From the Main Navigation Bar or one of the colored tiles on the Home screen, you can access the Query screens for Catalogs, Accessions, Exhibits, Loans, People, or Sites. Query screens may also be accessed by clicking "Query" at the top of a record screen. This is the main access point to your records. From here, you can view subsets of your records and then access the full records.
This section provides more specific access
points to your records.
In Catalogs, the sidebar allows you to choose Objects, Photos, Archives, Library, or Deaccessioned. You can also choose All Catalogs. All Catalogs will give you the option to include or exclude certain catalogs, and view only records that have images.
In Accessions, the sidebar allows you to choose Accessions, Incoming Loans, Returned Loans, Temporary Custody, and Temporary Custody Returned.
In Exhibits, the sidebar allows you to choose Current Exhibits, Past Exhibits, or All Exhibits.
In Loans, the sidebar allows you to choose Active Loans, Returned Loans, or All Loans.
The Standard View includes all records of the type specified in the Left Sidebar and a set of default fields. After you have run a query or changed the view, you can click Standard View to return to these default settings. The Standard View cannot be edited, renamed, or deleted.
My Custom Views allows you to set up and save filter statements and/or option field selections that change what records and data appear in the Browse Grid. Each user login can create and save their own custom views. Users also have the option to set a custom view as their default view when accessing the selected Query screen. If you hover your mouse over the view name, you can edit the name or delete the view. Please note, you cannot delete a custom view if you are currently displaying that view or it is set as the default view.
My Last Modified Records lists the last five records recently modified in this area by your user login. Click the hyperlink to access the record directly.
The Browse Grid lists records based on the selected view. When you first come to a Query Screen, the list of records displayed will be based on the selected default view. You may narrow down the records by using the Filter Section. The fields you see and the sort order are controlled by the Options section. To view a full record, click on the hyperlinked field (such as the Object ID for catalog records).
To change the number of records you see on this screen, change the "Page Size" option at the bottom of the screen.
The check box in the far left column of the Browse Grid allows you to select a record and perform certain actions on that record. Check the box to select the record. To select all the records on the page, check the box at the very top of the column. If your records appear on multiple pages, you will need to check the box at the top of each page. To de-select all records on the page, check the box at the top again.
This search box is located directly above
the Browse Grid below the Action Buttons. It is designed to search only
a few identifying fields based on the record type. The searched fields
are displayed in the search box before you enter any text. Type the data
you want to search for, and the search will begin immediately. The resulting
records will display in the Browse Grid.
In the Catalogs, you can search by Object Id or Object Name.
In Accessions, you can search by Accession No or Source.
In Incoming Loans and Returned Loans, you can search by Loan No or Source.
In Temporary Custody and Temporary Custody Returned, you can search by Receipt No or Source.
In Exhibits, you can search by Exhibit Name.
In Loans, you can search by Loan No or Loaned To.
In People, you can search by First Name or Last Name.
In Sites, you can search by Site Name or Site No.
For more detailed searching, use the Filter Section.
The Filter & Option Field Settings section allows you to change what records and fields appear in the Browse Grid. In Catalogs, the fields available for filter and options can be selected in Settings - Catalog Filter & Option Fields.
Filtering the list of records and changing what fields appear in the Browse Grid will allow you to target the records and fields to include when printing reports and exporting to CSV. Additional actions that can be performed on the resulting records will depend on the Query screen. These settings can also be saved as Custom Views, which are a quick way to see saved subsets of your records without having to change the Filter and Options on the Query screen each time.
This section allows you to narrow the list of records appearing in the Browse Grid. Once a filter is applied, the resulting records will appear in the Browse Grid and will be included when printing reports and exporting to CSV. Depending on the Query screen, there are additional actions that can be performed on your results.
By default the Filter section is expanded when you go to a Query screen.
To add a filter, click "Add Filter." Use the first drop-down list to choose a field to filter on. Use the second drop-down list to choose your condition. If necessary, use the field on the right to select from the field's authority file (if available) or enter the text or value you are looking for. You may add multiple filters to do a complex search. Multiple filters can be joined by AND or OR.
To remove a filter, click the "X" button to the right of the filter.
Once your filters are created, click the "Apply" button to view the records that meet your criteria.
If you want to go back to browsing all records, click "Standard View".
For the Catalogs, the list of available fields used for filters can be changed under Settings | Catalog Filter & Options Fields.
For more information, see Working with Filters.
This section allows you to set the fields you see in the Browse Grid. Once you select option fields to include and apply your changes, the fields will appear in the Browse Grid and will be included when printing reports from the Query screen.
In Catalogs and Accessions, the selected option fields are included when exporting to CSV from the Query screen.
To access the Options section, click the down-arrow next to Options to expand the accordion.
To include a field in the Browse Grid, select the field in the Available Fields list on the left. Then click the right arrow to move it to the Included Fields list on the right.
To remove a field in the Browse Grid, select the field in the list on the right. Then click the left arrow to move it to the list on the left. The first field listed in Included Fields is always required because it links to the individual record and cannot be removed.
To change the order of the fields in the Browse Grid, select a field in the Included Fields list on the right and drag it up or down to the desired position.
To set the field by which the Browse Grid is sorted, first select the field so it appears in the list on the right. Then choose it in the drop-down list labeled "Sort by." You may also select "Ascending" (alpha A-Z or numeric 1-10) or "Descending" (alpha Z-A or numeric 10-1).
Once you have made your selections, click "Apply." If you are happy with the results, you may save this view (including the filters) to use again later by clicking "Save as New View." The view name will appear under "My Custom Views" in the Left Sidebar. For more detailed information about Custom Views, see Creating Custom Views.
For the Catalogs, the list of available fields used for options can be changed under Settings | Catalog Filter & Option Fields.
The Action Buttons are located in the middle of the Query screen, above the Simple Search Box. The buttons displayed depend on which Query screen you are viewing. Inactive buttons require you to select records with the check boxes in the Browse Grid before they can be used.
New Record: Creates a new record. First, click "New Record" and fill in the required information. Then click "Add New Record" to create the record.
View Images: Displays the first image for the records in your Browse Grid in a lightbox format. To display only images for particular records, select records using the check boxes. If no boxes are checked, all records will be included.
Export to CSV: Creates a Comma Separated Value (CSV) file that you may open in Excel. Select record(s) using the check boxes in the Browse Grid. The file will include all selected records and fields in the Browse Grid. If no boxes are checked, all records will be included. Use the Options Section to change the fields included in the export.
Print: Prints list of records in a variety of layouts. All records will be included unless records are selected using the check boxes in the Browse Grid. Depending on which Query screen you are on, you may have the following layout options: Grid, Grid with Images, List, List with Images, List with Large Image, Labels, Labels with Images, Barcode Labels, Barcode Labels with Images. Label layouts are sized for Avery 5160 labels. Use the Options Section to change the fields included in grid or list layouts. Fields included in the label layouts cannot be changed. The layout will be previewed before printing. You may choose to send it to a printer or save it as a PDF.
Put On Loan: Places selected records on an existing outgoing loan. Select the record(s) using the check boxes in the Browse Grid. Multiple items may be selected. Once an item or items are selected, click the "Put On Loan" button. Then choose the loan on which you want to put the items. Please note that an item may be on only one active outgoing loan at a time. For more information, see Outgoing Loans.
Put On Exhibit: Places selected records on an existing exhibit. Select the record(s) using the check boxes in the Browse Grid. Multiple items may be selected. Once an item or items are selected, click the "Put On Exhibit" button. Then choose the exhibit on which you want to put the items. Please note that an item may be on only one exhibit at a time. For more information, see Exhibits.
Public Access: Allows records to be accessible through Public Access. Select the record(s) using the check boxes in the Browse Grid. Multiple items may be selected. Once an item or items are selected, click the "Public Access" button. For more information, see Public Access.
Deny Public Access: Removes records from the Public Access interface. Select record(s) using the check boxes in the Browse Grid. Multiple items may be selected. Once an item or items are selected, click the "Deny Public Access" button. For more information, see Public Access.
Add to List: Adds records to a new or existing catalog list. All records will be added unless records are selected using the check boxes in the Browse Grid. For more information, see Add Records from a Query Screen.