Saved searches (aka groups, Write sets)

Two types of record group are available in Collections, one static, the other dynamic. A static group stores the prirefClosed 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.

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 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 unique reference number (prirefClosed) 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 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 on the Saved searches tab of the Search box.

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 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

Note: If you initiated a search by selecting Search (F7) in the top Toolbar, the Search box will contain options for fine-tuning the previous search (Widen, Narrow, Exclude). Details here.

It is possible to:

  • Sort and filter groups in the table (your sort and filter choices are remembered by Collections and persistent until changed again1).
  • 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.

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, 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. 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 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.

Note: This will not however update the number displaying in the Hits column. This number is refreshed when Update2 is selected 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:

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

Related Topics Link IconRelated Topics