Search can be set up with either SIMPLE Search or ADVANCED Search of a combination of both.
The Search screen can be configured to provide the user with the facility to search by individual fields, as well as to execute a single search across All Fields.
The SIMPLE Search function is sometimes labelled "All Fields" because it can execute across all fields in the database. It operates similar to a "Google-like" Search function. Fields can be nominated for inclusion in Simple Search. The main database record and sub-records that describe physical copies can be searched. Attached documents in digital formats such as PDFs, Word or Microsoft office documents can also be searched either as part of a SIMPLE Search or searched exclusively.
The End User will most probably be presented with the same search functionality but in the Search Portal which is customised using the Search Portal Template Designer. This Help Guide section describes the set up of Search in the Administrative function and the OPAC display.
This page describes:
- Types of Search Field
- Using AND, OR, NOT operators
- Additional Search Fields
- Subjects Search
- Content and Record Type selection
- Office and Library selection
- Other search options
- Executing the Search
When the application is opened by an Administrative user, the Search screen is displayed with the Welcome Message area and menus and functions that the Administrative User has been assigned according to the role and access permissions granted by the System Administrator.
This page is referred to as the HOME page. It is displayed within the SEARCH tab.
The wording for Show / Hide Advanced Search can be changed in Resource String Translations
The wording for the Clear option can be changed in Resource string translations
The Saved Searches tab lists all predefined searches. These are search strategies that have been saved so that they can be repeated to find a set of records from the database without having to re-enter words or phrases or combine fields in a search strategy.
The description "All Fields" can be changed in Resource string translations
Text fields are enabled for word searches to be performed, and include fields such as Title or ISBN. Simply enter a search term into the field and press Carriage Return or click on the eyeglass icon.
A Text field may also be presented with more than one field defined. This is called a Field Group, where the search is executed across all fields that are within the Field Group.
A Rich Text Field stores and indexes data the same as a Text field and is searched the same but allows formatting of the text, retaining any HTML markup that might have been made to the text.
If Use Suggestion has been enabled by the System Administrator, as text is typed into a Text search field, a drop-down list of matching entries is presented automatically, from which the required entry can be selected:
Lookup Fields refer to a thesaurus where terms can be selected from a predefined list.
Entering search terms manually
After the first three characters of a search term have been entered into the Lookup Field, the system presents a list of possible matches from which one can be selected.
Highlight the term required and press Enter to paste the term into the field.
Click on the term you want to use in the search and then click on the > arrow or double-click to paste it into the search box on the right hand side. Repeat this to include multiple terms in a search.
|All of these words||Search for records with all of the search terms in the field, in any order, anywhere within the field||"marketing" also finds "market"|
|Exact wording or phrase||Search for records with all of the search terms in the field, in the exact order specified||"marketing" finds just that, ie it will not also retrieve "consumer marketing"|
|Starts with||Search for records starting with the search terms||"consumer" finds "consumer marketing", "consumer spending" etc|
Whether this search option is allowed is defined in OPAC Maintenance (Options)
The option "Traverse Down Term Hierarchy" is enabled using System Configuration Maintenance (Common Settings)
Tick the relevant option before searching.
Date fields enable a period, a range of dates or a specific date to be searched.
There are three options for searching dates:
To search for a specific date, select the year first, then add the month and then the day. Alternatively, you can enter just a year, or click on the calendar icon to pick the date.
This allows you to search over a period of time such as Day, Week, Month, Quarter, Year, and specify the number, for example 3 weeks.
This feature allows you to create saved searches of recent additions to the catalogue
|Start and/or end dates|
You can enter a Start Year or End Year or combination of the two. You can search up to the present by leaving the end date empty.
As well as displaying records that match your date criteria, records with circa dates within a range of years will also be included.
Number fields, such as CID (Computer ID), can be searched using ranges:
To search for a single number, enter the number into the From box and tick the "Search single" box.
Whether or not Boolean operators are enabled for all users is determined in OPAC Maintenance (Options)
This drop-down list contains a list of additional fields that can be selected for inclusion in an Advanced Search.
- From the drop-down list select a field to search and then click Add. The field you selected is displayed with an input box.
- Enter your search words into the field as normal
- To include another field, repeat step 1
- To remove an Additional Search field, click X
- To remove ALL Additional Search field selections, click Remove All
If Suggestion has been enabled, by typing into a Text or Thesaurus field or Text/Thesaurus field group, the system will present a drop-down list of matching entries from which the required entry can be selected.
Suggestion can be enabled at a field or field group level, and per OPAC, and is defined in System Management.
Content and Record Types selection
Records in the database are defined as Record Types. A Record Type and must be assigned to a broader category called Content Types. For example the Content Type "Library" may contain Record Types of Book, Serials, Reports, Directory, etc.
It is possible to conduct a search by specifying the required Content and Record Types. All Content and Record Types are included in the search unless otherwise specified.
The option to allow an End User to restrict a Search by Content Type and or Record Type is defined in OPAC Maintenance (Options)
To select one or more Content Types or Record Types, click Select.
The required Types can be selected by expanding the categories and ticking those to be included.
Click Save, to be returned to the search screen and the search can be executed, applying the restricted Content and Record Types.
Narrow the search by specifying the only records from a specific Office or Library are to be included in the Search results. All locations are included unless otherwise specified. Note It is not possible to refine a search by SubLocations.
To select one or more Office or Library, click Select.
Select the required Offices/Libraries by expanding the categories and ticking those to be included.
Then click Save, to return to the search screen.
The wording for Office / Libraries can be changed in Resource string translations
Volumes are a special type of record that have a structure built into the database so that multi-volume sets can be easily managed and controlled. By default, Volume records are not retrieved as part of a search, although the master record that a Volume belongs to is returned by a search.
This feature is turned on/off in System Management > Common Settings
However, when this feature is turned on, if a Volume contains words that are included in the search, then the Volume record will be returned as a record in its own right in the search results and it will also show the title of the master record as a concatenation of the master record title and the title of the Volume record. In the display of Brief Results, any record that is a Volume will be indicated by a Volume icon.
Note that at present you cannot specific a search for words or phrases that appear in both the master and volume record.
|Include deleted records|
Deleted records remain in the system but are not seen by End Users and are only visible to Administrative staff users if this box is ticked.
Tick this option to include deleted records in the search.
|Include records without copies|
Tick this option to include records without copies in the search, or untick to exclude them.
The default for this option is defined in System Configuration Maintenance (Common settings).
If a search is filtered by Office and/or Location, and if this option is ticked the search will retrieve all records without copies, as well as the ones with the location selected. Untick the option to stop this happening.
|Search unpublished records only|
By default all searches include unpublished records for Administrative staff users: tick this box to search *only* unpublished records.
Whether you have access to non-published records or not is defined in Access Permissions.
|Include Dependent Records|
Tick this option to include the text of attached documents in the search, or untick to exclude them.
The default for this option is defined in OPAC Maintenance (Options).
The search results are displayed in the search results screen, or i if only one record is found, the Full Record screen is displayed. Where no results are found, a "No records found" message will display.
See alsoUsing saved searches