Run a search in the current data source

When you have run a search you have several options for running another 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.:

Run a basic / Simple search

You can run a basic search from the Result set View or Gallery View toolbar. This is a pre-configured search across one or more fields in the current data source. Records returned by this search will replace any records already displaying.

Details

Click the Search icon in the Result set View or Gallery View toolbar to display the Search pop-up:

The Search pop-up includes a drop list with names of fields in the current data source. Select a field name to search that field: some entries in the list allow you to search several fields simultaneously (explained below). If the list includes <Simple search> (as above), select this option to search for a value across multiple indexed fields simultaneously.

Note: In your Collections implementation, a different name might be used for <Simple search>.

To run a search:

1. Select a field name from the drop list or select <Simple search>:
   Select a field name

   1. Click the arrow in the first search field to display a drop list of fields.
   2. Either:
      • Scroll through the list and select a field:

        

        When the mouse cursor hovers over a field name in the drop list, one or more field tags A field tag is a unique two character identifier for a field. will display (L5 in the example above): these are the field codes for fields that will be searched for your search term.

      -OR-

      • Start keying the name of a field in the text box to filter the drop list and hit ENTER to select the field with the blue highlight or select a field in the drop list:

        

        In this case when the cursor hovers over a field name multiple field tags display (TI, fr, PB, CB, Tx): all of these fields will be searched for your search term.

   Select <Simple search> to search across multiple fields

   If the drop list includes <Simple search, select this option to search across multiple fields simultaneously.

   Note: In your Collections implementation, a different name might be used for <Simple search>.

   When the cursor hovers over <Simple search>, a tooltip will display the field tags A field tag is a unique two character identifier for a field. of all fields that will be searched simultaneously for your search value:

   

   Note: If the <Simple search> option is included in the drop list, you can choose to make use of it on the Standard search tab1 Collections version 1.12 onwards..

2. Enter your search term in the second search field.

   In this example a search will be performed in the title field for the:

   

   Any records that contain the anywhere in the title field will be returned by this search.

   The * wildcard character can be used to truncate a search term. For example, a search for th* in the title field will return any records that contain words beginning with th anywhere in the field:

   

   Note: To cancel the search without running it, click the Search button in the Result set View toolbar again.

3. Hit ENTER or click the magnifying glass beside the search fields to run the search.

Records listed in Result set View and Gallery View are always the same: searching in either View will result in the same records displaying in both Views.

More advanced searches:

• Select the Search icon in the top Toolbar to perform a more advanced search in the current data source.
• Select Search in the Main menu to select a different data source in which to perform a search.

Run a new search in the current data source

1. Select in the top Toolbar to display the Search box.

   The Search box remembers which tab you were last on, and any search criteria you last specified.

   Bold border highlights previous search values on the Standard tab

   When you enter one or more search values on the Standard tab and run the search, the search value(s) are remembered next time you view the tab. This can be useful when fine tuning search results; and if you do not need previous search values, you can of course click Clear to remove them all.

   If a previously entered search value is short however (an asterisk for example), it is possible to miss it when running a new search, and this will affect your search results. To highlight that a field holds a previous search value, the field is highlighted with a bold black border2 Collections version 1.12 onwards.:

   

2. Select Clear to remove all prior search criteria, or modify search criteria as required.

   Details about configuring a search can be found here.

3. Select Find to run the search.

   Records returned by your search will replace any records already displaying.

Run a second search to fine-tune your search results

You can fine-tune your search results from the previous search by running a new search that adds records or removes them from your result set:

1. Select in the top Toolbar to display the Search box. Three additional buttons will display below Find:

   

   Widen, Narrow and Exclude are Boolean operations and they combine the results of your previous search with the results of a new search.

   As the name suggests, Widen will typically increase the number of records in your result set; Narrow and Exclude will reduce the number of records in your result set.

2. Construct a new search statement on the Standard or Advanced tabs (modify or remove any search existing conditions), or select a saved search on the Saved searches tab.

   Details about configuring a search can be found here.

3. Select one of the three options to combine the previous search result with the results of your new search statement:

   Operator	Boolean equivalent	Details
   Widen	OR	Widen typically increases the number of records listed by adding records that match the new search. Your previous search results will remain and any records that match the new search statement will be added to the result set. For example Your collection has 31 records where Object name is painting and 22 records where Object name is photograph. You run a search where Object name is painting and 31 records are returned. You run an new search where Object name is photograph and select Widen: your result set now contains 53 records.
   Narrow	AND	Narrow typically decreases the number of records listed by removing any records from the original result set that do not also match the new search statement. For example Your collection has 31 records where Object name is painting and 6 records for paintings by Anthonie van Dyck. You run a search where Object name is painting and 31 records are returned. You run a new search where Creator is "Dyck, Anthonie van" and select Narrow: your result set now contains 6 records: all records for paintings by artists other than van Dyck are removed from the result set.
   Exclude	NOT	Exclude typically decreases the number of records listed by removing any records from the original result set that match the new search statement. For example Your collection has 31 records where Object name is painting and 6 records for paintings by Anthonie van Dyck. You run a search where Object name is painting and 31 records are returned. You run a new search where Creator is "Dyck, Anthonie van" and select Exclude: your result set now contains 25 records: all records for paintings by artists other than van Dyck.

4. Select Find to run the search.