STN Easy for Intranets FAQ

Close this Window

Help Table of Contents


 

I. ADMINISTRATIVE FUNCTIONS

General Questions

What is STN Easy for Intranets?
STN Easy for Intranets allows you, as Site Administrator, to provide end-users with a customized STN Easy search experience. End-users can utilize all or any of STN Easy search modes and access over 90 sci-tech databases directly from your organization's corporate intranet. You may also define a customized search environment for different Workgroups within your organization.
What are the duties of the Site Administrator?
The Site Administrator is the key contact at an organization. They are responsible for setting up and maintaining STN Easy for Intranets customizations. They can also bring their expertise to the corporate intranet by offering value-added services to end users such as setting up current-awareness alerts and providing predefined searches. You should also designate a second person as a back-up.
How secure is STN Easy for Intranets?
Because IP Address Authorization (IPAA) is required, only users specified by the Site Administrator can search STN Easy for Intranets.
How can I support several user groups?
To support several user groups, you may create a customized search environment for different Workgroups within your organization.
What languages are supported?

STN Easy for Intranets is presented in the language specified by the administrator in the Preferences section of the Setup Assistant. However, the Setup Assistant is currently available in English only.

What things can I customize?

You, as Site Administrator, can customize the following to blend with your organization's intranet:

In addition, you may also create separate STN Easy for Intranets pages for workgroups. For more information, refer to Using STN Easy for Intranets with Workgroups.

Getting Started

How do I get started?

First, you need to set up your account for IP address authorization (IPAA). To do so, fax the IPAA / STN Easy for Intranets form to your STN Customer Service. You will be notified when this setup is complete.
What do I do next?
After you are set up for IPAA, log on to STN Easy with your special Site Administrator login ID and click Setup Assistant on the navigation frame. Click Initial Setup under Intranets. The interface leads you ste-by-step through all applicable entry pages for setting up an STN Easy Intranet for your users.

Please note: STN-Karlsruhe customers can also access the STN Easy for Intranets Setup Assistant via the STN Site Administration Tools.

IP Address Authorization

Why is IPAA required for STN Easy for Intranets?

IP Address Authorization (IPAA) eliminates the need for multiple login IDs and passwords. It allows your users to be recognized as STN Easy for Intranets users, who are seamlessly connected without login IDs. It also affords a level of security, because only IP authorized users may access STN Easy for Intranets.

How do I get the correct IP address for my PC and the PCs of my users?

When you sign up for IPAA, you are asked to provide the IP addresses of all users and the Site Administrator's PC. Contact your system administrator to determine the IP addresses for the PCs. You may also use the Browser test. Visit the IP verification page (STN-C customers) or the IP-Address Checker (STN-Karlsruhe) to verify what IP address comes across to your STN Service Center.

What if our organization uses a proxy server or firewall?

There are several things to consider when all users are behind the same proxy server or firewall (i.e., have the same IP address):

Please contact your network-administrator for any question about your network-architecture and how to support access to STN Easy for Intranets.

Gathering Input

How can I gather input from users?

An Intranet Requirements request form is available to help you consolidate your users' needs. For example, you can use this form to collect input for links and database categories that users find helpful.

Colors, Links, Logos, and Welcome Text

Can I use other colors?
Only colors displayed in the color palate are available. To simplify the Intranet setup process, the palate is limited to web-safe colors. You may select from the color palate or use the default colors.
Can I add web links to our page?
With the Setup Assistant, you can add up to six customized web links. For example, you may want a link to your corporate home page, trade associations, or the administrator's e-mail address. These links are by default available in the STN Easy for Intranets navigation frame and can also be displayed on the end user logoff page, if desired. Users can also link to additional sci/tech information from the Display page via:
How do I add a corporate logo?
The Setup Assistant allows you to insert a URL for your corporate logo. This URL must reside on a public-accessible web server. An example and instructions are provided in the Setup Assistant.
What if our logo doesn't fit?
The maximum size for a customized logo is 175 x 175 pixels. If your logo needs to be reduced to fit, you may wish to consult your graphics expert.
Can I offer my end users a customized welcome text?

You can provide a customized welcome text or message, e.g. news, specific helps or instructions. This text can consist of up to 4000 characters and can be entered manually, by means of "Copy and Paste" or via upload as an ASCII file.

Please note: We recommend using a customized welcome text if no search modes are enabled for the end users.

Categories and Databases

Can I customize existing STN Easy Categories?
STN Easy for Intranets allows you to set up existing STN Easy categories and/or create your own custom categories.
You may not use an existing STN Easy category name to name a custom category. However, you may use a variation of the name, e.g., add a number or letter to the name.
Does STN Easy for Intranets offer access to subscriber-only databases?
Yes, if your site holds a valid subscription agreement with the file producer, subscriber-only files can be offered from STN Easy for Intranets. You must provide written documentation of your subscription to your STN Customer Service by means of a special form. You will be notified of the subscriber database availability. At that time you may include the database(s) from STN Easy for Intranets database list in any custom category.

Enabling/Disabling Search Modes

Can I customize the offering of search modes according to my end users needs?

You can offer your end users all search modes available in STN Easy (Easy, Advanced, CAS Number, and Patent Lookup Search) or any combination of these. The selected modes are then made available to the end user as links on the navigation frame. You can also define which search mode is the default.

You may also prevent your end users from conducting any of their own STN Easy searches. The STN Easy for Intranets end users will still be able to use Defined Searches and to view Alerts and Posted Results.

Customizing or disabling of searching is done on the Site Administrator Preferences page of the Setup Assistant. Click Setup Assistant under STN Easy for Intranets on the navigation frame. If you have already created an STN Easy for Intranets page, a list of options for modifying the page is displayed under Modify Setup. Click Site Admin. Preferences.

Note: The Easy Search mode is restricted to the STN Easy General Science category and the CAS Number Search mode is restricted to the Registry database. If you enable either or both of these search modes, the corresponding databases are made available in these search modes, even if you have not selected or defined any categories which include them.

Tracking Usage with Charge Back Codes

As a Site Administrator, you can control the use of charge back codes for your company's end user community. The usage by Charge Back Codes will appear on your monthly invoice (itemized billing).

On the Charge Back Codes page of the Intranet Setup Assistant, you may choose from these four options: "Do not allow users to enter a charge back code", "Require users to enter a charge back code but do not provide a list", "Require users to select a charge back code from a list", and "Require users to enter a charge back code and validate against a list".

If you have set up a Workgroup, you may also provide the option of using the workgroup name as a Charge Back Code. Click Setup Assistant under STN Easy for Intranets on the navigation frame. Click Modify Workgroups and the Workgroup name under Workgroups. Click Administration to go to the Workgroup Administration page. Under Use Intranet Setup for, deselect Charge Back Codes and click Save on the Workgroup Administration page. Click Modify Workgroups and the Workgroup name on the navigation frame. Click Charge Back Codes. On the Charge Back Codes page for the Workgroup, choose the option "Use the workgroup name as a Charge Back Code." If you need to provide the option of using the workgroup name as a Charge Back Code while creating a new workgroup, start this procedure by clicking New Workgroup under STN Easy for Intranets.

All charge back code interaction for the end users takes place on the search page. If you have chosen not to allow charge back codes, or, if a workgroup code is used as a charge back code, there is no charge back code-related interaction. If you have chosen to require charge back codes (with or without validation against a list), the search page includes an entry box for the charge back code value; the end user is required to enter a value. If you have chosen to require users to select a charge back code from a list, that list is displayed as a pull-down list and the end user must select one entry from the list. If your list has only one entry, that entry's value is used and the list is not displayed to the end user.

If you choose the list options, continue with the list definition section to enter the charge back codes. You have three options for entering charge back codes: type them, use the Cut and Paste functions, or upload from an ASCII file. The entries must consist of one or more values, each on a separate line (i.e. separated by new-line characters). A charge back code may consist of up to 50 characters and must not include any special characters. There is no limit on the number of charge back codes.

Can Charge Back Codes entered by end users be validated against an authority list?

Yes, the option "Require users to enter a charge back code and validate against a list" gives you the ability to supply a list that is not displayed to the end user but rather is used as an authority list to validate entered charge back codes. An entry box for a charge back code will appear on the end user page; the end user will be required to enter a value in this box. This entered value must match one in your list before searching can be performed.

Please note: differences in case, as well as leading and trailing blanks, are disregarded in comparing the charge back code entered by the user with those in the list. Embedded blanks are considered significant.

Can a single Charge Back Code value be assigned to all searches my end users perform?
Yes, if you choose to have the users select from a list, and your list has only one entry, that single value will be used automatically.
Can I provide instructions to my users detailing how to use the Charge Back Codes?
Yes, a text entry box is available where you may provide any instructions for end users related to charge back codes. If you have supplied instructional text, a link to that text appears next to the charge back code entry box or the pull-down list. Clicking this link causes a pop-up window to display your text.

Disabling of Buying of Articles

As the administrator, you can disable users' access to the "Buy e-article" and "Buy paper copy" features within CAS Full Text Options. This cannot be done with the STN Easy for Intranets Setup Assistant. To do so, please contact Customer Service (STN-C Customers) or use our STN Site Administration Tool (STN-K Customers). By default, access to full text is enabled (except for Academic accounts).

Integration into your Corporate Intranet

How can end-users access my customized STN Easy for Intranets web page?

Please direct your end users to http://stneasy.cas.org/intranet (STN-Columbus customers) or http://stneasy.fiz-karlsruhe.de/intranet (STN-Karlsruhe customers) by putting a link on your corporate intranet. Please contact your intranet webmaster, if you are not sure about this.

Your end users will be subsequently connected to your customized STN Easy for Intranets page without having to enter their STN login IDs and passwords.

Previewing Your Intranet Page

To preview your Intranet page, click Preview Intranet Page on the navigation frame. To preview a Workgroup page, click Preview <Workgroup Name> Page under Workgroups.

Changing Initial Setup

How do I change the initial setup of our STN Easy for Intranets page?

You may easily make selective changes to the initial setup of your STN Easy for Intranets page. Follow the steps:

  1. Login as a Site Administrator.
  2. Click Setup Assistant from the navigation frame under STN Easy for Intranets.
  3. A list of options for modifying the setup is displayed under Modify Setup on the navigation frame.
  4. Select the option you want to modify and follow the directions for making modifications.
  5. Click Save once you are finished with modifying the option.
  6. Click Activate Setup on the navigation frame.
  7. Click Exit Setup Assistant on the navigation frame.

Using STN Easy for Intranets with Workgroups

How can STN Easy for Intranets be used with Workgroups?

An STN Easy for Intranets Site Administrator may use STN Easy for Intranets with workgroups to:

Note: Before any workgroup pages may be set up, your STN Easy for Intranets page has to be set up and activated first.

Workgroup pages are accessed by clicking the appropriate link to Workgroup Pages on the navigation frame of your STN Easy for Intranets site.

How are new workgroup pages set up and managed by a Site Administrator?


To set up a new workgroup page:

  1. login as a Site Administrator.
  2. Click Setup Assistant under STN Easy for Intranets on the navigation frame.
  3. Click New Workgroup under Workgroups on the navigation frame.
  4. The interface leads you step-by-step through all applicable entry pages for setting up a workgroup page.
  5. Click Activate Setup on the navigation frame, when you are finished with setting up a new workgroup page.
  6. Select Exit Setup Assistant on the navigation frame.

To modify a workgroup page:
  1. Click Setup Assistant under STN Easy for Intranets on the navigation frame.
  2. Click Modify Workgroups under Workgroups on the navigation frame.
  3. Select the name of the workgroup to be modified.
  4. Under the workgroup name, select the option to be modified.
  5. Follow the directions for modifying the selected page. Click the Save button to save the changes to the page.
  6. Click Activate Setup on the navigation frame, when you are finished with modifying the workgroup page.
  7. Click Exit Setup Assistant on the navigation frame.

To delete a workgroup page:

  1. Click Setup Assistant under STN Easy for Intranets on the navigation frame.
  2. Click Delete Workgroup under Workgroups on the navigation frame.
  3. Select the name or names of the workgroups to be deleted from the scrollable list. Click the Delete button.

Site Statistics

How can I get a report on usage of my STN Easy for Intranets site?

STN Easy for Intranets Site Statistics provides you with a report that shows what the user community is using within your STN Easy Intranet. Separate statistics are available for your Intranet page and for individual Workgroups. If you have several workgroups, a "cumulative" site report is produced. They are provided as HTML pages and as Excel-compatible export files.

To display the statistics, follow these steps:

  1. Login as a Site Administrator.
  2. Click Site Statistics under STN Easy for Intranets on the navigation frame.
  3. Click Full Site to display statistics for your Intranet site. This will provide a Full Site report. Click the name of a workgroup to display statistics for that workgroup only.
  4. Click Display in Browser to display the statistics data as HTML page. The statistics report is presented in a new browser window after you agreed to the terms and conditions. Click Spreadsheet to dowload an Excel-compatible export file. Click Continue to display the file within Microsoft Excel from which you may save it to a location of your choice. You must have Microsoft Excel installed on your computer to use this feature.

Site Statistics reports include data for the number of

The HTML page includes data for the following time ranges:

The Excel-compatible export file additionally includes the statistics for the preceding twelve months instead of only the previous month.

II. SHARING OF SEARCH STRATEGIES AND RESULTS

STN Easy for Intranets offers a number of ways in which Site Administrators can provide search assistance and search strategy expertise to end users, leaving more of their time to mission-critical work. The following options are available for delivery of search strategies and results to your STN Easy for Intranets or Workgroup page.
Current Awareness Searches (STN Alerts/SDIs)

 

How can a Site Administrator set up STN Alerts for Intranet or Workgroup Page Delivery?

As STN Easy for Intranets Site Administrator, you may set up alerts (current-awareness SDIs) in any of the over 200 STN files and have the results delivered to your STN Easy for Intranets site or one or more Workgroup pages. Anyone with access to your STN Easy for Intranets site or a Workgroup page will be able to view the results of the alerts that you have set up in this manner.

To set up alerts for delivery to your Intranet or Workgroup page, a Site Administrator needs to follow these steps:

Before you begin:

  1. Login as a Site Administrator.
  2. Click Setup Assistant under STN Easy for Intranets on the navigation frame.
  3. Click Links, Alerts, Posted Results under Intranets or Workgroups to access the Links, Alerts, and Posted Results page of the Intranet or the workgroup setup.
  4. Check the box Include link to Alerts, Posted Results on the Links, Alerts, and Posted Results page. Click Save.
  5. Click Activate Setup and logoff from STN Easy.

Online steps for setting up alerts:

  1. Login to STN on the Web or to STN.
  2. Create an answer set in one or more STN databases.
  3. Set up alerts with the SDI command, the SDI Assistant of STN on the Web, or the SDI Wizard of STN Express.
  4. To identify your STN alerts for delivery to your Intranet, include a unique, descriptive title for each alert in response to the prompt for Title. To direct the results to one or more workgroup pages, you must begin the title with WG: followed by the two-character codes for any workgroups that will have access to the results. Separate each workgroup code by a comma and end with a space. Enter your descriptive title after the space, for example, WG:AG,PH cancer vaccines, where "AG" and "PH" are the workgroup codes and "cancer vaccines" is the descriptive title for the alert results that will be posted on the workgroup pages. You may use up to 29 characters, including the workgroup codes and any blanks.
  5. You must specify email delivery.
  6. One of the email recipients must be an email address in the form of "xxxxxxx@stnalerts.org" where xxxxxxxx is the Site Administrator's STN login ID that identifies your STN Easy for Intranets site.

There is no limit on the number of alerts that you may create.

Standard pricing for all STN commands applies and the use of alert results is subject to the STN Information Keep and Share Program for purchasing the right to archive (keep) and redistribute (share) search results. Whether you are subject to the archive pricing, redistribute pricing, or both, depends on what you intend to do with the results. If you plan to make the results available to users electronically via STN Easy for Intranets, the results may be subject to archive pricing. However, if you intend to distribute a hard copy of the results within or after the 90 days during which the results can be archived electronically via STN Easy for Intranets, the information may be subject to redistribute pricing, or both.

How do users view STN Alert Results on the Intranet or Workgroup Page?

To view STN alert results, an STN Easy for Intranet user needs to follow these steps:

  1. Login to your STN Easy for Intranets site. If you need to access your Workgroup page, click its name on the navigation frame under Workgroups.
  2. Click the link to alerts and posted results that was defined by the Site Administrator.
  3. A list of titles for STN alerts and posted search results for the last 90 days is displayed. Click the desired title.
  4. A list of dates on which the results were produced is displayed. Posted results, labeled as Search Results, and alert results, labeled Alerts Results, with the same title are grouped together. Click the date for the results you want to view. Results are displayed as an HTML page, including graphics and any full-text links.

Use of alert results is subject to the STN Information Keep and Share Program for purchasing the right to archive (keep) and redistribute (share) search results. Whether you are subject to the archive pricing, redistribute pricing, or both, depends on what you intend to do with the results. If you plan to make the results available to users electronically via STN Easy for Intranets, the results may be subject to archive pricing. However, if you intend to distribute a hard copy of the results within or after the 90 days during which the results can be archived electronically via STN Easy for Intranets, the information may be subject to redistribute pricing, or both.

Predefined Searches

What are predefined searches?

There are three options:

1. Posted Results - provide a way for a Site Administrator to perform searches, in any of the STN files, with the full power of STN, and share the results on the STN Easy for Intranets site or Workgroup pages.

2. Defined Searches - allow a Site Administrator to completely define an STN Easy search which can then be executed, without any modification, from an STN Easy for Intranets site or Workgroup pages.

3. Saved Search Terms for Recall - allow a Site Administrator to define and save STN Easy search terms. The saved STN Easy search terms may be recalled from an STN Easy for Intranets site or Workgroup pages to conduct new searches or combine with other terms. Note that only Site Administrators are allowed to post results, set up Defined Searches, and save search terms for recall by their STN Easy for Intranets users.

How are Posted Results created, posted, and viewed on your Intranet or Workgroup page?

To create and post search results on an STN Easy for Intranets site or a Workgroup page, a Site Administrator needs to follow these steps:

Before you begin:

  1. Login as a Site Administrator.
  2. Click Setup Assistant under STN Easy for Intranets on the navigation frame.
  3. Click Links, Alerts, Posted Results under Intranets or Workgroups to access the Links, Alerts, and Posted Results page of the Intranet or the workgroup setup.
  4. Check the box Include link to Alerts, Posted Results on the Links, Alerts, and Posted Results page. Click Save.
  5. Click Activate Setup and logoff from STN Easy.

Online steps for posting search results:

  1. Login to STN on the Web or to STN.
  2. Create an answer set in one or more STN databases.
  3. Enter PRINT TITLE. Specify the L-number of the answer set you want to have available to your Intranets users. At the prompt for a title, enter a descriptive text that will help your Intranet users identify the posted results. To direct the results to a workgroup page, you must begin the title with WG: followed by the two-character codes for any workgroups that will have access to the results. Separate each workgroup code by a comma and end with a space. Enter your descriptive title after the space, for example, WG:AG,PH cancer vaccines, where "AG" and "PH" are the workgroup codes and "cancer vaccines" is the descriptive title for the search or alert results that will be posted on the workgroup pages. You may use up to 29 characters, including the workgroup codes and any blanks.
  4. You must specify email delivery. One of the email recipients must be an email address of the form "xxxxxxxxxxx@stnalerts.org" where xxxxxxxxxxx is your STN Easy for Intranets Site Administrator login ID.
To view search results on the STN Easy for Intranets site or a Workgroup page, a user needs to follow these steps:
    1. Login to your STN Easy for Intranets site. If you want to access your Workgroup page, click the name of your workgroup on the navigation frame under Workgroups.
    2. Click the link Alerts and Posted Results to view a list of titles for Alerts and Posted Results for the last 90 days.
    3. Click the title of the results you want to view.
    4. A list of dates on which the results were produced is displayed. Posted results, labeled as Search Results, and alert results, labeled Alert Results, with the same title are grouped together. Click the date for the results you want to view. Results are displayed as an HTML page, including graphics and any full-text links.
Use of results is subject to the STN Information Keep and Share Program for purchasing the right to archive (keep) and redistribute (share) search results. Whether you are subject to the archive pricing, redistribute pricing, or both, depends on what you intend to do with the results. If you plan to make the results available to users electronically via STN Easy for Intranets, the results may be subject to archive pricing. However, if you intend to distribute a hard copy of the results within or after the 90 days during which the results can be archived electronically via STN Easy for Intranets, the information may be subject to redistribute pricing, or both.
How are Defined Searches created and used on the Intranet or Workgroup page?
To create and save a Defined Search using STN Easy, a Site Administrator needs to follow these steps:
    1. Login to STN Easy using the Site Administrator login ID.
    2. Using any STN Easy search mode (Easy Search, Advanced Search, CAS Number Search or Patent Lookup), conduct a search that yields the desired results.
    3. Click the Save button on the Results Page.
    4. A dialog box is displayed. Enter the name to be used in identifying the Defined Search.
    5. Check the box to save terms for STN Easy for Intranets. Select availability of the Defined Search to the Base Intranet or one or more Workgroups by selecting the items from a scrollable list.
    6. Check the box Save as Defined Search.

All of the category and database information used in your search strategy, as well as search preferences involving abbreviations and plurals in effect at the time of the administrator's search, are stored as part of the Defined Search. A Site Administrator may wish to use a customized category defined for the site. To activate the site's category definitions in place of the STN Easy category definitions for the remainder of your current STN Easy session, click Use Site Categories under STN Easy for Intranets on the STN Easy navigation frame.

To use Defined Searches, an STN Easy for Intranets user needs to follow these steps:

    1. Login to the STN Easy for Intranets site. If needed, access your STN Easy for Intranets workgroup page.
    2. Click Defined Searches on the navigation frame. This link is not displayed if defined searches have not been created .
    3. A page is subsequently displayed listing all of the defined searches that are available. To view the details of a search, select a search from the list and click Show Details. To conduct a search, select a Defined Search from the list and click Search.
How are Search Terms saved and recalled on the Intranet or Workgroup page?
To save STN Easy search terms, a Site Administrator needs to follow these steps:
    1. Login to STN Easy using the Site Administrator login ID.
    2. Using any STN Easy search mode (Easy Search, Advanced Search, CAS Number Search, or Patent Lookup), conduct a search that yields the desired results.
    3. Click the Save button on the Results Page.
    4. A dialog box is displayed. Enter the name to be used in identifying the search terms.
    5. Check the box to save terms for STN Easy for Intranets. Select availability of the Search Terms to the Base Intranet or one or more Workgroups by selecting from a scrollable list.
    6. Check the box Save search terms for Recall.
To recall and use the saved search terms, an STN Easy for Intranets user needs to follow these steps:
    1. Login to the STN Easy for Intranets site. Access a Workgroup page, if needed.
    2. Click the Recall button from the Advanced Search page, the Patent Lookup page, the CAS Number Lookup page or the Refine page.
    3. A list of saved sets of search terms is displayed. Select an item from the list and click Show Details to display the details. To recall a set of search terms, select the set of interest and click Recall. Check the box Use to start a new search to use the recalled terms in a search. Check the box Add to your current search terms to have the recalled terms combined with your own search terms using the AND operator.
How are saved items managed?
Your site is restricted to 200 saved items (Defined Searches and sets of Saved Search Terms for Recall). The Site Administrator, as an individual user, is separately restricted to 200 items for personal use. Click the Review Saved Terms link on the STN Easy navigation bar to view a list of saved items. Select the types of items you want to review, e.g., Your STN Easy for Intranets site saved items. Specify how you want to arrange the scrollable list. Then select an item from the list. Click Show Details to view the details. Click Delete to delete the selected item. Saved items are stored indefinitely until you delete them.