Filter: limit searches to a subset of records

The Filter option1 enables each user to define a subset of records that limits all their searches to this record set while the filter is active. A curator of ceramics, for example, might only be interested in Object catalogue records where:

  • Management status = internal


  • Object category = ceramics

By specifying a filter with these two criteria in the Object catalogue, any searches performed by the curator in this data source will always occur within the subset of records that meet the filter's criteria. A search for objects created in the 20th Century will only return records for ceramic objects that were created in the 20th Century and that are currently in the organization's collection: no records will be returned where Object category = painting, for example, or where Management status = disposed.

Note: A filter is essentially a persistent search statement that is automatically added to every search query until you disable it.

Without a filter, you can achieve the same result on the Standard and Advanced search tabs but it is necessary, of course, to specify all search criteria every time you run a search:

Filters also apply to Saved searches and searches using the Quick search option available from the Result set View and Gallery View toolbars. Quick searches are pre-configured to search one or more fields (if you select creator from the field drop list, your search will be run in that field):

But with a filter in place, the search will only return records where the filter's conditions are also met.

Note: A filter persists until you cancel it.

Filters are remembered per user and data source: if a filter was active in a data source when you logged out of Collections, it will be enabled in that data source when you log back in.