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.
The fields which appear on the search screen are defined in Content Type Maintenance.
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
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- 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
Click [Clear] to start again and clear any terms entered into the field boxes or select the term and press backspace or delete on the keyboard.
The wording for the Clear option can be changed in Resource string translations
To begin a new search, click Home or New Search on the menu.
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.
All Fields search
The All Fields search box searches across specified fields from the database that are used to record data - these are defined in Field Maintenance.
The Search also performs Full Text searching of documents that have been attached to a record and uploaded into the database. Full text searching is described in detail in a separate document.
The description "All Fields" can be changed in Resource string translations
Types of search field
There are four types of search field:
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.
Using the thesaurus lookup
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Specifying how the search terms will be applied
You can specify how the search terms will be applied. The options are:
| Search type | Description | Examples |
|---|---|---|
| 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 |
Adding additional terms
Change the AND/OR/NOT drop-down as required. You can continue expanding the search as needed.
Including related terms
Whether this search option is allowed is defined in OPAC Maintenance (Options)
Including narrower terms
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 End Users is defined in OPAC Maintenance (Options); this option is always available for Administrator staff
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.
Using Boolean operators (AND, OR, NOT)
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.
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 End Users.
If no fields have been defined for this function, the drop-down list will not appear at all.
- 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
Suggestion
In thesaurus fields, "Use For" options are displayed:
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 Catalogue" 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.
Office and Library selection
Narrow the search by specifying 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 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
Volumes
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:
| 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. |
| 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.
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| 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
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)
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.
See also
Using saved searches