Keyboard shortcuts

Keyboard shortcuts are available for many options available in the top Toolbar and the Toolbars in each View. Various Windows keyboard shortcuts are also available and useful when working in Collections.

These shortcuts are listed throughout the Help where options and functionality are described, and a summary list is provided here for convenience.

If a keyboard shortcut has been associated with an option, it will be discoverable in a tooltip when hovering the cursor over a button:

Tooltip

or option in a drop list:

Tooltip

Standard Windows keyboard shortcuts

The following standard Windows shortcut can be used in Collections:

Option	Keyboard shortcut	Details
Copy selected text	CTRL+C	Select text and copy it to the Windows clipboard.
Paste text	CTRL+V	Paste text copied last to the Windows clipboard.
Cycle through open Windows /applications	ALT+TAB	Switch between any open windows / applications. This can be useful if you have opened one or more Views in their own browser Window.

Option

Keyboard shortcut

Details

Copy selected text

CTRL+C

Select text and copy it to the Windows clipboard.

Paste text

CTRL+V

Paste text copied last to the Windows clipboard.

Cycle through open Windows /applications

ALT+TAB

Switch between any open windows / applications.

This can be useful if you have opened one or more Views in their own browser Window.

Main menu

The following option in the Main menu has a keyboard shortcut assigned:

Option	Keyboard shortcut	Details
Search	F8	Commence a new search. The Select data source box will display from which you select 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. in which to run your search.

Top Toolbar

The following options in the top Toolbar have a keyboard shortcut:

Option

Icon

Keyboard shortcut

Details

Record navigation

Various

Following a search or when more than one record has been added or imported, records can be displayed in one or more Views. It is possible to move through the list of records using the Record navigation buttons or keyboard shortcut:

Record	Keyboard shortcut	Description
First	CTRL+F6	Move to the first record in the current list of records.
Previous	F6	Move to the previous record in the current list of records.
Next	F5	Move to the next record in the current list of records.
Last	CTRL+F5	Move to the last record in the current list of records.

As you move through a list of records the current record The record currently displayed in Record details View or highlighted (with a solid 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).

See Display and navigate records for more details.

Commence a new 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..

Note: Select Search [F8] in the Main menu to commence a search in a different data source.

Hierarchy browser

Displays the current record The record currently displayed in Record details View or highlighted (with a solid background) in Result set View or Gallery View for instance. within a hierarchy of records linked to it. Intended for viewing records in data sources 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. that have a hierarchical structure, such as Archives, Locations and containers, Taxonomy and Thesaurus.

Help View

Open Help View. This View provides a description of a field's purpose and other data entry instructions.

CTRL+P

Open the Output formats box will display. Select a template and/or procedure for printing record data.

Result set View

The following options in the Result set View toolbar have a keyboard shortcut:

Option	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: . This option is available from the Mark records drop list in the Result set View toolbar.
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. This option is available from the Mark records drop list in the Result set View toolbar.
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. This option is available from the Mark records drop list in the Result set View toolbar.
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 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.
Find data for the field	SHIFT+F4	When editing a linked field, open the Find data for the field box.

Record details View

The following options in the Record details View toolbar have a keyboard shortcut:

Option	Keyboard shortcut	Details
New record	ALT+N	Add a new record 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..
Copy record	SHIFT+F5	Create a copy of the current record The record currently displayed in Record details View or highlighted (with a solid background) in Result set View or Gallery View for instance. and open it for editing.
Save record	CTRL+S	Save the current record.
Edit record	F11	Edit the current record.
Add / remove the current record to / from a saved search	F10	Add / remove the current record to / from a saved search
Copy field	CTRL+D	With the cursor in a field 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., copy the contents of the field to the Collections clipboard. Note: In Display mode, right-click a field and select Copy field from the context menu.
Paste field	CTRL+K	With the cursor in a field in Edit mode, paste value(s) copied to the Collections clipboard for this field.
Paste all fields	CTRL+J	In Edit mode, paste all values stored in the Collections clipboard into the current record.
Edit multilingual texts	CTRL+M	With the cursor in a multilingual field in Edit mode, open the Multilingual Data box and edit data in every available language.
Add row below	CTRL+ENTER	With the cursor in a field 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., add an occurrence of the field (or group of fields if the active field is a member of a group) below the active field.
Move row down 1	CTRL+Down arrow2	Change the order of occurrences. Select Move row down / up to reorder occurrences: if the active field is a member of a group of fields, all fields in the group will be moved together. Note: If automatic sorting of occurrences has been specified by your Application Administrator, any changes you make to the order will be overridden: occurrences will be sorted automatically (ascending or descending) when the record is saved. Reordering occurrences In this example, there are two occurrence groups (two creators are listed) with five fields in each occurrence group. The cursor is in the Role field in the first occurrence group (it could be in any one of the five fields in the group): To move the entire occurrence group down: Select Occurrence>Move row down from the toolbar -OR- Use the keyboard shortcut,CTRL+Down arrow
Move row up 3	CTRL+Up arrow4
Open all panels	ALT+Down arrow	Open all panels in Record details View.
Close all panels	ALT+Up arrow	Close all panels in Record details View.
Find data for the field	SHIFT+F4	With the cursor in 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). in Edit mode, open the Find data for the field box.