Documents in a central place, share and quickly search through the content of Enterprise Documents (Microsoft Office Documents, PDF Documents and etc.). just-docs is a Web browser-based Software application and it includes both Server and Client Programs.

just-docs recognizes many file formats. just-docs parses supported file formats, extracts English text and indexes them for quick retrieval.

just-docs supports various types of searches like Simple search, Term search, Phrase search, Fuzzy search, Proximity search, searches with Boolean operators and searches with Grouping.

just-docs is available as both single-user and multi-user editions.

Few use cases for just-docs:

  • Store and search quotations with specific products.

  • Store and search Documents with specific contractual terms.

  • Store and search support history of Customers.

  • Store and search Resumes - Recruitment firms.

  • Store and search Product manuals and User guides provided in PDF format.

  • Store and search Technical articles, dissertations and etc.

  • Educational institutions: Manage Student history.

  • Archive E-Mails (.eml files) and search.

  • ... and many, many more ...

[Note]Note

This version of just-docs cannot extract text from image files.

Chapter 2. System requirements

[Caution]64 bit Platform is required.

Server Hardware

  • Memory: 256MB must be available to the Program on no load. Minimum of 8GB System RAM is recommended.

  • SSD is recommended.

  • Disk Space: 275MB is required to install the Program.

  • Disk Space (Program Data): (Total size of Files attached to Documents) x 1.4.

  • Multi core processor. Minimum of 4 cores is recommended.

Server OS

  • Windows: Windows 10 (8u51 and above), Windows 8.x (Desktop), Windows 7 SP1, Windows Vista SP2, Windows Server 2008 R2 SP1, Windows Server 2012 R2.

  • Linux: Ubuntu Linux 12.04 LTS, 13.x, 14.x (8u25 and above), 15.04 (8u45 and above), 15.10 (8u65 and above), Red Hat Enterprise Linux 7.x (8u20 and above), Suse Linux Enterprise Server 10 SP2+, 11.x, 12.x (8u31 and above).

Database

  • just-docs Server is bundled with Apache Derby Database . just-docs Server can be configured to work with other Databases like PostgreSQL, MySQL and etc.

Client/ Web Browser

  • Google Chrome v71 and Mozilla Firefox v64.

  • High speed connectivity between Client and Server.

[Warning]Unsupported Web Browsers

Microsoft Internet Explorer Edge 12, 11, 10 and older browsers are not supported.

Chapter 3. Install

  • Installation of just-docs Server is just extracting a zip File. Extract just-docs-1.0.0-win64.zip to a folder of your choice. Let us call this folder as <extraction-folder>.

  • Installation of Windows Services (Optional). This step is optional since just-docs Server can be started and stopped from command line. See section Starting and Stopping Server.

    [Caution]Installation and un-installation of Windows Service requires Administrative privileges.

    Locate file install-just-docs-windows-service.exe under <extraction-folder>/just-docs and follow the Wizard as shown.

    Windows Service named just-docs will be installed and started upon completion.

Post Installation

Browse README.html located under <extraction-folder>/just-docs.

Chapter 4. Uninstall

  • If installed, uninstall Windows Services

    [Caution]Installation and un-installation of Windows Service requires Administrative privileges.

    Locate file uninstall-just-docs-windows-service.exe under <installation-folder>/just-docs

    and follow the Wizard as shown. Windows Service named just-docs will be stopped and removed upon completion.

    [Note]Note

    Uninstalling Windows Service does not uninstall just-docs Server.

  • Uninstall just-docs Server: Stop just-docs Server if it is running. Delete <extraction-folder> folder. <extraction-folder> is the folder to which you extracted just-docs-1.0.0-win64.zip during installation.

Chapter 5. Folder Structure

[Note]Note

<installation-folder> is <extraction-folder>/just-docs . <extraction-folder> is the folder to which you extracted just-docs-1.0.0-win64.zip during installation.

just-docs Server is spread across three Folders: java, misc and server - all are under just-docs <installation-folder> .

  • There are few Folders that an Administrator has to be aware of: backup , logs and watch folders. All of them are under <installation-folder>/server folder.

  • just-docs takes regular backup of its online Database and stores them under backup folder. backup folder is located at <installation-folder>/server/backup . See Auto Backup section for more details.

  • Log folder contains application logs. logs folder is located at <installation-folder>/server/logs .

  • watch folder is required to change password in just-docs Single User Edition and rebuilding index. watch folder is located at <installation-folder>/server/watch .

Chapter 6. Store

just-docs saves Program Data in stores. just-docs automatically creates the default-store when it starts and will be located at

<installation-folder>/server/default-store - The Store Folder.

A Store can be configured to point to a different Location too.

A store contains three folders: db, files and index.

  • just-docs Database is under db folder.

  • Files attached to Documents are in files folder.

  • Indices are in index folder.

[Note]Note

Although there may be multiple stores, a running just-docs Server instance is attached to only one Store.

[Caution]Store Sharing

Multiple just-docs Server instances sharing the same Store may result in data corruption.

Chapter 7. Starting and Stopping Server

[Warning]

Start and stop just-docs Server either through Windows Service or from command line. Never mix start/ stop methods. Example: If you started just-docs Server on command line, stop it by command line.

[Warning]

Always stop just-docs Server gracefully. Never stop just-docs Server abruptly. Abruptly terminating just-docs Server may lead to data corruption.

[Note]Note

just-docs Server listens on the default port of 55555 (Five 5s).

Start just-docs Server from command line

Execute start.bat from command line. start.bat can be found under <installation-folder>.

Stop just-docs Server from command line

Execute stop.bat from command line. stop.bat can be found under <installation-folder> .

Start and stop just-docs Windows Service

Start and stop just-docs Windows Service from Managment Console (services.msc)

[Note]Note

Starting and stopping just-docs Server with Windows Service is available only if you installed just-docs Windows Service.

Chapter 8. Log Files

just-docs generates various Log files while it starts and serves requests. They may be found under <installation-folder>/server/logs folder.

Log files named just-docs-logs.<XYZ>.txt are the important ones.

Chapter 9. Access just-docs Server from a Web Browser

In a supported Web Browser, access just-docs by navigating to the URL as shown.

[Note]Note
  • URL may be different in your case. Please consult your Administrator.

  • Default port is 55555 (Five 5s).

[Warning]Usage

Please do not use Web Browser's Refresh and Back/ Forward buttons.

Chapter 10. Log in

After you have accessed just-docs home page, you are presented a form to log in as shown. Type administrator for both Login Name and Password. Click Login Button.

[Note]Note
  • Password may be different in your case. Please consult your Administrator.

  • administrator is the default Login Name and Password. It is administrator (All lower case characters).

Chapter 11. Change Password

[Caution]Applies to just-docs Single User Edition only.

Create a file with password as its content and save it as pwd.txt in watch folder. watch folder location is <installation-folder>/server/watch.

[Note]Note
  • Password must be between 6 and 15 characters.

  • Multi User Edition has a dedicated UI to change the password.

Chapter 12. Periodic Maintenance

  • Archive and delete log files under <installation-folder>/server/logs .

  • Examine and delete files under parser.tempdir directory. When just-docs Server starts, it prints the absolute path of parser.tempdir to the log file.

  • Delete files and folders under <installation-folder>/server/work . You will have to stop just-docs Server to delete files.

  • Stop just-docs Server and copy the contents of store to a different location. Absolute path of store location is printed to the log file when just-docs Server starts.

    If you are using the default Apache Derby Database and have enabled auto back up feature, stop just-docs Server and copy the contents of backup folder to a different location. Absolute path of backup location is printed to the log file when just-docs Server starts.

Chapter 13. Auto backup

just-docs is configured to automatically backup online database to backup folder. backup folder location is <installation-folder>/server/backup.

[Note]Note
[Caution]Auto backup alone is insufficient.

Auto backup feature takes backup of the online Database. Other than the Database, just-docs stores files attached to Documents and the associated indices. It is important to take regular backup of these artifacts manually.

See 'Periodic Maintenance' and 'Store' sections for additional details.

Chapter 14. Rebuild Index

Sometimes it may be necessary to rebuild the index of all the files stored under just-docs.

  • Stop just-docs Server if running.

  • Locate index Folder under Store and delete all the files under it. Location of default index folder is <installation-folder>/server/default-store/index

  • Create and save a file named index.txt in watch folder - File content of index.txt does not matter.

  • Start just-docs Server **immediately** and examine the log file.

Chapter 15. New Document

Access the New Document Form by clicking on New/ Edit Document . Fill Additional Description , if any. Select a File and Click Save Document .

[Note]Note
  • Ref. # (Document Reference Number): Must be unique if provided. System will attempt to generate one if not provided.

  • System will assign File name as Title if left blank.

  • Content of Additional Description participates in content search. That is, content of Additional Description will be indexed along with the File content and shows up when Searched.

  • Click Notes (Not shown in the Picture) for File size limit.

  • Please ignore Space (not shown in the picture) property in just-docs Single User edition.

  • Allow duplicate Files (not shown in the picture): Uncheck this to save unique Files in just-docs. Uniqueness is tested by comparing File name and size.

[Important]Important
  • When a New Document is saved, it will not be immediately searchable for its content since the Document is just saved and scheduled for indexing. An indexing scheduler in just-docs Server runs indexing tasks periodically. By default the indexing scheduler picks upto 4 Documents for indexing every 10 minutes. Once a Document is indexed without errors, it will be available for content search.

  • Newly saved Documents will immediately appear under List though.

  • Document List Item shows indexing status of a Document as well. See List Documents section.

Chapter 16. Multiple Documents

Use just-docs Multiple Documents feature to save more than one Document at a time. Once a Document is saved, users may choose to update Document properties like Additional Description. Click hyperlined File to edit.

Click Multiple Documents link. Choose Files or drag and drop multiple files and click start.

[Note]Note
  • Please ignore Space property in just-docs Single User edition.

  • Allow duplicate Files: Uncheck this to save unique Files in just-docs. Uniqueness is tested by comparing File name and size.

[Important]Important
  • When a New Document is saved, it will not be immediately searchable for its content since the Document is just saved and scheduled for indexing. An indexing scheduler in just-docs Server runs indexing tasks periodically. By default the indexing scheduler picks upto 4 Documents for indexing every 10 minutes. Once a Document is indexed without errors, it will be available for content search.

  • Newly saved Documents will immediately appear under List though.

  • Document List Item shows indexing status of a Document as well. See List Documents section.

Chapter 17. Edit Document

Once a Document is listed with List or Search , it may be edited. Click on Edit to load the Document in Edit Document Form .

Edit Document Form will show up. Make changes to the Document and click Save Document .

[Note]Note
  • When Lock Editor is checked, Documents will not be loaded for editing.

  • Please ignore Space (not shown in the picture) property in just-docs Single User edition.

  • Allow duplicate Files (not shown in the picture): Uncheck this to save unique Files in just-docs. Uniqueness is tested by comparing File name and size.

[Important]Important
  • If you changed the File and/ or the content of Additional Description , Document will not be immediately searchable for new content since the Document is just edited, saved and scheduled for indexing. An indexing scheduler in just-docs Server runs indexing tasks periodically. By default the indexing scheduler picks upto 4 Documents for indexing every 10 minutes. Once a Document is indexed without errors, it will be available for content search.

  • Newly edited and saved Documents will immediately appear under List though.

  • List item shows indexing status of a Document as well.

Chapter 18. List Documents

Click List and access options to list Documents. There are many ways to list Documents. Examples:

  • To list recently saved Documents, click Recent Link.

  • To list all indexed Documents, click Indexed Link.

  • To list Documents whose title starts with alphabet A , select Title from the drop down and click on Link A . Similarly, to list Documents whose reference number starts with B , select Ref. # from drop down and click on Link B .

  • To list Documents with indexing errors, click on Link Indexing Error. Button.

    [Note]Note
    Try to remedy an indexing error by re-indexing the Document. If it still fails replace the File. Edit Document to replace the File.

To list Documents whose title starts with In , select Title from the drop down, type In into the Text box and click List Button.

Chapter 19. Search Document

Access content search form as shown.

Examples:

  • Type one or more words and click Search Button.

  • Type a keyword with * (multiple character wild card), check Raw Query and click Search Button. Example: Searching Budd* lists Documents containing Buddha, Buddhism , Buddhist and so on.

    Single character wild card ? can also be used.

    [Note]Note

    One cannot use * or ? character as the first character of search word with Raw Query checked. Example: *ndia is not permitted with Raw Query checked.

  • To search Documents containing exact sequence of words, enclose search words within double quotes. Example: "megalithic monuments dating" and click Search Button.

  • Fuzzy search: Type bring~ , check Raw Query and click Search . Documents containing words bring or spring are listed.

    Similarly a fuzzy search of book ( book~ + Raw Query checked) will list Documents containing words book or look are listed.

  • Proximity search: Type "India Bangalore"~11 , check Raw Query and click Search . Documents containing words India and Bangalore and separated by 11 words are listed.

  • Searching with Boolean operators

    • Type "Bangalore" AND "India" , check Raw Query and click Search Button. Documents containing both India and Bangalore are listed.

    • Type "Bangalore" OR "India" , check Raw Query and click Search Button. Documents containing either India or Bangalore are listed.

    • Type +India Bangalore , check Raw Query and click Search Button. Documents containing India and optionally containing Bangalore are listed.

    • Type "West India" NOT "West Indies" , check Raw Query and click Search Button. Documents containing West India and not containing West Indies are listed.

      [Note]Note

      Phrase NOT "West Indies" alone is not permitted. There must be a string like "West India" before NOT .

    • Grouping: Type (Nepal OR "Sri Lanka") AND India , check Raw Query and click Search Button. Documents containing India and containing either Nepal or Sri Lanka are listed.

[Note]Special characters

+ - && || ! ( ) { } [ ] ^ " ~ * ? : \ are special characters in Raw queries. To use any of these special characters in search, it must be escaped with a \ character.

To escape ~ use \~

To escape \ use \\

[Note]Simple usage

For non-raw queries, just-docs automatically escapes the above said special characters but for a special case: when a search phrase is enclosed between double quotes then the beginning and ending double quotes are not escaped.

Non-raw query special characters examples:

just-docs transforms Ind* as Ind\*

just-docs transforms Hello~ as Hello\~

just-docs transforms ^pring as \^pring

just-docs transforms "Buenos *res" as "Buenos \*res"

just-docs transforms "32" Hall Curtain" as "32\" Hall Curtain"

[Note]Note

Search Documents by Title, File name and reference number using List. They cannot be searched in File content.

Chapter 20. Delete Document

Locate a Document by either listing or searching it. Click x as shown.

[Note]Note

Documents are not removed immediately from just-docs upon deletion. Instead Documents are marked for deletion. A Document deletion scheduler in just-docs Server runs periodically and removes Documents marked for deletion.

Documents marked for deletion can be restored if desired. Click Restore as shown.

Chapter 21. Download Document

Locate a Document by either listing or searching it. Click Download as shown.

[Note]Note

If you make changes to the downloaded File on your local System, you'll have to Edit Document in just-doc and replace the old File. See Edit Document section.

Chapter 22. File Formats

just-docs recognizes many file formats. just-docs parses supported file formats, extracts English text and indexes them for quick retrieval.

Few of the supported File formats are listed below.

  • HTML

  • XML

  • Microsoft Office document formats. (MS Word, MS Excel, MS Power Point)

  • Portable Document Format (PDF)

  • Open Document File Formats. (Documents created with Open Office, Libre Office and etc.)

  • Rich Text Format

  • Compression and packaging formats. .zip, .tar

Chapter 23. License

LICENSE AGREEMENT

Important: Read before proceeding: By clicking on "Next," electronically downloading, copying, installing, or otherwise using 'just-docs' Software, you agree to be bound by the terms of this Agreement. If you do not agree to the terms of this Agreement, do not click "Next," download, copy, install, or otherwise use 'just-docs' Software. 'just-docs' software is designed, developed and owned by 'EllipSys', Bengaluru, India and is protected by copyright laws and international treaties.

Third party libraries and Software used by just-docs are governed by respective Licensing terms.

DEFINITIONS

"Licensor" is 'EllipSys', a software development firm based out of Bengaluru, India, the owner of 'just-docs' Software, in all forms and all copies thereof, including, without limitation, any and all world-wide copyrights, patents, trade secrets, trademarks and other proprietary and confidential information rights of any kind. "Software" means the computer files required to execute 'just-docs' and the associated documentation. "License" means this License Agreement. "Licensee" means the individual or business entity that has purchased a license to use the Software under the terms contained in this license. "Computer" is the single Computer system on which Licensee is licensed to use this Software.

LICENSE

The Software is licensed and not sold. Licensor grants Licensee a non-exclusive right to install and use one copy of the Software on a single computer at a single location and using such single computer in accordance with the terms of this License. In the event Licensee violates any of the provisions of this License, Licensor may immediately terminate this License and Licensee agrees to destroy all existing copies of the Software after receiving notice of Licensor's termination of this License. Licensee agrees to comply with the terms and conditions of this License and agrees to take all necessary steps to protect Licensee's Software from theft or use contrary to the terms of this License. Licensee agrees NOT to disassemble, decompile, decrypt or otherwise reverse engineer the Software. Unless earlier terminated by Licensor in accordance with this Agreement, this License shall be deemed effective from the date Licensee installs the Software and shall be valid only so long as Licensee uses or possesses the Software.

COPYING

Licensee agrees to make no more than three (3) copies of the Software for backup purposes only and to keep the original and backup copies in the possession or direct control of Licensee.

TRANSFER

Licensee SHALL NOT rent, lease, transfer, network, reproduce, display, or otherwise distribute the Software except as specifically provided in this License.

WARRANTY AND LIABILITY

Licensor has no control over the conditions under which Licensee uses the Software and does not and cannot warrant the performance or results that may be obtained by its use. The entire risk as to the suitability and performance of the program is with the Licensee. THERE ARE NO WARRANTIES, WHETHER EXPRESSED OR IMPLIED, INCLUDING, WITHOUT LIMITATION, ANY IMPLIED WARRANTIES OF MERCHANTABILITY AND FITNESS FOR A PARTICULAR PURPOSE. **IN NO EVENT SHALL NEITHER THE LICENSOR NOR THE OWNERS/ AUTHORS OF THIRD PARTY LIBRARIES BE LIABLE TO LICENSEE FOR ANY DAMAGES**, INCLUDING ANY LOST PROFITS, LOST SAVINGS OR OTHER INCIDENTAL OR CONSEQUENTIAL DAMAGES ARISING OUT OF THE USE OR INABILITY TO USE THIS SOFTWARE EVEN IF 'EllipSys' HAS BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES, OR FOR ANY CLAIM BY ANY OTHER PARTY.

Index

A

About, Welcome
Additional Description, New Document
Allow duplicate Files, New Document, Multiple Documents, Edit Document
Attachment, New Document, Edit Document
Auto backup, Auto backup

C

Change Password, Change Password
Content search
Boolean operators, Search Document
examples, Search Document
Fuzzy search, Search Document
not working, New Document, Multiple Documents, Edit Document
Phrase search, Search Document
Proximity search, Search Document
Raw query, Search Document
Special characters, Search Document
Term search, Search Document

D

database, Store
Default port, Access just-docs Server from a Web Browser
default-store, Store, Rebuild Index
Delete Document, Delete Document
Download Document, Download Document

F

File, New Document, Edit Document
files, Store
Folder Structure, Folder Structure

I

index, Store
index folder, Rebuild Index
Indexing error, List Documents
Indexing Status, Edit Document
Install, Install
Installation
Windows Service, Install
installation-folder, Folder Structure

L

License, License
List, New Document, Multiple Documents, Edit Document
List Documents, List Documents
Lock Editor, Edit Document
Log Files, Log Files
Log in
Default Login Name
Default Password, Log in
Login Name, Log in

M

Multiple Documents, Multiple Documents

N

New Document, New Document

P

Password, Log in
Periodic Maintenance, Periodic Maintenance
Post Installation, Install
Power point, File Formats
Program Data, Store

R

Rebuild Index, Rebuild Index
Restore Document, Delete Document

U

Uninstall
just-docs Server, Uninstall
Windows Service, Uninstall
Unique Files, New Document, Multiple Documents, Edit Document
Use cases, Welcome