Group records: Write set & Manage saved searches

Two types of record group are available in Collections, one static, the other dynamic. A static group stores the 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. of one or more records, and when the group is restored the same records will be listed until you manually add or remove records from the group. A dynamic group is also called a Saved search as it holds the search terms that generate a group of records: as your data changes, the list of records returned when the group is restored may change. Records can be grouped with the Write set option available in Result set View and Gallery View and with the Create saved search option when performing an Advanced search.

Tip: Record groups are also known as Saved searches and Write sets.

Groups can be accessed and managed in both the Manage saved searches box (described below) and the Saved searches tab of the Search box (described here). In both cases it is possible to retrieve records saved as a group, re-run a search, schedule a search to run and delete saved searches.

There are two types of group:

Type	Description
Static	One or more records can be saved as a group, and the records in the group will not change unless a user actively adds or removes a record from the group, or records in the group are deleted from the 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 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.) of each record is saved in the group, and the same records will therefore display whenever the group is retrieved (objects included in a travelling exhibition, for instance). A static group is formed when one or more records are 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). before selecting the Write set button in Result set View or Gallery View toolbar. A static group cannot be scheduled to run automatically at specified times and print or email the result of the search. To retrieve a static group of records select Show.
Dynamic	A dynamic group is also called a Saved search as it holds the search terms that generate a group of records. Although the search criteria remain the same, the records returned may differ as the data may have changed (e.g. return all records created in the last 30 days). A dynamic group does also store the 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. of records returned when the search was last run. To refresh the list of records stored in the dynamic group, it is necessary to re-run the search (details below). A dynamic group is formed when all records returned by a search are saved when selecting the Write set button in Result set View or Gallery View toolbar, or when using the Create saved search option on the Advanced search tab. A dynamic group can be scheduled to run automatically at specified times and print or email the result of the search to designated users. To run the search and update the record count (Hits) in the Manage saved searches box select Update1, and then select Show to list the records.

Type

Description

Static

One or more records can be saved as a group, and the records in the group will not change unless a user actively adds or removes a record from the group, or records in the group are deleted from the 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 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.) of each record is saved in the group, and the same records will therefore display whenever the group is retrieved (objects included in a travelling exhibition, for instance).

A static group is formed when one or more records are 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). before selecting the Write set button in Result set View or Gallery View toolbar.

A static group cannot be scheduled to run automatically at specified times and print or email the result of the search.

To retrieve a static group of records select Show.

Dynamic

A dynamic group is also called a Saved search as it holds the search terms that generate a group of records. Although the search criteria remain the same, the records returned may differ as the data may have changed (e.g. return all records created in the last 30 days). A dynamic group does also store the 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. of records returned when the search was last run. To refresh the list of records stored in the dynamic group, it is necessary to re-run the search (details below).

A dynamic group is formed when all records returned by a search are saved when selecting the Write set button in Result set View or Gallery View toolbar, or when using the Create saved search option on the Advanced search tab.

A dynamic group can be scheduled to run automatically at specified times and print or email the result of the search to designated users.

To run the search and update the record count (Hits) in the Manage saved searches box select Update1, and then select Show to list the records.

Saving records as a group

The Write set option in the Result set View and Gallery View toolbars is used to save records as a group. When records returned by a search are saved as a group, the group includes:

The 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.) of each record in the group.
-AND-
Any search terms used to generate the set of records.

However, records do not need to have been returned by a search to be saved as a group: Write set can be used to save any records currently listed in Result set View or Gallery View (e.g. imported or bulk created). In this case no search terms are saved with the group, only the unique reference numbers of the records.

How to save records as a group

With one or more records listed in Result set View or Gallery View, you can save all records listed or a subset of 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.

With the Write set option it is possible to:

Create a new group
-OR-
Replace / overwrite an existing group
To replace a group it is necessary to know the group's unique number (locate this before selecting the Write set button): the number is listed alongside the group's name in the Manage saved searches box.

To save records as a group:

To save only a subset of the records currently listed, click the checkbox for each record to be saved in the group, e.g.:
.
If no records are checked, all records currently listed will be saved as a group.
Select the Write set button in the Result set View or Gallery View toolbar.
The Write set box displays:
The All or Marked radio button will be filled automatically depending on what you did at step 1.
Either:
Create a new group
1. Enable the New saved search option2.
  Tip: Although the label suggests you are grouping records returned by a search, you can save any records currently listed in a View, whether the records are listed following a search, import, bulk creation of records, etc.
2. Enter a name for the group in the Title field.
  This title will be added to the Manage saved searches box from where the group can be retrieved at any time.
  In this example, all records currently listed, as well as any search term(s) used to generate the list of records, will be saved to a new group. An Id number will be generated and associated with the title.
-OR-
Replace an existing group
1. Enter the number of the group to be replaced in the No. field.
2. Enter a name for the group in the Title field:
  In this example the group with Id number 9 will be overwritten: all records currently listed in Result set View, as well as any search term(s) used to generate the list of records, will replace the records and search terms in the existing group. The new title will be associated with the Id number 9.
Select OK to save the group.
The group is saved to the Manage saved searches box, which is accessed by selecting the Manage saved searches button in the Result set View, Gallery View and Record details View toolbars.

In Record details View it is possible to add 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. to, or remove it from, a group listed in the Manage saved searches box:

Managing groups: retrieve, re-run, schedule, delete and purge

The Manage saved searches option is accessed from the Result set View and Gallery View toolbars and it is used to restore a group of records or to re-run the search that generated the group. It is possible to:

Restore a static group of records using the Show option.
Unless records have been deleted from the 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 same set of records saved to the group will be restored whenever the group is retrieved.
Re-run a dynamic group of records using the Update 3 option followed by the Show option.
A dynamic group saves the search terms used to generate a list of records. Each time the search is run, the records returned may differ as the data may have changed ( e.g. the search criteria might be: return all records created in the last 30 days).

It is also possible to schedule a saved search to run automatically at specified times and print or email the result of the search. Groups can be deleted one by one, or purged from the Manage saved searches box depending on the date they were modified, created or last retrieved 4.

Note: Here we demonstrate how to manage saved searches using the Manage saved searches box. Most of the functionality described also applies to the Saved searches tab of the Search box. The Record details View toolbar also includes a cut-down version of this function.

Groups created in the current data source are saved to the Manage saved searches box where they are listed in a table with columns showing details and properties of each group:

The Manage saved searches box

Details about each group include:

A unique reference number: if you want to replace a group, you need to reference this number.
The title of the group (this should be descriptive).
The number of records in the group.
The owner of the group.
Three dates:
- Modification date: the date on which the group was accessed (using Update5) or edited in some way.
- Creation date: the date on which the group was created.
- Last retrieved: the date and time when the group was last accessed (using Show or Update) and its records were listed in Result set View6.

In the Manage saved searches box it is possible to:

Sort and filter groups (your sort and filter choices are remembered by Collections and persistent until changed again7).
Rearrange columns:
1. Click anywhere in a column header and hold down the mouse button.
2. Drag left or right and release the mouse button.

View a group's properties and edit its title, assign access rights, etc.

Details

Select the triangle in the first column to view a group's properties and assign access rights:

Two tabs are available:

Tabs

Details

General

The General tab holds:

The group's title: this can be edited.
Comment: here you can provide a description of the group.
The search expression (if any) used to generate the group of records.
If the search expression is preceded by /*, this is a static group is static and only selected (marked) records were saved to it.
Various details about who created the group (the Owner), when it was created, modified, etc.

Rights

The Rights tab holds details about any access rights to the current group assigned to users / roles. Authorized users are able to assign access rights to others:

Rights

Select Add to assign the following permissions to a user / group chosen from the Role drop list:

Right	Details
None	The Saved search will be hidden from the user / group.
Read	The Saved search will be visible to the user / group. The Update, Delete, Schedule, Add records and Remove records buttons will be inactive.
Write	The user / group is able to view the Saved search and change it, but not delete it. The Delete button will be inactive.
Full	The user / group is able to view the Saved search, change it, and delete it. Note: Users with the `$ADMIN` role have full access to all Saved searches.

If you make any changes to the General or Rights tabs, be sure to select Save.

The following options are available in the Manage saved searches box:

Option

Details

Show

Retrieve and display a static group of records. As a static group stores one or more prirefs 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., the same record(s) will be retrieved until a user actively adds or removes a record from the group, or records in the group are deleted from the 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.. Any records already listed in Result set View or Gallery View will be replaced with the retrieved records.

A dynamic group not only stores the search terms that generated a group of records but also the 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. of records returned when the search was last run. If a dynamic group is selected in the Manage saved searches box and you click Show, the records retrieved may not reflect changes in your data. To update the list of records stored in the dynamic group, it is necessary to select Update8: this will re-run the search and refresh the record count (Hits) shown in the Manage saved searches box. You would then select Show to retrieve and display records in the group.

Cancel

Close the Search box.

Alternatively, click X in the Title bar.

New

Create a new group for all records currently listed in Result set View or Gallery View or just marked records.

Note: To create a new group for marked records you need to have clicked the checkbox for each record to be saved in the group before opening the Manage saved searches box.

This is an alternative method to using the Write set option in the Result set View or Gallery View toolbar:

Update

previously Re-run

Select Update to re-run the search terms that define the dynamic group, and update the record count (Hits) shown on the Saved searches tab.

Select Show to retrieve and display the records in the group. Any records already listed in Result set View or Gallery View will be replaced with the retrieved records.

Delete

Select a group in the Manage saved searches box and select Delete to remove it from the list of groups.

You will be asked to confirm the action before the group is deleted.

Note: This only deletes the group, not the records saved in the group.

Schedule

Schedule a saved search to run automatically at specified times and print or email the result of the search.

Notes:

This functionality requires an SDI Selective Dissemination of Information server to be set up for your system. Contact Axiell Support for details.
It is only possible to set up a schedule for a dynamic group.

Details

With Schedule it is possible to run a search at a specified time and email details to customers and/or co-workers (a report about recent acquisitions for example).

Current implementation

To schedule a saved search to run at a specified time and print or email details:

Select a dynamic group on the Saved searches tab of the Search box.
Select Schedule to display the Saved search schedule box:

Edit the Schedule properties. These are specified across three tabs:

Tab

Property / Option

Details

General

Format

Enter the path to an adapl (without the .bin extension) or style sheet (.xslt) to provide the layout for the output. The path must be relative to the folder containing the Collections application .pbk file, e.g.:

..\xslt\mytemplate.xsl

Tip: Your Application Administrator can provide details about the path to the folder holding the relevant file.

Language

Select the same Interface language that was used when the search statement was specified.

Pruning

Select an option to prune (filter) the search results:

Option	Details
Undefined	Ignore this option.
New Records	Report on records created since this schedule was last run.
DM/DI changed	Report on records created or edited since the schedule was last run (DM/DI refers to the edit.date (`dm`) and input.date (`di`).
No pruning	Report on all results returned by the search.
New or Changed Records	Report on records created or modified since this schedule was last run

Limit

Specify the maximum number of records on which to report.

0 indicates no limit.

Note: December 2021: this option is not yet active.

Subject

Provide a subject line for the email.

This will display in the Descriptions column in the Scheduled tasks box (accessed by selecting Schedule in the Main menu).

Comment

Add a comment about this schedule. This will display in the Comments column in the Manage saved searches box.

Text added here will also be used as the body of an email where the output is emailed as an attachment: if you specify an XSLT style sheet (producing HTML) in the Format field but specify Plain text on the Destinations tab, this comment text will be the email body and the generated HTML file will be attached to the email (the name of the generated HTML file will be the value specified in Subject above).

To have the generated HTML inserted in the email body itself, select HTML on the Destinations tab instead.

Destinations

Mode

Search results can be output to either:

Email
-OR-
Printer

Printer destination

Drop list of available printers. If Mode = Printer, select which device to print to.

Email format

Options are:

Plain text
HTML

Select HTML if search results are transformed to an HTML page (by means of an XSLT style sheet for example). The email will then show output format for a browser rather than the HTML code itself.

In all other cases, select Plain text.

Tip: See Comment above.

Email addresses

If Mode = Email, enter all email addresses to which the scheduled results will be sent:

To remove an email address:

Select an email address in the list on the right.
Select .

Run now

Click the Run now button to test the SDI profile immediately in order to confirm that search results are printed or emailed as expected:

Schedule

Frequency and Schedule

Specify when and how often the schedule will be run:

In the Frequency column, specify:
- Minutes
- Hourly
- Daily
- Weekly
- Monthly
- Yearly
In the Schedule column, specify the time, date and/or month to run the schedule.
Note: Which options are available in the Schedule column are determined by the choice of a frequency: if you select Hourly in the Frequency column for instance, Weekday and Month are disabled in the Schedule column).

Expiry date

Select an end date for the schedule.

Suspended

Enable the Suspended option to suspend the schedule.

While this option is enabled, the schedule will not run.

Last run

Records the date on which the schedule was last run.

Click OK to save the schedule.

Previous implementation (installed prior to Collections version 1.12)

To schedule a saved search to run at a specified time and print or email details:

Select a dynamic group on the Saved searches tab of the Search box.
Select Schedule to display the Saved search schedule box:

Edit the Schedule properties. These are specified across three tabs:

Tab

Property

Details

General

Format

Enter the path to an adapl (without the .bin extension) or style sheet (.xslt) to provide the layout for the output. The path must be relative to the folder that holds sdi.exe (the SDI server).

For example: if sdi.exe is located in the Collections \executables sub folder and a style sheet is located in the Collections \museum sub folder, the path would be something like:

..\museum\mystylesheet.xslt

If the adapl or style sheet is located in the same folder as sdi.exe, simply provide the file name without a path.

This property must be provided.

Language

Select the same Interface language that was used when the search statement was specified.

Pruning

Select an option to prune (filter) the search results:

Option	Details
Undefined	Ignore this option.
New Records	Report on records created since this schedule was last run.
DM/DI changed	Report on records created or edited since the schedule was last run (DM/DI refers to the edit.date (`dm`) and input.date (`di`).
No pruning	Report on all results returned by the search.
New or Changed Records	Report on records created or modified since this schedule was last run

Limit

Specify the maximum number of records on which to report.

0 indicates no limit.

Subject

Provide a subject line for the email.

Comment

Add a comment about this schedule. This will display in the Comments column in the Manage saved searches box.

Destinations

Mode

Search results can be output to either:

Email
-OR-
Printer

Printer destination

If Mode = Printer:

Enter nothing here to use the default printer.
Otherwise provide the full path to another printer.

Email format

Options are:

Plain text
HTML

Select HTML if search results are transformed to an HTML page (by means of an XSLT style sheet for example). The email will then show output format for a browser rather than the HTML code itself.

In all other cases, select Plain text.

Email addresses

If Mode = Email, enter all email addresses to which the scheduled results will be sent:

To remove an email address:

Select an email address in the list on the right.
Select .

Schedule

Frequency and Schedule

Specify when and how often the schedule will be run:

In the Frequency column, specify:
- Hourly
- Daily
- Weekly
- Monthly
- Yearly
In the Schedule column, specify the time, date and/or month to run the schedule.
Note: Which options are available in the Schedule column are determined by the choice of a frequency: if you select Hourly in the Frequency column for instance, Weekday and Month are disabled in the Schedule column).

Expiry date

Select an end date for the schedule.

Suspended

Enable the Suspended option to suspend the schedule.

While the option is enabled, the schedule will not run.

Last run

Records the date on which the schedule was last run.

Click OK to save the schedule.

Purge9

Specify a date and remove groups from the Manage saved searches box that were modified, created or last retrieved before this date.

Note: This removes one or more groups from the Manage saved searches box: it does not delete any records in the purged group(s).

Add records

Add 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 existing group.

Remove records

Remove 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 from a group. In Result set View and Gallery View it is necessary to list the records you want to remove from a group (e.g. by searching for them first).