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To perform a structured searchWhen performing full-text searches, click on you can also add some structure to the query. Here are some helpful tips for executing more complex full-text searches: * Spaces are treated as an "+and" symbol on the right side of the function, so if you search barfor Margaret Jones, and begin compiling your search criteria. Clicking "Advanced" after selecting the first level of search enables you to add more criteria to your search'll get all results that include both Margaret AND Jones.
When performing full-text searches* Use the vertical bar symbol, |, between words as an OR function, for example, if you can also add some structure to the query. Here are some helpful tips searching for executing more complex full-text searches:everything that includes either a dog or a horse, your search would be dog | horse.
== Full-text Searching ==
From the search bar in All Entries or in any Folder you can perform either a full-text search or a structured search.See the next topic for a discussion of Structured Search
* Use quotes around a string of words to find Entries that include that exact string. If you are looking for that blue glass jar, for example, type the phrase enclosed in quotes, like this, “blue glass” and your results will only include items that have the exact phrase “blue glass.” You can be as specific as you wish, for example, “blue glass jar" and if that exact phrase is used in an Entry, it will appear in the search results.
== Structured Searching ==
To perform a structured search, click on the "+" symbol on the right side of the search bar, and begin compiling your search criteria. Clicking "Advanced" after selecting the first level of search enables you to add more criteria to your search.
=== Concepts ===
==== Simple ====
A simple structured search expression consists of three parts:
* Property
* Operator
* Value (optional)
Executing a simple structured search will find all Entries that match the search criteria expressed via the property/operator/value combination. Different property types use different sets of operators (i.e. string vs. number) and most operators require a value (the "Missing" or "Has" operators do not require a value).
==== Compound (Advanced) ====
Compounds searches are simple searches that are joined by AND and OR logic to express more detailed and precise searches. You can make compound searches as arbitrarily complex as required but use caution when doing so because it quickly gets confusing and complicated.
“All must match” is the label used for AND. “At least one must match” is the label used for OR.
Click the “Advanced…” button on the Search Builder popup after you've entered your first level of searching to open the compound search builder and create compound searches.
=== Searching by Classification ===
You can search on Classification in two ways:
* equals (i.e. exact)
* is-kind-of
Classifications in CatalogIt are hierarchical and form a tree. For example, many classifications are descendants of Object/Artifact and therefore are a “kind-of” Object/Artifact, such as Basket, Furniture, Firearm. The Art classification and its descendants are another robust hierarchy: Art, Painting, Work on Paper, Drawing, etc.
==== Equals ====
Searching using equals (=) will only match Entries that are classified as the exact Classification specified. For example, searching on Art will only find Entries classified as Art and will not match any descendant classes (i.e. sub-classes) like Painting or Work On Paper
==== Is Kind Of ====
The “Is Kind Of” operator will find all Entries that match the specified classification or one of its descendant classes (i.e. sub-classes). If you “Is Kind Of” search on Art it will find anything classified as Art, Painting, Work On Paper, Drawing, Sculpture, etc.
=== Searching Locations ===
Locations are repeating, hierarchical fields and have the concept of current (or most recent). The Location field maintains a history of the different places an object has been and the dates. If more than one Location exists, the “current” Location is the one with the most recent date. When displayed, Locations are sorted by date so the current Location will always appear first.
Locations are also hierarchical and searching will semantically honor the hierarchy. For example, if an Entry is located in “Shelf #1” and “Shelf #1” is located in “East Gallery”, then searching on either “Shelf #1” or “East Gallery” will find the Entry.
You can search locations in two ways:
* current ("is currently in")
* equals (“has even been in”)
==== Currently In ====
Use the “currently equals” operator to find all Entries that are currently in the specified location either directly or via a direct or indirect parent relationship (i.e. hierarchically)
==== Has Been In ====
Use the “equals” operator to find anything that has ever been in the location — i.e. it has a location in its history that matches the specified location.
=== Has or Missing Value ===
With structured search, you can easily find all Entries that are missing a value for a specific property.
==== Missing ====
For example, let’s say it’s important that all Entries have a “Date Made.” To find all properties that don’t have a “Date Made” use the “Missing” operator.
==== Has ====
In contrast, to find all Entries that have a “Date Made” use the “Has” operator.
If having a value for a property is only important for specific kinds of classifications then create a compound (Advanced…) search and include the Classification in the expression.
=== No Media ===
To find all Entries that are missing some kind of media attached (i.e. have no image, PDF, etc) then search on “Media Count = 0”. The “Media Count” property is near the bottom of the list below the update/create properties.
=== Not in Folder ===
To find all Entries that have not been assigned to a Folder (i.e. are only in All Entries) then search on “Folder Count = 0”. The “Folder Count” property is near the bottom of the Property list below the update/create properties.
== Managing Photos and PDFs ==
* Owner: Can do everything. Can manage account-level settings: subscription, default settings, and name, and can request that we add or remove users.
* Admin: Can do everything an Owner can do but cannot request that we add or remove users, cannot change user access levels, and cannot manage the account's subscription.
* Read-Write: Can add/update/delete single Entries. Can add, update, delete, and replace Profiles. For bulk operations, can add only, cannot update (i.e. replace or delete). Cannot manage account-level settings or web publishing settings.
* Editor: Can create and edit Entries and Profiles but cannot delete them. For Bulk operations, can add only, cannot update (i.e. cannot replace or delete existing data). Cannot publish new or existing Entries to the web (i.e. cannot make a non-shared Entry public, cannot create a new Entry in a published Folder, cannot move an existing Entry into a published Folder).
* Docent: Can view all records but cannot edit or delete them. Can download images and other attached files. *Read-Only: Can view all records but cannot edit or delete them. Cannot download images or other media files, and cannot generate reports.
== Getting Help ==
