CHAPTER 2 - SEARCHING FOR RECORDS
Chapter Summary:
This chapter covers the different ways you can look for a record in EnterMedia.
Searching: There are three ways: Quick Search, Advanced Search, or Saved Queries. Quick Search is quick when you know the exact item you are searching for (or if you want to search everything! See below). Advanced Search narrows your search when you know approximately what you are looking for. Saved Queries is helpful when someone searched for the item previously and saved the results, and now you want to recreate that search (see last section in this chapter).
No matter how you choose to search, once the search query is submitted, the results are displayed on the Results Tab. This tab allows you to view and keep your results, while editing or starting another search using the Search tab. Here you can also perform various actions on your results, including: downloading, viewing as a slideshow, saving the query, multi-editing records, enlarging an image, viewing record details, creating a selection of items, and exporting to CSV.
Browsing: Allows you to view the complete contents of the catalog you selected. The various actions described above for Search can also be performed on Browse results. From Browse, if you want to select a different catalog, you may. The instructions for Search, Browse and Results are below.
SEARCH TAB (GRAY TOOLBAR)
Quick Search - Use Quick Search when you are searching by specific name, keyword, phrase, etc.
1. Go to SEARCH tab
2. ENTER the desired meta (search) data in Quick Search box
3. CLICK search button
4. For information about viewing results, see RESULTS TAB (GRAY TOOLBAR) after BROWSE TAB (GRAY TOOLBAR), below
TIP >>> To search all items, with no criteria, ENTER * in Quick Search box.
Search will include both singular and plural of search terms.
Entering part of a word, instead of the entire word (such as chee for cheetah) will search all assets with that in the name.
All basic data fields are searchable, including the text in pdfs. To learn more about what is included, view the search terms
options listed in Advanced Search.
If your search criteria is not included, try finding it by running a report. For more information, see Chapter 8, Running Reports.
For more about pending files or browsing catalogs after initial search, see Catalog Search below.
CAUTION! A very few text fields, such as author's name of an attachment or text embedded in an image of an uploaded text PDF attachment are not included. (Note: The text of the pdf, however, is searched.)
Advanced Search - use search terms across catalogs and categories to find an asset
Here you can search across all categories for particular types of items, their availability and more. You can also conduct a keyword search that looks through the content of all attachments to find a particular word or phrase.
TIP >>> A catalog is a complete compilation of certain items (records and/or records with attachments). Categories are subsets of data that can be used to search these catalogs for a particular item. For example...
1. Go to SEARCH tab
2. GO TO Advanced Search and CLICK add
4. To add multiple catalogs to search, REPEAT steps 1, 2 and 3
TIP >>> This will not delete the catalog itself, it will only remove the catalog from your search!
Then add a search term (additional category filters that will narrow the search):
1. GO TO Search Terms and CLICK +And
2. CHOOSE and CLICK a search term
3. CLICK the Search Button to the right of the value list
TIP >>> If you have a term in Quick Search, and then choose a catalog in Advanced Search, the Quick Search term will appear in Advanced Search as an additional search term.
6. To edit a search term list, GO TO and CLICK edit by the Search Term (See Chapter 5, Entering Meta-Data for instructions on editing list values)
7. To delete a selected search term, GO TO and CLICK its corresponding red X
TIP >>> This will not delete the Search Term itself, it will only remove the Search Term from your search!
14. When search terms are set, GO TO and CLICK search
15. To view query results, see RESULTS TAB (GRAY TOOLBAR), after BROWSE TAB (GRAY TOOLBAR), below
TIP >>> To return to Advanced Search, CLICK search tab
To search across all catalogs, repeat steps 1, 2 and 3 of Advanced Search until all catalogs are listed
For more information about available search criteria, see Quick Search TIP
To find instructions on editing list values, see Chapter 5, Entering Meta-Data
BROWSE TAB (GRAY TOOLBAR)
This area allows you to browse the entire contents of a catalog.
1. From the BROWSE tab, GO TO and CLICK a catalog
2. The contents of the catalog selected will appear in the BROWSE tab. For more information about using the records displayed, see RESULTS TAB (GRAY TOOLBAR), in the next section
3. To view any additional result pages, GO TO bottom of the page and choose and CLICK the page navigation buttons
To find Category value list editing instructions, see Chapter 5, Entering Meta-Data
RESULTS TAB (GRAY TOOLBAR)
Search query results appear on the Results Tab. The results are automatically viewable, sorted and divided by catalog (if more than one catalog is searched). The name of the catalog is displayed as a header in the upper left corner of each division. Several actions can be performed on these results, as described below.
Browsing a catalog displays the contents in a similar manner, without the catalog division, since only one catalog is browsed at a time.
Some of the actions that can be performed with search query results are not applicable to a catalog browse. Such actions are noted in the descriptions below as "Search Only".
Collapsing Catalog Results (Search ONLY) - on queries across multiple catalogs, the results for individual catalogs can be minimized or collapsed from view:
1. On Search results page, GO TO catalog header and CLICK arrow
Sorting Results - displaying search results in order of a certain criteria (such as Item Number [A-Z}, the default setting)
1. On Results page, GO TO and CLICK Sort By box
2. CLICK a value
1. On Results page, GO TO Show Items Per Page
2. CLICK Show Items Per Page field
3. CLICK a value
Showing A Slideshow - viewing images in enlarged view as a slideshow
1. On Results page, GO TO and CLICK slideshow
Example of Slideshow
Refresh (Search ONLY) - resubmits the search based on the last search criteria
1. On Results page, GO TO and CLICK refresh (top middle of page)
TIP >>> The Results tab will always contain the results from your last search. Therefore, if time passes since the last search, those results may become slightly out-of-date. The refresh button will bring the results up-to-date if you do not want to do a new search.
This will allow new records that have shown up under the search criteria since the search to be added to the results. This wil also allow you to add a record that was not in your search results, and then to check to see if it appears in the refreshed results.
This option is available for Quick Search and Advanced Search results. You will not see this option in Catalog Search (BROWSE).
Saving A Query (Search ONLY) - saving search results as a separate record for future reference
1. On Results page, GO TO and CLICK results button (top middle of page)
2. GO TO and CLICK save query
TIP >>> This option is available only for Quick Search and Advanced Search results. You will not see this option in Catalog Search (BROWSE).
4. CLICK save
TIP >>> When saving a query, it is saved for the individual user and for every user
5. To continue working with your search results, GO TO and CLICK execute this query
6. To delete the saved query and not save it, GO TO and CLICK delete query
Multi-Editing - editing common details among selected multiple records (found
through Search and/or Browse)
1. On Results page, GO TO results
2. CLICK multi-edit
4. Choose detail to be edited, and GO TO and CLICK edit, add or add new
6. To cancel your edit before saving, GO TO and CLICK cancel
Using Quick Search, three assets were found that were associated with Chile,
plus one asset whose records contained the word 'Chile'.
TIP >>> To find instructions for editing list values, see Chapter 5, Entering Meta-Data.
Multi-editing ability will not be viewable to Users or Guests.
CAUTION! If the field of an item already contains data and you choose to Multi-Edit to edit that field, you will lose any previously
entered data in that field across all of your selections. BE SURE THAT YOUR CHANGE IS FOR ALL YOUR SELECTIONS!
To remove your changes, go through the editing steps again to insert the original data and CLICK save values.
Exporting to CSV - This allows search results to be downloaded and viewed in a spreadsheet format such as Excel:
1. On Results page, GO TO results icon and CLICK export to CSV
Export to CVS allows you to open your search results in a spreadsheet
3. CLICK an option and GO TO and CLICK OK
4. The file can then be opened in Microsft Excel.
Changing Results View - the results can be displayed as either a collection of images or a list of item properties
1. On Results page, GO TO and CLICK view to toggle between image and list view
TIP >>> For information regarding the difference between these two views, see Image View or List View below
Image View - This view allows you to perform common actions on each of the results
View Icon - Select this to change the format from Image or List View
Downloading - opening or saving an item to your harddrive
1. On Results page, GO TO and CLICK arrow
TIP >>> If no image is attached to item, this task will not be available
Enlarging - by hovering over the thumbnail image, a middle-sized view will appear. To view image in larger format:
1. On Results page, GO TO and CLICK eyeglass
2. To close enlarged image, GO TO and CLICK close X
Viewing item details - viewing the Detail (record) for an asset
1. On Results page, GO TO and CLICK i
5. To print item details, GO TO and CLICK print cutoff sheet
6. To return to search your results, GO TO and CLICK the SEARCH tab
TIP >>> To go to next item, CLICK arrow at breadcrumb
For instructions on editing record data, see Chapter 5, Entering Meta-Data. For actions or adding tags, see Chapter 3, Creating New Assets.
To edit a values list (Administrator only), see Chapter 5, Entering Meta-Data
Information about pending files can be found in Chapter 3, Creating New Assets
CAUTION! Before a editing list of values, be certain of your changes, as they will appear throughout the catalog!
Creating a selection of items - selecting results to be displayed as a group (for comparison or to save as a separate query)
On Results page, to choose the items you want to select
1. GO TO and SELECT box 1 under those items
Selecting the numbers under the images will allow you to create a selection of items
2. To create another group of selections, repeat step 1 and SELECT box 2 under those items
You can choose to group an image in more than one selection
Viewing selections - viewing selected groups of results
1. To view your selections, GO TO View Selection (colored boxes in top right of page)
2. Choose and SELECT boxes 1, 2 or 3
3. To delete an item from the group, GO TO and SELECT X
4. To view as a list, SELECT view
5. To view as a slideshow, SELECT slideshow
6. To view any additional result pages, GO TO bottom of page and choose and SELECT page box
Viewing Selections
List View - This view shows you an array of useful information about each of the results
View Icon - Select the left box for List View
Creating a selection of items - selecting results to be displayed as a group
1. Choose the items you want to select
2. GO TO and SELECT box 1 in the rows of the items
3. To create another selection, repeat step 1 and SELECT box 2 in the rows of the items
4. To create a third selection, repeat step 1 and SELECT box 3 in the rows of the items
Viewing selections - viewing selected groups of results
1. To view your selected groups, GO TO View Selection
2. Choose and SELECT boxes 1, 2 or 3
3. To delete an item from the group, GO TO and SELECT that item's box number
4. To view the image of an item, GO TO and SELECT the image link under Item No.
5. To view any additional result pages, GO TO end of page and choose and SELECT page box
Viewing item details - viewing the Detail (record) for an asset
1. GO TO and SELECT any meta data in the item row
2. Proceed as with Image View
Viewing item details in List View is similar to viewing item details in Image View
TIP >>> To go to Image View, GO TO and SELECT view
To return to List View, SELECT view again
SAVED QUERIES - Searching and viewing queries from a previously saved search
1. On Search page, GO TO Saved Queries
2. Choose and SELECT query name
3. Quick Search or Advanced Search boxes will auto fill
4. SELECT search
Recalling a Saved Query
Managing saved queries - viewing a list of previously saved searches to execute tasks
1. On Search page, GO TO and SELECT manage saved queries
Managed Saved Queries can be found on the
Search page
3. To delete the query, GO TO and CLICK delete query
Manage Saved Queries here
TIP >>> To return to Search page, SELECT search tab