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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. Fields can be nominated for inclusion in Search from the main database record and sub-records that describes physical copies. 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 separately.  

The End User will most probably be presented with 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.   

The fields which appear on the search screen are defined in Content Type Maintenance.


This page describes:


When the application is opened by an Administrative user, the Search screen is displayed with the Welcome Message area and access to menus and functions that the Administrative User has been assigned according to the role and access permissions granted by the System Administrator. 


The wording for Show / Hide Advanced Search can be changed in Resource String Translations

Search terms in the search fields described below. This can be either a single word or a combination of words using the available search syntax.

If you have entered your terms incorrectly, click [Clear] or select the term and press backspace or delete on your keyboard.

The wording for the Clear option can be changed in Resource string translations

To begin a new search, click New Search on the Actions menu.

To select from predefined searches, click the Saved Searches tab.

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All Fields search

The All Fields search box searches across specified catalogue fields - these are defined in Field Maintenance.

It also does full text searching of documents which have been attached to a record. The capabilities of SQL for full text searching are described in detail in a separate document.

The wording of the All Fields box label can be changed in Resource string translations



Types of search field

There are four types of search field:


 Text and Rich Text fields

Text fields enable regular key word searches to be performed for fields such as Title or ISBN - simply enter your search terms into the field.

If Use Suggestion has been enabled, when you type into a Text search field or a Text field group, the system presents a drop-down list of matching entries, from which the required entry can be selected:

 Lookup (thesaurus) fields

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.

Using the thesaurus lookup

Alternatively, terms can be selected from the thesaurus by clicking Lookup. The thesaurus then opens:

Depending on how the thesaurus has been set up, the terms will be displayed in either hierarchical or alphabetical view. To see all terms, click Expand All.

Click on the term you want to search on and then click on the > arrow or double-click to paste it into the search box on the right hand side. Repeat this for as many terms as you want to search on.

By default the system will apply the AND operator between the terms; it can however be changed by selecting either the OR or NOT operator.

Finally, click Apply & Close.

You will be returned to the advanced search, with your selected search terms pasted into the relevant field.

Specifying how the search terms will be applied

You can specify how the search terms will be applied. The options are:

Search typeDescriptionExamples
All of these wordsSearch 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 phraseSearch 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 withSearch for records starting with the search terms"consumer" finds "consumer marketing", "consumer spending" etc

Adding additional terms

To add additional terms to the search in this field, click Expand. This adds another search box, into which you can enter terms in the same way.

Change the AND/OR/NOT drop-down as required. You can continue expanding the search as needed.

Including related terms

Thesaurus fields can have a tick box option to also retrieve records which have been tagged with related terms:

Whether this search option is allowed is defined in OPAC Maintenance (Options)

Including narrower terms

As well as the search term you have specified, the system can find records which contain narrower terms of that term. For example, if your hierarchy is:



Trade Fairs

then if this option is enabled, you will find records with any of those terms.

If the option is not enabled, you will find only records with the term you entered.

Whether this option (Traverse Down Term Hierarchy) is enabled is specified in System Configuration Maintenance (Common Settings)

Searching for fields which are empty or contain data

You can search for records where fields are either empty or contain data, where this has been enabled in Field Maintenance

Tick the relevant option before searching.

Whether this option is enabled for a particular field is defined in Field Maintenance

Whether this search option is allowed for OPAC users is defined in OPAC Maintenance (Options); this option is always available for Library staff

 Date fields

Date fields enable a period, a range of dates or a specific date to be searched.

There are three options for searching dates:

Exact date

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.

The number of years in the circa dates range is defined in System Configuration Maintenance (Common settings).

The default search option is defined in Field Maintenance.

 Number fields

Number fields, such as CID, are searched using ranges:

To search for a single number, enter the number into the From box and tick the "Search single" box.


There are also some search boxes which search across a group of fields at the same time. Note that thesaurus fields in field groups do not have the lookup facility that they have if they are on the search screen in their own right.

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Using Boolean operators (AND, OR, NOT)

To build a search using a combination of terms across fields, use the appropriate AND/OR/NOT drop-down boxes to the left of most fields.

Whether or not Boolean operators are enabled for all users is determined in OPAC Maintenance (Options)


Search syntax

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Additional Search Fields

This drop-down list contains a list of additional fields in the catalogue that can be selected for further advanced searching.

The fields which appear in the Additional Search list (if any) are defined in Field Maintenance.

Note also that fields defined as not public will not appear in this list for OPAC users.

If no fields have been defined for this function, the drop-down list will not appear at all.

  1. From the drop-down list select a field to search and then click Add. The field you selected is displayed with an input box.
  2. Enter your search words into the field as normal
  3. To include another field, repeat step 1
  4. To remove an Additional Search field, click X
  5. To remove ALL Additional Search field selections, click Remove All

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If Suggestion has been enabled, when you type into a Text or Thesaurus field or Text/Thesaurus field group, the system presents a drop-down list of matching entries from which the required entry can be selected.

In thesaurus fields, "Use For" options are displayed:

To search on the entry you have typed in and ignore all the suggested entries, just click on the Search icon.

Suggestion can be enabled at a field or field group level, and per OPAC, and is defined in System Management.

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Content and Record Types selection

Records in the catalogue are categorised into broad Content Types such as Monograph and Serial. They are then further categorised into Record Types. For example the Content Type "Monograph" may contain Record Types of Book, Report, Directory, etc.

It is possible to narrow a search by specifying required Content and Record Types. All Content and Record Types are included in the search unless otherwise specified.

Whether this feature is present or not is defined in OPAC Maintenance (Options)


To select one or more Content or Record Types, click Select.

In the following box, required types can be selected by expanding the categories and ticking those to be included.

Then click Save, to be returned to the search screen.

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Office and Library selection

You can also narrow the search by specifying that you only want to see records from a specific Office or Library. All locations are included unless otherwise specified. Note that you cannot refine your search by SubLocations.

Whether this feature is present or not is defined in OPAC Maintenance (Options)


To select one or more Office or Library, click Select.

In the following box, 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 on the selection box can be changed in Resource string translations



By default, volume records are not retrieved as part of a search, although the master record is.

This feature is turned on/off in System Management > Common Settings

However, when this feature is turned on, if a volume contains words that you have searched, then the 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. At the end of the results view, it will be indicated with a Volume icon.

Note that at present you cannot search for words or phrases that appear in both the master and volume record.


Other search options

Library staff have a number of search options that are unavailable to OPAC users:

These are:

Include deleted records

Deleted records remain in the system but are not seen by OPAC users and are only visible to admin 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 you filter your search by Office and/or Location, if this option is ticked the search will retrieve all records without copies, as well as the ones with the location you selected. Untick the option to stop this happening.

Search unpublished records only

By default all searches include unpublished records for Admin users: tick this box to search within *only* unpublished records.

Whether you have access to non-published records or not is defined in Access Permissions.


There are other options which are also available to OPAC users, depending on the settings in OPAC Maintenance > Options:

Include Dependent Records

Tick this option to include amendments in the search, or untick to exclude them.

The default for this option is defined in OPAC Maintenance (Options).

The wording for this option can be changed in Resource string translations.

Search Attachments

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).


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Subjects Search

This section lists terms from a thesaurus that you can use to do a quick subject search. Just click on the term that you wish to search on and click Search.

The terms that appear in this panel are defined in the Thesaurus module.

Whether this feature is present or not is defined in OPAC Maintenance (Options)


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Executing the search

Once you have entered your search terms, either click Search or press Enter on your keyboard.

The search results are displayed in the search results screen, or in the Full Record screen if only one record was found. Where no results are found, a "No records found" message will display. 

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See also

Using saved searches


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