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809 | Recoll user manual
Jean-Francois Dockes
<jean-francois.dockes@wanadoo.fr>
Copyright (c) 2005 Jean-Francois Dockes
This document introduces full text search notions and describes
the installation and use of the Recoll application.
--------------------------------------------------------------
Table of Contents
1. Introduction
1.1. Giving it a try
1.2. Full text search
1.3. Recoll overview
2. Indexation
2.1. Introduction
2.2. The indexation configuration
2.3. Starting indexation
2.4. Using cron to automate indexation
3. Search
3.1. Simple search
3.2. Complex/advanced search
3.3. Document history
3.4. Result list sorting
3.5. Search tips, shortcuts
3.6. Customising the search interface
4. Installation
4.1. Building from source
4.1.1. Prerequisites
4.1.2. Building
4.1.3. Installation
4.2. Installing a prebuilt copy
4.2.1. Installing through a package
system
4.2.2. Installing a prebuilt Recoll
4.3. Configuration overview
4.3.1. Main configuration file
4.3.2. The mimemap file
4.3.3. The mimeconf file
--------------------------------------------------------------
Chapter 1. Introduction
1.1. Giving it a try
If you do not like reading manuals (who does?) and would like to
give Recoll a try, just perform installation and start the recoll
user interface, which will index your home directory and let you
search it right after.
Do not do this if your home has a huge number of documents and you
do not want to wait or are very short on disk space. In this case,
you may want to edit the configuration file first to restrict the
indexed area.
Also be aware that you will need to install the appropriate
supporting applications for document types that need them (for
example antiword for ms-word files).
--------------------------------------------------------------
1.2. Full text search
Recoll is a full text search application. Full text search
applications let you find your data by content rather than by
external attributes (like a file name). More specifically, they
will let you specify words (terms) that should or should not
appear in the text you are looking for, and return a list of
matching documents, ordered so that the most relevant documents
will appear first.
You do not need to remember in what file or email message you
stored a given piece of information. You just ask for related
terms, and the tool will return a list of documents where those
terms are prominent.
This mode of operation has been made very familiar by internet
search engines.
The notion of relevance is a difficult one, as only you, the user,
actually know which documents are relevant to your search, and the
application can only try a guess. The quality of this guess is
probably the most important element for a search application.
In many cases, you are looking for all the forms of a word, not
for a specific form or spelling. These different forms may include
plurals, different tenses for a verb, or terms derived from the
same root or stem (exemple: floor, floors, floored, floorings...).
Recoll will by default expand queries to all such related terms
(words that reduce to the same stem). This expansion can be
disabled at search time.
Stemming, by itself, does not provide for misspellings or phonetic
searches. Recoll currently does not support these.
--------------------------------------------------------------
1.3. Recoll overview
Recoll uses the Xapian information retrieval library as its
storage and retrieval engine. Xapian is a very mature package
using a sophisticated probabilistic ranking model. Recoll provides
the interface to get data into (indexation) and out (searching) of
the system.
In practice, Xapian works by remembering where terms appear in
your document files. The acquisition process is called indexation.
The resulting database can be big (roughly the size of the
original document set), but it is not a document archive. Recoll
can only display documents that still exist at the place from
which they were indexed. (Actually, there is a way to reconstruct
a document from the information in the database, but the result is
not nice, as all formatting, punctuation and capitalisation are
lost).
Recoll stores all internal data in Unicode UTF-8 format, and it
can index files with different character sets, encodings, and
languages into the same database. It has input filters for many
document types.
Stemming depends on the document language. Recoll stores the
unstemmed versions of terms and uses auxiliary databases for term
expansion. It can switch stemming languages, or add a language,
without reindexing. Storing documents in different languages in
the same database is possible, and useful in practice, but does
introduce possibilities of confusion. Recoll currently makes no
attempt at automatic language recognition.
Recoll has many parameters which define exactly what to index, and
how to classify and decode the source documents. These are kept in
a configuration file. A default configuration is copied into a
standard location (usually something like
/usr/[local/]share/recoll/examples) during installation. The
default parameters from this file may be overriden by values that
you set inside your personal configuration, found by default in
the .recoll subdirectory of your home directory. The default
configuration will index your home directory with default
parameters and should be sufficient for giving Recoll a try, but
you may want to adjust it later.
Indexation is started automatically the first time you execute the
recoll search graphical user interface, or by executing the
recollindex command.
Searches are performed inside the recoll program, which has many
options to help you find what you are looking for.
--------------------------------------------------------------
Chapter 2. Indexation
2.1. Introduction
Indexation is the process by which the set of documents is
analyzed and the data entered into the database. Recoll indexation
is normally incremental: documents will only be processed if they
have been modified. On the first execution, of course, all
documents will need processing. A full index build can be forced
later on by specifying an option to the indexation command
(recollindex -z).
Recoll indexation takes place at discrete times. There is
currently no interface to real time file modification monitors.
The typical usage is to have a nightly indexation run programmed
into your cron file.
+----------------------------------------------------------------+
| Side note: there is nothing in Recoll and Xapian that would |
| prevent interfacing with a real time file modification |
| monitor, but this would tend to consume significant system |
| resources for dubious gain, because you rarely need a full |
| text search to find documents you just modified. recollindex |
| -i can be used to add individual files to the index if you |
| want to play with this, see the manual page. |
+----------------------------------------------------------------+
Recoll knows about quite a few different document types. The
parameters for document types recognition and processing are set
in configuration files Most file types, like HTML or word
processing files, only hold one document. Some file types, like
mail folder files can hold many individually indexed documents.
Recoll indexation processes plain text, HTML, openoffice and
e-mail files internally. Other types (ie: postscript, pdf,
ms-word, rtf) need external applications for preprocessing. The
list is in the installation section.
Without further configuration, Recoll will index all appropriate
files from your home directory, with a reasonable set of defaults.
--------------------------------------------------------------
2.2. The indexation configuration
Values set in the system-wide configuration file (named like
/usr/[local/]share/recoll/examples/recoll.conf) can be overriden
by those set in the personal one, named $HOME/.recoll/recoll.conf
by default or $RECOLL_CONFDIR/recoll.conf if RECOLL_CONFDIR is
set.
The most accurate documentation for editing the file is given by
comments inside the central one. If you want to adjust the
configuration before indexation, just click Cancel when the
program asks if it should start initial indexation. This will have
created a .recoll directory containing empty configuration files.
The configuration is also documented inside the installation
chapter of this document, or in the recoll.conf(5) man page.
--------------------------------------------------------------
2.3. Starting indexation
Indexation is performed either by the recollindex program, or by
the indexation thread inside the recoll program (use the File
menu).
If the recoll program finds no database when it starts, it will
automatically start indexation (except if cancelled).
It is best to avoid interrupting the indexation process, as this
may sometimes leave the database in a bad state. This is not a
serious problem, as you then just need to clear everything and
restart the indexation: the database files are normally stored in
the $HOME/.recoll/xapiandb directory, which you can just delete if
needed. Alternatively, you can start recollindex -z, which will
reset the database before indexation.
--------------------------------------------------------------
2.4. Using cron to automate indexation
The most common way to set up indexation is to have a cron task
execute it every night. For example the following crontab entry
would do it every day at 3:30AM (supposing recollindex is in your
PATH):
30 3 * * * recollindex > /tmp/recolltrace 2>&1
The usual command to edit your crontab is crontab -e (which will
usually start the vi editor to edit the file). You may have more
sophisticated tools available on your system.
--------------------------------------------------------------
Chapter 3. Search
The recoll program provides the user interface for searching. It
is based on the QT library.
--------------------------------------------------------------
3.1. Simple search
1. Start the recoll program.
2. Possibly choose a search mode: Any term or All terms or File
name.
3. Enter search term(s) in the text field at the top of the
window.
4. Click the Search button or hit the Enter key to start the
search.
The initial default search mode is Any term. This will look for
documents with any of the search terms (the ones with more terms
will get better scores). All terms will ensure that only documents
with all the terms will be returned. File name will specifically
look for file names, and allows using wildcards (*, ? , []).
You can use the Tools / Advanced search dialog for more complex
searches.
After starting a search, a list of results will instantly be
displayed in the main list window. Clicking on the Preview link
for an entry will open an internal preview window for the
document. Clicking the Edit link will attempt to start an external
viewer (have a look at the mimeconf configuration file to see how
these are configured).
By default, the document list is presented in order of relevance
(how well the system estimates that the document matches the
query). You can specify a different ordering by using the Tools /
Sort parameters dialog.
The Preview and Edit edit links may not be present for all
entries, meaning that Recoll has no configured way to preview a
given file type (which was indexed by name only), or no configured
external viewer for the file type. This can sometimes be adjusted
simply by tweaking the mimemap and mimeconf configuration files.
You can click on the Query details link at the top of the results
page to see the query actually performed, after stem expansion and
other processing.
--------------------------------------------------------------
3.2. Complex/advanced search
The advanced search dialog has fields that will allow a more
refined search, looking for documents with all given words, a
given exact phrase, none of the given words, or a given file name
(with wildcard expansion). All relevant fields will be combined by
an implicit AND clause.
It will let you search for documents of specific mime types (ie:
only text/plain, or text/html or application/pdf etc...)
It will let you restrict the search results to a subtree of the
indexed area.
Click on the Start Search button in the advanced search dialog to
start the search. The button in the main window always performs a
simple search.
Click on the Show query details link at the top of the result page
to see the query expansion.
--------------------------------------------------------------
3.3. Document history
Documents that you actually view (with the internal preview or an
external tool) are entered into the document history, which is
remembered. You can display the history list by using the
Tools/Doc History menu entry.
--------------------------------------------------------------
3.4. Result list sorting
The documents in a result list are normally sorted in order of
relevance. It is possible to specify different sort parameters by
using the Sort parameters dialog (located in the Tools menu).
The tool sorts a specified number of the most relevant documents
in the result list, according to specified criteria. The currently
available criteria are date and mime type.
The sort parameters stay in effect until they are explicitely
reset, or the program exits. An activated sort is indicated in the
result list header.
--------------------------------------------------------------
3.5. Search tips, shortcuts
Disabling stem expansion. Entering a capitalized word in any
search field will prevent stem expansion (no search for gardening
if you enter Garden instead of garden). This is the only case
where character case should make a difference for a Recoll search.
Phrases. A phrase can be looked for by enclosing it in double
quotes. Example: "user manual" will look only for occurrences of
user immediately followed by manual. You can use the This exact
phrase field of the advanced search dialog to the same effect.
Query explanation. You can get an exact description of what the
query looked for, including stem expansion, and boolean operators
used, by clicking on the result list header.
File names. All file name elements (the broken up file path) are
entered as terms during indexation, and you can specify them as
ordinary terms in normal search fields. Alternatively, you can use
specific file name search which will only look for file names and
can use wildcard expansion.
Quitting. Entering ^Q almost anywhere will close the application.
Closing previews. Entering ^W in a preview tab will close it (and,
for the last tab, close the preview window).
--------------------------------------------------------------
3.6. Customising the search interface
It is possible to customise some aspects of the search interface
by using Query configuration entry in the Preferences menu.
There are two tabs in the dialog, dealing with the interface
itself, and with the parameters used for searching and returning
results.
User interface parameters:
* Number of results in a result page
* Result list font: There is quite a lot of information shown in
the result list, and you may want to customise the font and/or
font size. The rest of the fonts used by Recoll are determined
by your generic QT config (try the qtconfig command.
* Html help browser: this will let you chose your the preferred
browser which will be started from the Help menu to read the
user manual. You can enter a simple name if the command is in
your PATH, or browse for a full pathname.
* Show document type icons in result list: icons in the result
list can be turned off. They take quite a lot of space and
convey relatively little useful information.
Search parameters:
* Stemming language: stemming obviously depends on the
document's language. This listbox will let you chose among the
stemming databases which were built during indexing (this is
set in the main configuration file), or later added with
recollindex -s (See the recollindex manual). Stemming
languages which are dynamically added will be deleted at the
next indexation pass unless they are also added in the
configuration file.
* Dynamically build abstracts: this decides if Recoll tries to
build document abstracts when displaying the result list.
Abstracts are constructed by taking context from the document
information, around the search terms. This can slow down
result list display significantly for big documents, and you
may want to turn it off.
* Replace abstracts from documents: this decides if we should
synthetize and display an abstract in place of an explicit
abstract found within the document itself.
--------------------------------------------------------------
Chapter 4. Installation
4.1. Building from source
4.1.1. Prerequisites
At the very least, you will need to download and install the
xapian core package (Recoll currently uses version 0.9.2), and the
qt runtime and development packages (Recoll development currently
uses version 3.3.5, but any 3.3 version is probably ok).
You will most probably be able to find a binary package for qt for
your system. You may have to compile Xapian but this is not
difficult (if you are using FreeBSD, there is a port).
You may also need libiconv. Recoll currently uses version 1.9
(this should not be critical). On Linux systems, the iconv
interface is part of libc and you should not need to do anything
special.
External file types. Recoll uses external applications to index
some file types. You need to install them for the file types that
you wish to have indexed (these are run-time dependencies. None is
needed for building Recoll):
* PDF: pdftotext is part of the Xpdf package.
* Postscript: pstotext.
* MS Word: antiword.
* RTF: unrtf
* dvi: dvips
* djvu: DjVuLibre
* MP3: Recoll will use the id3info command from the id3lib
package to extract tag information. Without it, only the
filenames will be indexed.
Text, Html, mail folders and Openoffice files are processed
internally.
--------------------------------------------------------------
4.1.2. Building
Recoll has been built on Linux (redhat7.3, mandriva 2005, Fedora
Core 3), FreeBSD and Solaris 8. If you build on another system, I
would very much welcome patches.
Depending on the qt configuration on your system, you may have to
set the QTDIR and QMAKESPECS variables in your environment:
* QTDIR should point to the directory above the one that holds
the qt include files (ie: qt.h).
* QMAKESPECS should be set to the name of one of the qt mkspecs
subdirectories (ie: linux-g++).
On many Linux systems, QTDIR is set by the login scripts, and
QMAKESPECS is not needed because there is a default link in
mkspecs/.
The Recoll configure script does a better job of checking these
variables after release 1.1.1. Before this, unexplained errors
will occur during compilation if the environment is not set up.
Also, for 1.1.0 the qmake command should be in your PATH (later
releases can also find it in $QTDIR/bin).
Normal procedure:
cd recoll-xxx
configure
make
(practises usual hardship-repelling invocations)
There little autoconfiguration. The configure script will mainly
link one of the system-specific files in the mk directory to
mk/sysconf. If your system is not known yet, it will tell you as
much, and you may want to manually copy and modify one of the
existing files (the new file name should be the output of uname
-s).
--------------------------------------------------------------
4.1.3. Installation
Either type make install or execute recollinstall prefix, in the
root of the source tree. This will copy the commands to prefix/bin
and the sample configuration files, scripts and other shared data
to prefix/share/recoll.
You can then proceed to configuration.
--------------------------------------------------------------
4.2. Installing a prebuilt copy
4.2.1. Installing through a package system
If you are lucky enough to be using a port system or a prebuilt
package (RPM or other), just follow the usual procedure, and have
a look at the configuration section.
--------------------------------------------------------------
4.2.2. Installing a prebuilt Recoll
The unpackaged binary versions are just compressed tar files of a
build tree, where only the useful parts were kept (executables and
sample configuration).
The executable binary files are built with a static link to
libxapian and libiconv, to make installation easier (no
dependencies). However, this also means that you cannot change the
versions which are used.
After extracting the tar file, you can proceed with installation
as if you had built the package from source.
--------------------------------------------------------------
4.3. Configuration overview
There are two sets of configuration files. The system-wide files
are kept in a directory named like
/usr/[local/]share/recoll/examples, they define default values for
the system. A parallel set of files exists in the .recoll
directory in your home (this can be changed with the
RECOLL_CONFDIR environment variable. The database is also kept in
.recoll by default, (this can be changed by a configuration
parameter).
If the .recoll directory does not exist when recoll or recollindex
are started, it will be created with a set of empty configuration
files. recoll will give you a chance to edit the configuration
file before starting indexation. recollindex will proceed
immediately.
Most of the parameters specific to the recoll GUI are set through
the Preferences menu and stored in the standard QT place
($HOME/.qt/recollrc). You probably do not want to edit this by
hand.
For other options, Recoll uses text configuration files. You will
have to edit them by hand for now (there is still some hope for a
GUI configuration tool in the future). The most accurate
documentation for the configuration parameters is given by
comments inside the default files, and we will just give a general
overview here.
All configuration files share the same format. For exemple, a
short extract of the main configuration file might look as
follows:
# Space-separated list of directories to index.
topdirs = ~/docs /usr/share/doc
[~/somedirectory-with-utf8-txt-files]
defaultcharset = utf-8
There are three kinds of lines:
* Comment (starts with #) or empty.
* Parameter affectation (name = value).
* Section definition ([somedirname]).
Section lines allow redefining some parameters for a directory
subtree. Some of the parameters used for indexation are looked up
hierarchically from the more to the less specific. Not all
parameters can be meaningfully redefined, this is specified for
each in the next section.
The tilde character (~) is expanded in file names to the name of
the user's home directory.
White space is used for separation inside lists. Elements with
embedded spaces can be quoted using double-quotes.
--------------------------------------------------------------
4.3.1. Main configuration file
recoll.conf is the main configuration file. It defines things like
what to index (top directories and things to ignore), and the
default character set to use for document types which do not
specify it internally.
The default configuration will index your home directory. If this
is not appropriate, use recoll to copy the sample configuration,
click Cancel, and edit the configuration file before restarting
the command. This will start the initial indexation, which may
take some time.
Paramers:
topdirs
Specifies the list of directories to index (recursively).
skippedNames
A space-separated list of patterns for names of files or
directories that should be completely ignored. The list
defined in the default file is:
*~ #* bin CVS Cache caughtspam tmp
The list can be redefined for subdirectories, but is only
actually changed for the top level ones in topdirs.
The top-level directories are not affected by this list
(that is, a directory in topdirs might match and would
still be indexed).
The list in the default configuration does not exclude
hidden directories (names beginning with a dot), which
means that it may index quite a few things that you do not
want. On the other hand, mail user agents like thunderbird
usually store messages in hidden directories, and you
probably want this indexed. One possible solution is to
have .* in skippedNames, and add things like
~/.thunderbird or ~/.evolution in topdirs.
loglevel
Verbosity level for recoll and recollindex. A value of 4
lists quite a lot of debug/information messages. 2 only
lists errors.
logfilename
Where should the messages go. 'stderr' can be used as a
special value.
filtersdir
A directory to search for the external filter scripts used
to index some types of files. The value should not be
changed, except if you want to modify one of the default
scripts. The value can be redefined for any subdirectory.
indexstemminglanguages
A list of languages for which the stem expansion databases
will be built. See recollindex(1) for possible values. You
can add a stem expansion database for a different language
by using recollindex -s, but it will be deleted during the
next indexation. Only languages listed in the
configuration file are permanent.
iconsdir
The name of the directory where recoll result list icons
are stored. You can change this if you want different
images.
dbdir
The name of the Xapian database directory. It will be
created if needed when the database is initialized.
defaultcharset
The name of the character set used for files that do not
contain a character set definition (ie: plain text files).
This can be redefined for any subdirectory. If it is not
set at all, the character set used is the one defined by
the nls environment (LC_ALL, LC_CTYPE, LANG), or iso8859-1
if nothing is set.
guesscharset
Decide if we try to guess the character set of files if no
internal value is available (ie: for plain text files).
This does not work well in general, and should probably
not be used.
usesystemfilecommand
Decide if we use the file -i system command as a final
step for determining the mime type for a file (the main
procedure uses suffix associations as defined in the
mimemap file). This can be useful for files with
suffixless names, but it will also cause the indexation of
many bogus "text" files.
indexallfilenames
Recoll indexes file names in a special section of the
database to allow specific file names searches using wild
cards. This parameter decides if file name indexing is
performed only for files with mime types that would
qualify them for full text indexation, or for all files
inside the selected subtrees, independant of mime type.
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4.3.2. The mimemap file
mimemap specifies the file name extension to mime type mappings.
For file names without an extension, or with an unknown one, the
system's file -i command will be executed to determine the mime
type (this can be switched off inside the main configuration
file).
mimemap also has a list of extensions which should be ignored
totally (to avoid losing time by executing file for things that
certainly should not be indexed).
The mappings can be specified on a per-subtree basis, which may be
useful in some cases. Example: gaim logs have a .txt extension but
should be handled specially, which is possible because they are
usually all located in one place.
mimemap also has a recoll_noindex variable which is a list of
suffixes. Matching files will be skipped (avoids unnecessary
decompressions or file executions). This is partially redundant
with skippedNames in the main configuration file, with two
differences: it will not affect directories, and it can be changed
for any subdirectory.
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4.3.3. The mimeconf file
mimeconf specifies how the different mime types are handled for
indexation, and for display.
Changing the indexation parameters is probably not a good idea
except if you are a Recoll developper.
You may want to adjust the external viewers defined in (ie: html
is either previewed internally or displayed using firefox, but you
may prefer mozilla, your openoffice.org program might be named
oofice instead of openoffice ...). Look for the [view] section.
You can also change the icons which are displayed by recoll in the
result lists (the values are the basenames of the png images
inside the iconsdir directory (specified in recoll.conf).
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