Searching and Browsing
As you populate the database, you will probably also need to search for other records. There are four basic ways to search for records in CollectiveAccess: Find, Browse, Advanced Search, and QuickSearch. The following sections will describe how the different search methods work and how to manage them.
QuickSearch, located on the right side of the Global Navigation bar, runs a full-text query across the entire database, and organizes results according to Primary Types (Objects, Entities, Collections, Events, Works, and Lots). The results are tabled, giving you a database-wide context for your search query.
Each table displays 100 of the most relevant results and each record is listed with its Title and Identifier. To see full results, click the link to “full results.” Here you will see the results of a specific table (just like you would using the Find tool, explained next), and can configure how you wish the results to be displayed.
BASIC SEARCH USING FIND
Using Find enables a targeted search for records within a single Primary Type (Objects, Entities, Collections, etc.). The Find option is the second tab of the Global Navigation bar. Click or mouse-over the Find tab to activate the dropdown menu and select the type of record for which you wish to search. Type a keyword or phrase into the search bar. If you have selected Find->Objects, a search will be performed across all existing object records
The display options provide you with several sorting options to better view your search results: Sorting by relevance, title, type and identifier; selecting how many results will display per page; and choosing a layout for your results (thumbnail, full or list). You may also choose a default or custom display for your results. Options also exist to export your search results as printed labels or as a delimited file for use in Excel or PDF.
ADVANCED SEARCH IN FIND
The Advanced Search function in CollectiveAccess gives you the ability to create customized search forms. It is possible to create complex forms, simple forms to access unique data, or a general-purpose form for any collection management project.
- Using an existing Advanced Search form: Hover your mouse over the Find tab in the upper right global navigation and select a record type in order to open the Find page. Click on the Advanced Search option in the Local Navigation column. First select which Form you would like to use from the dropdown menu in the upper right corner. There you will see all the advanced search forms in your system.
- Creating an Advanced Search Form: Open “Search Tools” from the Manage tab in the Global Navigation bar. To create a new search form, select an object type from the “New search form for” drop-down menu. Then, enter some basic information about your new Search Form; enter a unique Form name for the new Form and enter a unique alpha-numeric identifier in the Form code text box. By selecting Yes under System Form, you can make this search accessible to all users in the system. If you want to restrict use and only allow specific users access to the form, select No.
Under "Search Form Contents," the left column contains all available search items (elements that can potentially be criteria for an advanced search.) The right column will contain specific elements chosen for the advanced search. Using your mouse, drag elements from the left column to the right to configure an advanced search form.
If the new form is not system wide, you may assign read-only or edit access to specific users or groups using the User Access and Group Access elements.
The Find interface also includes a Browse search utility. This is the third Search option in the local navigation bar after Basic Search and Advanced Search. Browse is a method for viewing all records of a specific type (of your choosing) in the database and allows you to sort and filter records based on designated attributes.
Select a term from the Browse window (such as Object Titles, Entities, Special Events, etc.), and all records related to that term will display. If your Browse can be further refined by another attribute, more options for grouping your results will appear once you choose an initial browse facet. For example, you might initially choose to browse object types, and then choose to refine your browse by dates, at which point a new browse window will appear.
To modify your Browse terms, click the [X] symbol to remove the attribute and select a new one from the control bar. When no more applicable terms exist to refine your search, you can click Start Over to begin a new Browse.