Result set View

Versions of Collections prior to release 1.10.1 have two record display options that are no longer available:

• Scroll mode

  Records can be displayed and listed in one of two modes, Virtual and Paged. In Virtual mode records are listed as a single, scrollable list (up to 40 records are displayed initially, with the next 40 displayed as you scroll down the page, and so on). In Paged mode, records are listed in pages (up to 40) with a pagination control at the bottom of the Collections window providing access to pages.

  For technical and performance reasons, Virtual mode has been dropped from Collections 1.10.1 leaving only Paged mode.

• Details content

  Result set View offers the option to display a larger version of a thumbnail image within the View itself by expanding a row with the click of a triangle beside the checkbox (shown above).

  As this option was rarely used (two Views provide better image display features: Gallery View and Media viewer), it was removed with release of Collections 1.10.1. This has the advantage of simplifying the User Interface.

Both of these options are managed in the Result set View Settings box (details below).

The same set of records will be listed in Result set View and Gallery View; the current record The record currently displayed in Record details View or highlighted (with a solid grey background) in Result set View or Gallery View for instance. is the same in Result set View, Gallery View and Record details View: selecting a record in one View will select it in the others and make it the current record.

Marking Marking a record means selecting it by adding a tick to the record's checkbox in Result set View or Gallery View, and in Record Details View from Collections 1.15 onwards. One or more records can be marked and then actioned in some way (e.g. printed). a record in one View will mark it in the others1 Marking of records in Record details View is available in Collections 1.15 onwards..

The Result set View toolbar sits below the top Toolbar and contains functions for processing and interacting with records listed in this View:

Notes

• Some of these functions may not be available in your system, or you may not be authorized to use them (speak to your Application Administrator if you require access to these functions).
• Some options will be inactive until one or more records are marked (checked / ticked).

Option	Icon	Keyboard shortcut	Details
Search			Perform a search in the current data source The management of a collection can involve a vast amount of information about objects / items / books, people and organizations, events, administration and more. This information is stored as records in data sources. Each data source stores a specific type of information: details about collection items, people, events, loans, and so on.. Details Click the Search icon to display the Search pop-up: The Search pop-up includes a drop list with names of fields in the current data source. Select a field name to search that field: some entries in the list allow you to search several fields simultaneously (explained below). If the list includes <Simple search> (as above), select this option to search for a value across multiple indexed fields simultaneously. Note: A different name might be used for <Simple search> in your Collections implementation. As there are some differences between searching a field name and <Simple search> we will look at them separately: Select a field name Select a field name from the drop list: Click the arrow in the first search field to display a drop list of fields. Either: Scroll through the list and select a field: When the mouse cursor hovers over a field name in the drop list, one or more field tags A field tag is a unique two character identifier for a field. will display (L5 in the example above): these are the field codes for fields that will be searched for your search term. -OR- Start keying the name of a field in the text box to filter the drop list and hit ENTER to select the field with the blue highlight or select a field in the drop list: In this case when the cursor hovers over a field name multiple field tags display (TI, fr, PB, CB, Tx, etc.): all of these fields will be searched for your search term. Enter your search term in the second search field. When specifying your search term it is worth understanding that the equals search operator is used when your search us run. Depending on how a field is indexed, your search value: must exactly match the entire contents of the field you are searching (typically Linked fields A type of field used to link one record to another. A Linked field is a drop list of values (records that the field can link to). When a link is made, the field stores a reference to the linked record (a linkref)., e.g. Creator (creator (VV)), Author (author.name (ya)) -OR- must match exactly with a value found somewhere in the field you are searching (typically long text fields: notes, description and book titles for instance). Rule of thumb A free text field (notes, description and book titles for instance) can be searched for values found in the field, a single word for instance; when searching a Linked field A type of field used to link one record to another. A Linked field is a drop list of values (records that the field can link to). When a link is made, the field stores a reference to the linked record (a linkref). your search value must exactly match the entire contents of the field. In either case, the * wildcard can be extremely useful. The * substitutes zero or more characters at its position in a search value, so rather than searching for "Wood, Gerard" in a Linked field, a search for: creator = wood,* will return any record for creators with the last name wood (assuming creator names are formatted as surname, firstname). In this example a search is performed in the title field for the: Any records that contain the anywhere in the title field will be returned by this search. A search for th* in the title field will return any records that contain words beginning with th anywhere in the field: Tip: To cancel the search without running it, click the Search button in the Result set View toolbar again. Hit ENTER or click the magnifying glass beside the search fields to run the search. Records returned by your search will be listed in Result set View, replacing any records that were already listed. Select <Simple search> to search across multiple fields Select <Simple search> from the drop list. When the cursor hovers over <Simple search>, a tooltip will display the field tags A field tag is a unique two character identifier for a field. of all fields that will be searched simultaneously for your search value: Tip: If <Simple search> is available, you also have the option to include it on the Standard search tab2 Collections version 1.12 onwards.. Enter your search term in the second search field. It is important to understand which search operator is used by your version of Collections as it may influence how you specify the search term. In the current version of Collections (version 1.18 onwards) <Simple search> employs the contains all search operator by default. contains all tells Collections to locate your search value anywhere in the search field: your search value implicitly has left and right truncation with the * wildcard character so that, for example, a search for the will match: the, their, there, other, either, etc. contains all is less strict than equals and it is more likely to return matching records especially when you enter multiple search terms in an order that differs from the order in which they are stored in the record (notably personal names that might be recorded as last name, first name or first name last name). If your version of Collections is older than version 1.18, <Simple search> employs the equals search operator by default (details above). Tip: To cancel the search without running it, click the Search button in the Result set View toolbar again. Hit ENTER or click the magnifying glass beside the search fields to run the search. Records returned by your search will be listed in Result set View, replacing any records that were already listed. More advanced searches: Select the Search icon in the top Toolbar to perform a more advanced search in the current data source The management of a collection can involve a vast amount of information about objects / items / books, people and organizations, events, administration and more. This information is stored as records in data sources. Each data source stores a specific type of information: details about collection items, people, events, loans, and so on.. Select Search in the Main menu to select a different data source in which to perform a search. Everything you need to know about searching in Axiell Collections (including how to use wildcards) can be found here.
Mark records			Select an option from the Mark records drop list to mark all records (add a tick to the checkbox in all rows); toggle the marking of records (marked records become unmarked and vice versa); or to keep / drop marked records. Marked records can be processed in a range of ways. Marking a record in Result set View also marks it in Gallery View and Record details View. Details Each row in Result set View includes a checkbox that can be marked Marking a record means selecting it by adding a tick to the record's checkbox in Result set View or Gallery View, and in Record Details View from Collections 1.15 onwards. One or more records can be marked and then actioned in some way (e.g. printed). by clicking the checkbox (a tick displays in the checkbox). Click again to remove the tick. Note that all records listed on every page in Result set View are marked / unmarked simultaneously, not just the records listed on the current page. In this example, all 103 records across every page will be marked / unmarked together: The number of marked records is shown in the Status bar in Result set View and also Record details View3 Collections version 1.15 onwards.: Marked records can be processed singularly or in batch in a number of ways such as: Bulk editing (Search and Replace) Deleting Linking to other records Exporting (to XML, Excel) Saving as a group Various Tasks The following options are available from the Mark records button: Sub option Icon Keyboard shortcut Details Mark all records F3 Select this option to mark Marking a record means selecting it by adding a tick to the record's checkbox in Result set View or Gallery View, and in Record Details View from Collections 1.15 onwards. One or more records can be marked and then actioned in some way (e.g. printed). all records listed in both Result set View and Gallery View. The checkbox for a record will include a tick: . Toggle marks F4 Select this option to toggle the checkbox mark from marked to unmarked and vice versa for all records listed in both Result set View and Gallery View. Keep marked records SHIFT+F3 Select this option to discard unmarked records from the list of records in both Result set View and Gallery View. Discarded records are only removed from the current list of records; they are not deleted. Drop marked records   Select this option to discard marked records from the list of records in Result set View and Gallery View. Discarded records are only removed from the current list of records; they are not deleted. Refresh If the records currently listed in Result set View were returned by a search or retrieved from a saved search, you can restore dropped records by clicking Refresh in the Window footer.
Edit			Edit records directly in Result set View. Details Information for Application Administrators By default, users are able to edit records in Result set View by clicking the Edit button in the Result set View toolbar. When editing records in this View, Collections automatically saves an edited record without asking the user to confirm that changes should be saved whenever the user closes or leaves the edited record. In other words, the Save Prompt does not display. If it is preferable for users to always confirm that their edits are saved, it is possible to disable editing in Result set View and require users to edit records in Record details View, which always displays the Save Prompt. Note: If the Edit button does not display in the Result set View toolbar, you are either not authorized to edit records or your organization has disabled editing in Result set View. If the latter, you will be able to edit records in Record details View. To edit the current record The record currently displayed in Record details View or highlighted (with a solid grey background) in Result set View or Gallery View for instance.: Select Edit in the Result set View toolbar. The fields in the current record become editable: Note: Not all fields are editable. Some fields are read-only (priref A record's unique identifier. Currently, the simplest way to view a record's unique identifier is to add the priref column to Result set View. The field tag for the priref field is %0. for instance, and media.reference (FN) is not editable in this View. Make your changes. If you want to edit another record, select (click) it: Any changes you made to the previous record are automatically saved. The selected record becomes editable. If you have finished making changes to records, select the Edit button again. This will exit Edit mode and automatically save your changes. Note: In Result set View, Collections automatically saves an edited record without prompting you to confirm that changes should be saved when you exit Edit mode or leave the edited record. Result set View only displays a subset of fields in a record: To edit all available data in a record you would use Record details View. Select Settings in the Result set View toolbar to change which fields display in this View. Context menu When editing a record you can right-click a field to access a contest menu with three options: Copy field Copy the contents of the field to the Collections Clipboard (from where they can be pasted into the same field in another record in Record details View). Copy value Copy the contents of the field to the Windows clipboard (from where they can be pasted anywhere you like). History View a list of changes to the field. Details below.
Delete record(s)			Delete the current record The record currently displayed in Record details View or highlighted (with a solid grey background) in Result set View or Gallery View for instance. or marked records. See How to delete records for details about deleting records (and recovering deleted records).
Write set			Save records currently listed in Result set View (and Gallery View) as a group. It is possible to save all records listed or just marked records. If records currently listed were returned by a search, the search term(s) used to generate the record set can be saved, and the search subsequently re-run. See Group records: Write set & Manage saved searches for details.
Manage saved searches			Restore a group of records saved with Write set or re-run the search that generated the group of records saved with Write set. Depending on your system, it may be possible to schedule a saved search (a Write-set) to run automatically and print or email the result of the search. See Group records: Write set & Manage saved searches for details.
Bulk create records			Create multiple records with common data simultaneously. This option is only available to users who are authorized to add records to the current data source The management of a collection can involve a vast amount of information about objects / items / books, people and organizations, events, administration and more. This information is stored as records in data sources. Each data source stores a specific type of information: details about collection items, people, events, loans, and so on.. See How to create multiple records simultaneously: Bulk create records for details.
Record history			View the history of changes to the current record The record currently displayed in Record details View or highlighted (with a solid grey background) in Result set View or Gallery View for instance.; and use the record history to restore a record to an earlier state if required. See View changes to a record and restore a field to an earlier value for details.
Links			Link one or more records in the current data source The management of a collection can involve a vast amount of information about objects / items / books, people and organizations, events, administration and more. This information is stored as records in data sources. Each data source stores a specific type of information: details about collection items, people, events, loans, and so on. to one or more existing target records A link is made from one record (the primary) to another (the target)., or create a new target record and link to it. Details Information for Application Administrators The record linking options available from the Links drop list (Add to outgoing loan, Add to exhibition, for example) are specified in Axiell Designer as Connections. An overview of Connections is available here; details about configuring Connections is available here. Note: Full details about how records are linked in Axiell Collections, and an explanation of link terminology, are available here. The Links drop list provides shortcuts that simplify linking records for specific purposes. Rather than processing one link at a time, we can select one or more records in the current data source, locate one or more target records and automatically link the records. If a target record you want to link to does not exist, you can create it and link to it. The relevant Linked field A type of field used to link one record to another. A Linked field is a drop list of values (records that the field can link to). When a link is made, the field stores a reference to the linked record (a linkref). is updated in each primary record A link is made from one record (the primary) to another (the target). and details are added to the target record(s). The options available in the Links drop list are configured by your Application Administrator. If no Link options have been defined for a data source, the Links button and drop list will not display in the Result set View toolbar. The Links button is disabled until one or more records have been marked Marking a record means selecting it by adding a tick to the record's checkbox in Result set View or Gallery View, and in Record Details View from Collections 1.15 onwards. One or more records can be marked and then actioned in some way (e.g. printed).: Mark one or more records in Result set View (or Gallery View). Select an option from the Links drop list, e.g.: The Search box displays: Unlike the standard Search box, this version includes an option to create a new record in the target data source in the event that the record you want to link to does not already exist. Note: Everything you need to know about searching in the Search box can be found here. Search for or create record(s) to link to: Search: the record(s) you need to link to already exist Search the target data source and mark Marking a record means selecting it by adding a tick to the record's checkbox in Result set View or Gallery View, and in Record Details View from Collections 1.15 onwards. One or more records can be marked and then actioned in some way (e.g. printed). one or more records in the list of results: Records returned by your search are listed in a cut-down Result set View, and can be sorted and filtered as required. Click OK to process the link(s). A progress box will display and disappear when the links have been processed. Create: a record you want to link to does not already exist Select Create to open the New record box: The New record box operates in the same way as the Bulk create records box. Add details for the new record and click OK. Click OK in the Summary box that displays: A progress box will display and disappear when the links have been processed. Click Cancel or X to exit the Search box.
Derive			Search for one or more records in a similar data source The management of a collection can involve a vast amount of information about objects / items / books, people and organizations, events, administration and more. This information is stored as records in data sources. Each data source stores a specific type of information: details about collection items, people, events, loans, and so on. and copy or move them to the current data source. Details Information for Application Administrators For each data source the Derive functionality is configured as a Friendly database: Details about configuring the Derive function can be found in the Axiell Designer Help. With the Derive function it is possible to search for records in a compatible data source and copy or move them to the current data source. Compatible data sources hold similar data, and include Accessions and Archives catalogue4 Previously called Archives (accessions) and Archives (catalogue) . The Derive function is an efficient way to copy or move records from one compatible data source to another. Your Application Administrator configures the Derive function and specifies which data source is searched for compatible records, whether records are copied or moved and what fields are copied / moved from one data source to another. More than one Derive function can be made available in the current data source, in which case the Derive button becomes a drop list: Place the cursor over the button to display a tooltip with details about what the option will do (cut or copy one or more records from the named data source): For example Items recorded in Accessions become part of your collection. In the Archives catalogue the Derive function can be used to search Accessions for records and copy them to the Archives catalogue: Select Derive in the Result set View toolbar in Archives catalogue. The Search box displays enabling you to search the compatible data source, Accessions in this case. Search for the records you want to copy to the current data source. Records returned by your search are listed in a cut-down Result set View, and can be sorted and filtered as required: Mark Marking a record means selecting it by adding a tick to the record's checkbox in Result set View or Gallery View, and in Record Details View from Collections 1.15 onwards. One or more records can be marked and then actioned in some way (e.g. printed). the record(s) you want to copy (as shown above) and click OK. The marked record(s) are copied to the current data source and the original record(s) remain in place. Note: As you would expect, if the purpose of the Derive function is to move records rather than copy them, the record(s) are removed from one data source and moved to the current data source.
Search and replace		CTRL+H	The Search and replace function can be used to search the current The record currently displayed in Record details View or highlighted (with a solid grey background) in Result set View or Gallery View for instance. record or all marked Marking a record means selecting it by adding a tick to the record's checkbox in Result set View or Gallery View, and in Record Details View from Collections 1.15 onwards. One or more records can be marked and then actioned in some way (e.g. printed). records for a value and replace it with another value; and to add an occurrence If a field in the current record can have more than one value, we add an occurrence of the field for each value (e.g. a book can have multiple authors so we add an occurrence of the author.name (au) field for each author). An occurrence can be a member of a group of fields, and adding an occurrence of the field adds all members of the group at once. of a field to one or more records. See Search and replace for details.
Merge records			Record merging functionality5 Collections version 1.12 onwards. enables authorized users: to identify a master record (the target) and one or more versions of this record (source); to copy select data from the source record(s) to the target; and to delete the superfluous source records. See Merge records for details.
Export			Export data from one or more records. See Export for details.
Tasks			Information for Application Administrators Tasks are defined per data source in an application structure definition (.pbk). As many tasks as required can be specified. Details can be found in the Axiell Designer Help. Tasks are bulk editing operations that guide you through a procedure that updates the current The record currently displayed in Record details View or highlighted (with a solid grey background) in Result set View or Gallery View for instance. or marked Marking a record means selecting it by adding a tick to the record's checkbox in Result set View or Gallery View, and in Record Details View from Collections 1.15 onwards. One or more records can be marked and then actioned in some way (e.g. printed). records in some way (updating the recorded location of items for instance). If more than one task is available, the Tasks button will be a drop list: Note: If no records have been marked, the Task will run on the current record only.
Export to Excel			Export data from marked Marking a record means selecting it by adding a tick to the record's checkbox in Result set View or Gallery View, and in Record Details View from Collections 1.15 onwards. One or more records can be marked and then actioned in some way (e.g. printed). records to an MS Excel file (.xlsx). Details While the Export tool provides a lot of flexibility in defining what and how your data is exported, the Export to Excel option greatly simplifies the export of selected records to an Excel spreadsheet: Data in marked records only will be exported. The Export to Excel button is disabled until at least one record is marked. Only data in the fields currently displaying in Result set View will be exported. See Settings for details about how to add / remove fields from Result set View. Exporting values from enumerative fields Fields in which values are selected from a drop list are called enumerative fields in Collections. Values in these fields are read-only; they are added and, in a multilingual system, translated by your Application Administrator in the Collections administration tool, Axiell Designer An application for administration and customization of Axiell Collections. Amongst other things, field labels, tooltips, values in drop lists, etc. are specified and translated in Designer.. The value that you see in an enumerative field in the User Interface is a display value associated with the current interface language, but the actual value stored in the database is a language-independent neutral value. In versions of Collections prior to version 1.11, the neutral value is exported with the Export to Excel and Export > CSV functions; from Collections version 1.11 onwards the value in the current interface language is exported. Note When importing values into enumerative fields, it is always necessary to use the value stored in the database rather than the value that displays in the User Interface: if you have exported values in enumerative fields using the Export to Excel and Export > CSV functions, the export file cannot be used to import data into enumerative fields unless the interface value is replaced with the value actually stored in the database (details here). The order in which fields display in Result set View determines the order in which they will display in Excel. See Rearrange columns for details about changing the order of fields / columns in Result set View. All occurrences If a field in the current record can have more than one value, we add an occurrence of the field for each value (e.g. a book can have multiple authors so we add an occurrence of the author.name (au) field for each author). An occurrence can be a member of a group of fields, and adding an occurrence of the field adds all members of the group at once. of a repeated field will be exported to a single cell, separated by hard returns (e.g. if a book has two authors, both names will be exported and will display in the same spreadsheet cell). When exporting a media field (such as reproduction.reference), a thumbnail of the first linked image is included in the export file6 Collections version 1.14 onwards. In older versions of Collections, only a text reference to the media is included in the report, not the image itself.. The thumbnail size is specified in Settings. For other media such as movie or music files, an icon indicating the media type is included in the export file. To export to excel: Mark one or more records in Result set View. Select the Export to Excel button. A box will display offering you the option to select an application to open the export data file or to save it (Excel is selected y default). Click OK to open Excel and view the exported data:
Settings			Configure Result set View settings, including which columns (fields) display details from listed records. Details Your Application Administrator specifies default settings for Result set View, including which columns display details from listed records. You are able to personalize some of these settings. Any changes you make are associated with your user account and recalled by Collections whenever you log in. Reset: restore defaults You can restore the View's default settings by selecting Reset in the Result set Settings box. A message will ask you to confirm the reset: Tip: An option in the Main menu enables you to restore ALL settings you have changed across Collections back to their default. The Reset option in the Result Set settings box only affects this View's settings. The following options are available in the Result set View Settings box: Thumbnail Size Specify the size of a thumbnail image in the media.reference column. In the screenshot at the top of this page, Thumbnail Size = Small. Five relative sizes are available: Number of thumbnails By default, only one thumbnail is shown per record in both Result set View and Gallery View. Both Views include an option to set the maximum number of thumbnails to display per record7 Collections version 1.16 onwards.. As you can see, the number is set independently for each View: If a preferred image has been specified, it will display first. In Result set View it may be necessary to widen the column to view multiple thumbnails. Alternatively, place the cursor over a thumbnail to have any additional thumbnails pop-out: If the cursor is placed over a thumbnail (including one that has popped-out) for a moment, a slightly larger version will display: Word wrap Wrap the contents of fields so that it all displays in a cell rather than as a single line of text cut off at the cell's border. Without Word wrap: Note: even if Word wrap is not enabled, the full contents of a field will display whenever the cursor is over the field: With Word wrap: Note: In Collections version 1.10.1 and older this option is only available if Scroll Mode = Paged. Retain sorting, grouping and filtering It is possible to sort, filter and group records in Result set View. To have Collections remember your sorting, filtering and grouping choices, enable the Retain sorting, grouping and filtering option (for each data source in which you sort, filter and/or group records)8 Collections version 1.17 onwards.: Note: On versions of Collections older than 1.17, any sorting, filtering and/or grouping you applied in Result set View is lost when you perform a new search. Collections 1.10.1 an older If your version of Collections is prior to release 1.10.1 it will include two additional record display options: Scroll Mode Two options are available: Mode Details Virtual Records are presented as a single, scrollable list: initially, up to 40 records are displayed, with the next 40 displayed as you scroll down the page, and so on. Note: Word wrap is disabled in this mode. Paged A maximum of 40 records are listed per page and a pagination control, at the bottom of the list, provides access to any other pages: Record Button Keyboard shortcut Description First CTRL+F6 Move to the first record in the current list of records (the first page of results). Previous F6 Move to the previous record. Next F5 Move to the next record. Last CTRL+F5 Move to the last record in the current list of records (the last page of results). There is no difference in performance between the two modes as Virtual mode displays 40 records in the first instance and then retrieves the next 40 as you scroll beyond the current list. Details Content Two options are available: Option Details Image Specify whether a larger image (if available) can be viewed within Result set View by clicking the triangle in a row beside the checkbox: None The triangle will not display beside the checkbox. Add or remove columns from Result set View If the default set of columns in Result set View does not meet your needs, you can add or remove columns. Note about sorting values in columns: Although it is possible to add non-indexed fields as columns in Result set View, it is not possible to sort records by the values in non-indexed fields. To help identify which fields are non-indexed, they are clearly differentiated in the list of fields9 Collections version 1.11 onwards.. It is not possible to sort on long text fields such as Notes and Description even if they are indexed10 These fields typically have a Free text index, which cannot be sorted.. An exception is often the (documentation) Title field. To add fields: In the list of system field names on the left: Scroll through the list -OR- Start typing a name in the text field above the list to filter the list to matching names. Tip: See Field level help: Help View, Field properties and Tooltip for details about how to identify a field's system name. Select a field in the list and click Add to move it to the right hand column (or double-click the field name): Note: To select multiple fields individually, press the CTRL key as you click field names. To select a number of consecutive fields, press and hold the SHIFT key as you click a field and then click another field higher or lower in the list (all fields from the first clicked field to the second will be selected). Reorder the list of fields if necessary by selecting a field in the right hand column and clicking Move up / Move down as required. This will determine the order in which columns display in Result set View from left to right. Tip: A useful field to add is priref; this stores the unique reference number for a record. To remove fields:
Deep link11 Collections 1,14 onwards.			Copy a link to the search query that generated a list of records in Result set View. Details Copying and sharing a link to the current record The record currently displayed in Record details View or highlighted (with a solid grey background) in Result set View or Gallery View for instance. in Record details View or to the search query that generated a list of records in Result set View is possible with the Deep Link button in the Result set View and Record details View toolbars: In Record details View, selecting Deep Link copies a link to the current record The record currently displayed in Record details View or highlighted (with a solid grey background) in Result set View or Gallery View for instance.. In Result set View, selecting Deep Link copies a link to the search query or Saved search that generated the list of records in Result set View. Note: The link is to the query that generated the initial list of records: if you change the set by dropping one or more records from Result set View and then copy the link, the dropped records will be listed when the link is followed. If you want a link to a modified record set, save the set as a Saved search, open the Saved search in Result set View and then copy the link. If a Saved search is modified after a link is shared, users will always see the list of records generated by the modified Saved search as the Deep link is to the Saved search itself. A message confirming that the link has been copied to the Windows clipboard will display in the right upper corner of the browser window: The link can now be pasted and shared. Note: The link will not work if you paste it into the Address bar of a browser tab that is already running Collections. When a user clicks the link in an email etc., Collections will always open in a new tab.

Right-click a cell in a row to display a context menu:

Notes:

• The cell with the checkbox does not have a context menu.
• Which options are enabled/ available in the context menu will depend on the data type of the field in the selected cell (Copy field and Copy value are not enabled when right-clicking a cell in the reproduction.reference column for example).

Options:

Option	Details
Copy field	Copy the contents of the field to the Collections Clipboard: the field's contents are stored in the Collections clipboard, and from there can be pasted into the same field in other records (overwriting an existing value in the field). Although it is not possible to paste a field's contents to another record in Result set View, this functionality is useful when editing records in Record details View: you can use Copy field in Result set View to copy a field's contents to the Collections Clipboard and then paste the contents in another record in Record details View. Full details about working with the Collections Clipboard are provided here.
Copy value	Copy the contents of the field to the Windows clipboard. Use the keyboard shortcut CTRL+V to paste the value elsewhere (for instance, into a field in another record). See Edit below for details about editing a record in Result set View.
History	When set up for a data source The management of a collection can involve a vast amount of information about objects / items / books, people and organizations, events, administration and more. This information is stored as records in data sources. Each data source stores a specific type of information: details about collection items, people, events, loans, and so on., a history of every change to a record is maintained and accessible to authorized users who are able to review changes and restore records to an earlier state if required. If this functionality is available: The Record history icon will display in the Result set View toolbar. Select this icon to display the Record History box with audit details for all fields in the current record The record currently displayed in Record details View or highlighted (with a solid grey background) in Result set View or Gallery View for instance.. When a field is right-clicked in Result set View or Record details View a context menu displays with a History option. Use the context menu option to display the Field History box with audit details for a single field. Audit details include the field name and field tag, the date and time of any changes, the user name of the responsible user, and details of the old and new value(s). See View changes to a record and restore a field to an earlier value for details.
Add to favourites	Add a value to a list of favourites for the current field. Details In Display or Edit mode A record is either in Display mode (we view its details) or Edit mode (we add or edit its details). A record enters Edit mode as soon as we create a new record, copy a record in Record details View or edit an existing record. right-click a field with a value and select Add to favourites in the context menu: The value is added to a list of favourites for the current field, and from there it can be selected and added to a field when editing a record (in Result set View and Record details View). If this is the first value saved to the favourites list for this field, two options are added to the context menu: Favourites and Manage Favourites. A favourite is saved: per field: a value saved as a favourite for one field will only be listed for that field. per user: each user has their own set of favourites. per application: if your institution runs more than one Collections application, favourites are not shared between applications.
Favourites	In Edit mode A record is either in Display mode (we view its details) or Edit mode (we add or edit its details). A record enters Edit mode as soon as we create a new record, copy a record in Record details View or edit an existing record., display the list of values saved as favourites for the current field, select a value and copy it to the field (in Result set View and Record details View). This option only displays in the context menu when a value has been added to the favourites list for the current field using the Add to favourites option. Tip: When selecting a favourite to add to a Linked field A type of field used to link one record to another. A Linked field is a drop list of values (records that the field can link to). When a link is made, the field stores a reference to the linked record (a linkref). (Creator for instance), use Record details View rather than Result set View. Details When one or more values have been saved as favourites for the current field (using the Add to favourites option), a value can be selected from the list and copied to the field when editing a record. This can be useful if the same value (term, name, date, etc.) is entered into a field as it can be selected from the favourites list rather than being keyed into the field. To copy a favourite value to a field when editing a record: Right-click the field and hover the cursor over the Favourites option in the context menu to display the list of favourites. Select the required value from the sub menu: The value is copied to the field and will overwrite any value already entered in the field. Note: If a value is cut off in the list because it is too long, you can select Manage favourites to view the full value.
Manage favourites	With the Manage favourites option it is possible to change the order of values in the list of favourites for the current field, delete a value from the list, remove all values from the list, and view the complete text of a value. This option only displays in the context menu when a value has been added to the favourites list for the current field using the Add to favourites option. Details Select this option to display the Manage favourites box: Here it is possible to: Option Details Change the order of values Select a value in the list and click the Up / Down arrows to the right to move the value higher or lower in the list. Clear the list Select Clear to empty the list of all values. Delete a value Select a value in the list and click Delete to remove that value from the list. View long values When selecting a value from the list of favourites using the Favourites option, long values can be cut off in the list: to view the full value in a tooltip, hover the cursor over the value in the Manage favourites box.
Properties	Display the  Field properties box with details about the properties of a field and the data it contains. Details here.
Thumbnail Size12 Collections version 1.17 onwards.	Control the size of thumbnails: Right-click a thumbnail to display the context menu. Place the cursor over Thumbnail Size to display a sub-menu and select a size: Note: This option only displays when right-clicking a thumbnail.

The order of columns in Result set View is determined in the Result Set settings box, which is accessed by selecting Settings in the Result set View toolbar:

A simple way to change the order of columns temporarily is to:

1. Click anywhere in a column header and hold down the mouse button.
2. Drag left or right and release the mouse button.

With this method the order of columns will revert to the order specified in the Result Set settings box next time you run a search in this data source The management of a collection can involve a vast amount of information about objects / items / books, people and organizations, events, administration and more. This information is stored as records in data sources. Each data source stores a specific type of information: details about collection items, people, events, loans, and so on.. For a permanent change, reorder columns in the View's Settings.

The Status bar shows the number of records in the current result set (the records returned by a search or retrieved from a Group for instance), as well as the number of marked records:

When records are returned by a search, the search statement displays in the Result set View Status bar13 Collections 1.12.1 onwards.. The search statement displays differently depending on the type of search performed:

• Standard search

  When performing a search on the Standard tab of the Search box, the field tag A field tag is a unique two character identifier for a field. for a searched field will display rather than the field name. In this example:

  

  the field tag associated with the Object number field is IN:

  

• Advanced search

  When performing a search on the Advanced tab of the Search box, the search terms entered in the Search statement box:

  

  will be displayed in the Result set View Status bar:

  

• Saved search

  When running a saved search, the Status bar only shows the unique Id number of the saved search preceded by the term pointer (a saved search is stored in Collections as a pointer file). For example, if the saved search with ID 2 is selected and restored:

  

  the Status bar will show:

  

• Running a Basic search / Simple search from the Result set View toolbar

  The Result set View and Gallery View toolbars include a basic search option pre-configured to search across one or more fields in the current data source The management of a collection can involve a vast amount of information about objects / items / books, people and organizations, events, administration and more. This information is stored as records in data sources. Each data source stores a specific type of information: details about collection items, people, events, loans, and so on.:

  

  The search statement displaying in the Status bar is the same as when performing a Standard search, and the field tag will display rather than the field name:

  

  Searches available from the Search drop list can be configured to run across multiple fields simultaneously (notably the <Simple search> option):

  

  In this case the search statement may be quite long and therefore only partially displayed in the Status bar. Hover the mouse over the search statement to view the full statement in a tooltip:

  

• Related records View

  Selecting a record in Related records View implicitly runs a search for the record and the Status bar will update to reflect this:

  

When records are listed in one or more Views, it is possible to move through the list of records using the Record navigation buttons in the top Toolbar or their keyboard shortcut:

As you move through a list of records the current record The record currently displayed in Record details View or highlighted (with a solid grey background) in Result set View or Gallery View for instance. in each View is always the same (the current record in Result set View is the record displayed in Record details View for instance).

It is also possible to navigate through a record set in Result set View by first right-clicking a cell to select it (the cell acquires a blue border). With the exception of the cell holding the checkbox, a context menu will display:

It is now possible to use your keyboard arrows to move the blue selection box to another cell in any other record. Press the space bar to make the record with the selected cell the current record The record currently displayed in Record details View or highlighted (with a solid grey background) in Result set View or Gallery View for instance..

It is possible to sort records in Result set View by the values in one or more column.

Notes:

• It is not possible to sort on long text fields such as Notes and Description14 These fields typically have a Free text index, which cannot be sorted.. An exception is often the (documentation) Title field.
• Although non-indexed fields can be added as columns in Result set View, it is not possible to sort records by values in non-indexed fields. To help identify which fields are indexed and which are non-indexed, they are clearly differentiated in the list of fields in Result set settings15 Collections version 1.11 onwards..

If a column header includes three vertically aligned dots, sorting and filtering records based on the values in the column is possible:

The values in a column can be in one of three states:

• Sort Ascending (e.g. A to Z, 1 to 9)
• Sort Descending (e.g. Z to A, 9 to 1)
• Unsorted

  This is the default order for records returned by a search. Records are listed by their unique reference number (priref A record's unique identifier. Currently, the simplest way to view a record's unique identifier is to add the priref column to Result set View. The field tag for the priref field is %0.) in ascending order (e.g. 1 to 9).

  Tip: It is useful to include priref in Result set View. See Settings for details about adding a field (column) to this View.

Notes

• If you need to sort records by values in a field that is not included in the Result set View, it is possible to add (and remove) columns by selecting Settings in the Result set View toolbar.
• All records listed on every page in Result set View are sorted simultaneously, not just the records listed on the current page. In this example, all 103 records across every page will be sorted together:

  

In this example, records are sorted by the values in creator:

1. Click the column header once:

   

   The records are sorted in ascending order by the values in the column. An arrow in the header indicates the direction of the sort:

   

2. Click the column header and the records are sorted in descending order by the values in the column:

   

3. Click again to return the records to their unsorted state.

Alternatively, use the drop down menu from the three vertically aligned dots. The current sort state is highlighted:

Sort records by the values in more than one column

Having sorted records on the values in one column, we can then sort those records on a second (third, fourth, etc.) column.

For example, we have sorted records by the values in creator and as a result all records for items by each creator are listed together:

We can now add a second sort so that records are then also sorted by title:

Note that the header not only includes an arrow indicating the direction of the sort (ascending in this case) but a number indicating the sort order (records are sorted by column 1 and then by column 2, and so on).

You can sort records by as many columns as you require.

Unexpected sort results

Some fields can hold more than one value. A book, for example, can have more than one author and in the record for the book each author's name will be recorded as a separate occurrence If a field in the current record can have more than one value, we add an occurrence of the field for each value (e.g. a book can have multiple authors so we add an occurrence of the author.name (au) field for each author). An occurrence can be a member of a group of fields, and adding an occurrence of the field adds all members of the group at once.:

As noted above however, only the first occurrence If a field in the current record can have more than one value, we add an occurrence of the field for each value (e.g. a book can have multiple authors so we add an occurrence of the author.name (au) field for each author). An occurrence can be a member of a group of fields, and adding an occurrence of the field adds all members of the group at once. in a field will display in a cell in Result set View.

When sorting records on the values in a column, records are sorted by every occurrence in the field not only the value we see.

This may affect:

Sort order

If you sort a field in which a record has more than one occurrence of a value, your records may not appear to sort as you might expect. Here we see records sorted in ascending order by values in the creator column:

In this example, Macleod comes before Bakst. If we look at the record for MacLeod record in Record details View, we see that there are two occurrences of creator in this record, MacLeod and Bach:

Only the first occurrence If a field in the current record can have more than one value, we add an occurrence of the field for each value (e.g. a book can have multiple authors so we add an occurrence of the author.name (au) field for each author). An occurrence can be a member of a group of fields, and adding an occurrence of the field adds all members of the group at once. of a field displays in Result set View, but records are sorted by all the values in a field. In this case, Bach comes before Bakst.

Record count (in versions of Collections prior to 1.10.1)

Another consequence of sorting records on a field with multiple occurrences is that a record may be duplicated for every occurrence it has in the sort field. For example, if a sort is performed on creator and two creators are recorded, the record will be listed twice when the record set is sorted, once for each creator.

From Collections 1.10.1 onwards this is no longer an issue: a record is always only listed once in Result set View.

It is possible to filter records on the values in one or more columns so that only records that match your filtering condition are listed.

To filter records based on the values in a column:

1. Click the three vertically aligned dots in a column header (title in this example) and select Filter from the menu:

   

   1. Depending on the field type you will be able to:
      1. Select a value from a drop list:

         

         -OR-

      1. Select an operator from the drop list:

         

         Operator	Details
         is equal to	All records that do not match the filter value are filtered out.
         contains	All records that do not contain the filter value are filtered out.
         starts with	All records that do not start with the specified character(s) are filtered out.
         ends with	All records that do not end with the specified character(s) are filtered out.

         Note: The filter ignores case and diacritics (accents etc.)

      2. Enter a value in the text box:

         

2. Select Filter.

   All records that do not meet the condition set by the operator and value are filtered out. In this example, only records where the value contains the anywhere in the title field are listed:

   

   Note the filter icon in the column header indicating that a filter has been specified on this column.

3. To further filter the records listed, we could modify the filter on the title column or add another filter on one of the other columns.

   Note: If you need to filter records by values in a field that is not included in the Result set View, it is possible to add (and remove) columns by selecting Settings in the Result set View toolbar.

4. To remove the filter, select Clear.

The effect of occurrences when filtering records

Some fields can hold more than one value. A book, for example, can have more than one author and in the record for the book each author's name will be recorded as a separate occurrence If a field in the current record can have more than one value, we add an occurrence of the field for each value (e.g. a book can have multiple authors so we add an occurrence of the author.name (au) field for each author). An occurrence can be a member of a group of fields, and adding an occurrence of the field adds all members of the group at once.:

As noted above however, only the first occurrence If a field in the current record can have more than one value, we add an occurrence of the field for each value (e.g. a book can have multiple authors so we add an occurrence of the author.name (au) field for each author). An occurrence can be a member of a group of fields, and adding an occurrence of the field adds all members of the group at once. in a field will display in a cell in Result set View:

When filtering records on the values in a column, records are filtered by every occurrence in the field, not only the value we see.

In this example, if we specified this filter:

the following record would display even though we do not see Powicke, F.M. in the author.name column:

It is possible to group records by one or more columns by dragging a column header to the Grouping bar, which is located between the Result set View toolbar and the column headers. The Grouping bar is shaded a little darker than the toolbar:

In this example records are grouped by creator - all records that share the same creator are grouped together:

Groups are sorted in ascending order by default (note the direction of the arrow):

• To reverse the sort order, click the arrow.
• To remove the grouping, click the X.

Collapse and expand a group by clicking the triangle beside the group label:

Add another group

If we drag a second column header to the Grouping bar, object_name in this example, a second level of grouping will be applied within the first grouping:

Rather than applying a second group, we could have sorted records on the object_name column and achieved a similar result: