Saved searches (aka groups, Write sets)

There are two types of record group in Collections, one static, the other dynamic. A static group stores the prirefClosed A record's unique identifier (aka Record number). The Record number field is found on the Management details (or Notes and description) panel in Collections version 5.0 onwards. Alternatively, 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 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. As these groups are generated by a search, they are typically referred to as a Saved search (but are also known as a Write set).

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.

Groups can be accessed and managed in both the Manage saved searches box (described here) and the Saved searches tab of the Search box (described below). In both cases it is possible to retrieve records saved as a group, re-run a search, schedule a dynamic group 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 (aka Record number). The Record number field is found on the Management details (or Notes and description) panel in Collections version 5.0 onwards. Alternatively, 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.

To retrieve a static group of records select Show on the Saved searches tab of the Search box.

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

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 (aka Record number). The Record number field is found on the Management details (or Notes and description) panel in Collections version 5.0 onwards. Alternatively, 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 re-run the search and retrieve a dynamic group of records select Re-run on the Saved searches tab of the Search box.

The Saved searches tab lists all groups saved in the current data source:

Saved searches

Saved searches

The icons in the Type column visually identify the type / status of a saved search1:

Icon

Indicates

A Static group.

A Dynamic group (the count in the Hits column can be updated with the Update button).

A Dynamic group that has been scheduled to run automatically at a specified time with the search results printed or emailed.

A scheduled Dynamic group that has expired: an end date specified for the schedule has passed.

A scheduled Dynamic group that has been suspended.

Note: When the status of a saved search is changed (you suspend a schedule for instance), the icon will update when the Saved searches tab or Manage saved searches box is refreshed (closed and then reopened).

It is possible to:

  • Sort and filter groups in the table (your sort and filter choices are remembered by Collections and persistent until changed again2).
  • 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.

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

    Saved searches

    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

    In versions of Collections prior to version 1.13 all users have Full access to all Saved searches by default unless access rights are explicitly limited (see below for details about specifying access rights).

    From Collections 1.13 onwards only the user who creates a Saved search (the owner) has Full access to it by default and other users only have Read access.

    Note: Users with the $ADMIN role have Full access to all saved searches.

    If a user / group should have other access rights to a Saved search (None, Write or Full), the owner, or other authorized user, must specify those rights on the Rights tab for the Saved search.

    Users with access to Axiell DesignerClosed A tool for designing, creating, customizing and managing Axiell Collections applications and databases, broadly speaking, the Axiell Collections Model Application. As well as managing databases, including user access and permissions, Designer is used for such tasks as translating field labels, tooltips, values in drop lists, etc. can also specify default access rights for all Saved searches created in a particular database in its Default pointer file (details here).

    The Rights tab holds details about any access rights to the current group assigned to users / roles. Authorized users are also 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 on the General or Rights tabs, be sure to select Save.

Note: Each group has a unique number: if you want to replace a group, you need to reference this number.

The following options are available on the Saved searches tab:

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 (aka Record number). The Record number field is found on the Management details (or Notes and description) panel in Collections version 5.0 onwards. Alternatively, 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 (aka Record number). The Record number field is found on the Management details (or Notes and description) panel in Collections version 5.0 onwards. Alternatively, 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 on the Saved searches tab and you click Show, the records retrieved and displayed may not reflect changes in your data. To update the list of records stored in the dynamic group, it is necessary to select Re-run: this will re-run the search and display all records that match the group's search terms.

The count shown in the Hits column, both here and on the Manage saved searches box, is updated by selecting:

Widen

These three buttons display after a search has been run, and they enable you to fine-tune your search results. Details here.

Narrow

Exclude

Update4

The count shown in the Hits column is the number of records matched by the search terms when the group was last retrieved. When a dynamic group is highlighted, select Update to re-run the search terms that define the dynamic group, and update the record count in the Hits column here and in the Manage saved searches box.

Cancel

Close the Search box.

Alternatively, click X in the Title bar.

Re-run

Select Re-run to re-run the search terms that define the dynamic group and list matching records. Any records already listed in Result set View or Gallery View will be replaced with the retrieved records.

Note: This will not however update the number displaying in the Hits column. This number is updated when Update is selected in the Manage saved searches box.

Delete

Select a group on the Saved searches tab 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:

A new implementation of the SDIClosed Selective Dissemination of Information service introduced with Collections version 1.12 enhances the options available when scheduling a saved search (details about all enhancements can be found here). As there are important configuration differences between the current and the earlier implementation they are documented separately below.

Note:

  • It is anticipated that all implementations of the SDI service from Collections 1.12 onwards will use the new (Current) service.
  • If your institution decides to upgrade to the Current implementation, your previous SDI profiles can be recognized and activated for processing with very little effort. Details here.

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).

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

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

    Saved search schedule

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

    Tab

    Property / Option

    Details

    General

    Format

    Select an output formatClosed An Output format is an XSLT style sheet or Microsoft Word or Excel template that specifies what fields are included in a report or printed output, and how the data is laid out and styled. from the Format drop list to lay out and style the result of the saved search5.

    If the list of output formats is long, start typing an output format title to filter the list to matching titles:

    In versions of Collections prior to version 1.18 the Format field is a text field in which you 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.:

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

    The Format text field was changed to a drop list, allowing you to select from any output formatsClosed An Output format is an XSLT style sheet or Microsoft Word or Excel template that specifies what fields are included in a report or printed output, and how the data is laid out and styled. available in your system (predefined or uploaded to the Uploaded templates data source), rather than needing to type the path to an output format.

    Note: If a path was previously entered in the Format text field, this will be respected UNTIL it is manually deleted from the field; at this point the text field will change to a drop list and an output format will need to be selected.

    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

    Option removed with Collections 1.17 (should be ignored in earlier versions of Collections).

    New Records

    Report on records created since this schedule was last run.

    Only records that were created since the schedule was last run will be returned with this setting. Consider a saved search with the following criteria:

    assessment_treatment.condition = poor

    If a record created before the schedule was last run is edited so that it now meets the criteria of this saved search (the object it documents has deteriorated and its condition is updated to poor), it will NOT be returned with the New Records setting as it is not a new record.

    Use the New or Changed Records option to return records edited since the schedule was last run.

    DM/DI changed6

    Option removed with Collections 1.17.

    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 Comment 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:

    1. Select an email address in the list on the right.
    2. 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:

    Destinations tab

    Schedule

    Frequency and Schedule

    Specify when and how often the schedule will be run:

    1. In the Frequency column, specify:
      • Minutes
      • Hourly
      • Daily
      • Weekly
      • Monthly
      • Yearly
    2. 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.

  4. Click OK to save the schedule.

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

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

    Saved search schedule

  3. 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.

    Only records that were created since the schedule was last run will be returned with this setting. Consider a saved search with the following criteria:

    assessment_treatment.condition = poor

    If a record created before the schedule was last run is edited so that it now meets the criteria of this saved search (the object it documents has deteriorated and its condition is updated to poor), it will NOT be returned with the New Records setting as it is not a new record.

    Use the New or Changed Records option to return records edited since the 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 Comment 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:

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

    Schedule

    Frequency and Schedule

    Specify when and how often the schedule will be run:

    1. In the Frequency column, specify:
      • Hourly
      • Daily
      • Weekly
      • Monthly
      • Yearly
    2. 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 he schedule was last run.

  4. Click OK to save the schedule.

Note: Each group has a unique number: if you want to replace a group, you need to reference this number.

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