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 prirefClosed 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 sourceClosed 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 (prirefClosed 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 markedClosed 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 prirefClosed 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:

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.

In Record details View it is possible to add the current recordClosed 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 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:

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 3.

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:

Manage saved searches

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 prirefsClosed 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 sourceClosed 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 prirefClosed 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 Update7: 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 which 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:

Purge8

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 markedClosed 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 markedClosed 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).

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