Step 10: Set Up Query Fields

You have the choice to include all fields when running queries in PastPerfect, or to use only selected fields. If you choose to use selected fields, you may make your selections by going to Setup on the Main Menu and clicking Query Fields. You will see the screen shown below.

Setup Query Fields screen

The column on the left lists the tables on which you can run queries. Click the radio button next to the catalog table for which you want to change the query fields. Then in the middle column, Available Fields, are the fields that you may include in the query that are not already included. On the right is the Fields to Include in Query column, which lists the fields already set to be included on the Query screen. If you choose to include a field, it will be available for you to use when doing a query or using the Field Search under Find. Since the Accession catalog does not have a Query function, the Accession fields that you choose here will appear in the Field Search Search this field drop-down menu when using Find in the Accession catalog. You may want to restrict users from searching some fields, such as sensitive location or value information. Or if there are custom fields you do not use, you may want to remove them to simplify the list of fields.

To add a field from the Available Fields column to the Fields to Include in Query column, double click on the field. You will see it appear on the list on the right. To remove a field from the Fields to Include in Query column, double click on it. You will see it appear in the Available Fields column.

To remove all the fields from the list of Fields to Include in Query, click the Clear All Fields From Selected Table button under Actions on the left. To add all fields to the list of Fields to Include in Query, click the Add All Fields from Selected Table button under Actions on the left.

Change Query Results Field List - This Setup Query Fields screen also gives you the option to change the fields that appear in your Query Results list for each catalog. Click the Change Query Results Field List button. The Query Results are displayed when running a query in any catalog, in Catalog Lists, Contact Lists, and all Research options. To change the fields, click the radio button next to the desired table at the top of the screen, then click the button at the bottom for Change Query Results Field List. This option is available for all tables except Accession.

Search Results Fields screen

The first two fields, Catalog and Object ID for collection tables or ID# and Name & Title for Contacts, may not be changed. You may include up to fourteen fields or have as few as two. The column header caption is automatically entered when you select a field from the Field Name drop-down menu. The fields will appear in the grid in the order that they are listed on this Search Results Fields screen.

If you wish to change fields that have already been assigned, please first clear the field using the red "X" button. Then use the drop-down menu to select the new field to include.

The All Catalog table settings will be used for the query results list when performing a search under All 4 Catalogs. The settings will also be used for Catalog Lists where the records on the list come from two or more catalogs. For example, a list with both Object and Photo records would use the All Catalog query results field list. If a list has records from just one catalog, then the query results field list for that particular catalog will be used; similarly, if you perform a query within a catalog, the query results field list for that catalog will be used.