8 Viewing Search Results
Chapter overview
This chapter describes the content, appearance, and hierarchical relationships among the different displays that present the results of a search.
8.1 Overview
Search results fall into three categories depending on the type of search.
- Phrase searches result in lists of indexed headings displayed in a:
- Search Results list (OCLC Connexion™) or
- Root Index and Expanded Index lists (CatME™ and Passport)
You view authorized and reference headings before retrieving lists of records (quickview, truncated, or brief lists) or one record.
- Numeric and derived searches retrieve lists of records (quickview, truncated, or brief lists) or one record.
-
Keyword searches retrieve lists of brief entries for records displayed in a:
- Search Results list (Connexion browser)
- Authority File Search List (Connexion client)
or one record.
No matching records
If no records match the search, the system responds that no records were found.
It may give you an error message. Revise the search or use a phrase search, which displays the closest match.
Limit exceeded
Connexion Browser. No retrieval limit. All Search and Browse Results lists are sorted by main entry (1xx fields) regardless of the number of records retrieved. For instructions on narrowing this type of search, see Connexion browser Help and other documentation available at:
http://www.oclc.org/support/documentation/connexion/.
No retrieval limit. Records are displayed in groups of 100. For more information see Connexion client Help and other documentation available at:
http://www.oclc.org/support/documentation/connexion/.
CatME and Passport. If you retrieve more than 1,500 records or select a subheading from the Expanded Index list that has more than 1,500 records, the system responds, "Number of records retrieved exceeds system limits." Revise the search, enter a new search, or select another subheading.
back to top
8.2 Browse Results and Brief Entry List (OCLC Connexion)
After you enter a phrase search using any of:
-
Connexion browser Browse Authorities search
-
Connexion browser Command Line search
-
Connexion client Browse Authority File search
the system displays the results in a list called the Search Results list. This list contains authorized and reference headings that match your search text.
Single record entry
To display a single matching record (record number = 1):
| |
Action |
| 1 |
Click the entry or press < Tab > until the entry is highlighted. |
| 2 |
Press < Enter >.
Result: The record appears in edit mode. |
Multiple record entry
When an entry retrieves more than one record, the initial list expands into a Search Results list of brief entries.
To expand the initial Search list.
| |
Action |
| 1 |
Click the entry or press < Tab > until the entry is highlighted. |
| 2 |
Press < Enter >.
Result: The Search Results list of brief entries appears. |
A brief entry always includes the main heading; the entry includes cross reference forms (tags 4xx, and 5xx) if you have checked the appropriate boxes on the Search Authorities screen.
The Search Results screen contains Lock and Display buttons, which are initially hidden by default.
To have these buttons appear on the screen, press < Alt >< Y >. To remove the buttons, press < Alt >< Y > again.
This Search Results list is identical to the search results list produced for a Connexion browser keyword search. If there are more than 10 brief entries, the display contains a View List jump bar. For more information, see Connexion browser Help.
View record. To view the authority record corresponding to a brief list entry:
| Action |
Result |
|
Click Lock, Display, or the entry number.
Or
Type the entry number in the View Record box.
Or
Press < Tab > until either the Lock button, the Display button or the entry number is highlighted, then press < Enter >. |
If you selected:
- The Lock button: the locked master record appears in edit mode.
- The Display button: the record appears in display mode.
- The entry number: the record appears in edit mode.
- The View Record box: the record appears in display mode.
|
Return to browse results.To return to the initial browse results list:
| Action |
Result |
|
Click Browse Results on the Authorities tab, under Browse Options.
Or
Click Browse Results at the top of a Search Results list or an individual record. |
The Browse Results list appears. |
back to top
8.3 Keyword Search Results (Connexion Browser)
After you enter a keyword search using any of:
-
Connexion browser Search Authorities keyword search
-
Connexion browser Command Line search
-
Connexion client Search Authority File search
the format of the results depends on the total number of records retrieved.
-
Single record: If your search retrieves a single authority record, the system automatically displays the record. See
Set display preference below for more information.
-
Multiple records: If your search retrieves multiple records, they are displayed as a Search Results list of brief entries. A brief entry always includes the main heading; the entry includes cross reference forms (tags 4xx, and 5xx) if you have checked the appropriate boxes on the Search Authorities screen.
Navigating within the Search Results list
Brief entries are displayed in groups of 10. To move among these entries, use the vertical scroll bar. If there are more than 10 brief entries, the display contains a View List box. For more information, see Connexion browser Help.
Search Results list actions
View record. To view the authority record corresponding to a Search Results list entry:
| Action |
Result |
|
Click Lock, Display, or the entry number.
Or
Type the entry number in the View Record box.
Or
Press < Tab > until either the Lock button, the Display button or the entry number is highlighted, then press < Enter >. |
If you choose:
- The Lock button: the locked master record appears in edit mode.
- The Display button: the record appears in display mode.
- The entry number: the record appears in edit mode.
- The View Record box: the record appears in display mode.
|
Action/Sort actions. You can click the down arrow at the right of the Action/Sort list and select from:
| If you click... |
This happens... |
| Clear All Flags |
Check boxes for all retrieved records are cleared. |
| Clear Flags on Page |
All check boxes on the current page are cleared. |
| Export Flagged Records |
Connexion browser displays the export screen. |
| Flag All on Page |
All check boxes on the current page are checked. |
| Flag All Records Retrieved |
Check boxes for all retrieved records are checked. |
| Hide/Show See References |
If displayed, see references disappear; if previously hidden, see references are redisplayed. |
| Hide/Show See Also References |
If displayed, see also references disappear; if previously hidden, see also references are redisplayed. |
| Sort by Main Entry |
Displays entries in the entire results set alphabetically by main entry (1,500 or fewer records). |
Return to results
To return to the Search Results list.
| Action |
Result |
|
On the Authorities tab, in the Search Options list, click Search Results.
Or
Click the Search Results button at the top of the record screen. |
The Search Results list appears. |
Set display preference
To choose how a single record search result is displayed:
| |
Action |
| 1 |
Click General. |
| 2 |
In the Admin Options list, click Preferences. |
| 3 |
In the Preferences list, click Authority Options.
Result: The Authority Options list is displayed. |
| 4 |
Scroll down (if necessary) to Mode for Single Record from Search Results. |
| 5 |
Select a display mode.
| If you want to... |
Click... |
| View the record |
Display Mode |
| Edit a local copy of the record |
Edit Mode |
| Lock and edit the master record |
Master Edit Mode | |
| 6 |
Use the buttons at the bottom of the Authority Options list to choose the duration of this setting.
| If you want the setting to be... |
Click... |
| Temporary (until you log off |
Save for Session |
| Your permanent setting |
Save My Default | |
back to top
8.4 Flagging Records (Connexion Browser)
Once you have a Search Results list, you may reduce the number of records you need to work with. Flag records to make a smaller temporary list (deleted when you log off). You can then take various actions on these records as a group.
-
To flag a record: Click the check box to flag the entry. The entry is automatically included when flagged entries are displayed.
-
To unflag a record: Click the check box to clear it. The entry automatically disappears from the sublist of flagged entries.
Actions from Search Results list. If you have flagged one or more records on a Search Results list, you may use the Action/Sort menu to take these actions on the flagged records only directly from the Search Results list:
- Clear All Flags
- Clear Flags on Page
- Export Flagged Records
- Flag All on Page
- Flag All Records Retrieved
See
Search Results list actions, above, for details.
View flagged records list
To view the list of flagged records.
| Action |
Result |
| In the Show Options list, click: Flagged AF Records. |
The Flagged Records list appears. |
Navigating within the Flagged Records list
Brief entries are displayed in groups of 10. To move among these entries, use the vertical scroll bar. If there are more than 10 brief entries, the display contains a View List box. For more information, see Connexion browser Help.
Flagged Records list actions
View individual record. To view an individual flagged authority record:
| Action |
Result |
|
Click Lock, Display, or the entry number.
Or
Type the entry number in the View Record box.
Or
Press < Tab > until either the Lock button, the Display button, or the entry number is highlighted, then press < Enter >. |
If you choose:
- The Lock button: the locked master record appears in edit mode.
- The Display button: the record appears in display mode.
- The entry number: the record appears in edit mode.
- The View Record box: the record appears in display mode.
|
Action/Sort list actions You can click the down arrow at the right of the Action/Sort list and select from:
| If you click... |
This happens... |
| Clear All Flags |
All brief entries disappear from the list. |
| Clear Flags on Page |
All check boxes on the current page are cleared. |
| Export Flagged Records |
Connexion browser displays the export screen which allows you to create a local copy of the authority record(s). |
| Flag All on Page |
All check boxes on the current page are checked. |
| Hide/Show See References |
If displayed, see references disappear; if previously hidden, see references are redisplayed. |
| Hide/Show See Also References |
If displayed, see also references disappear; if previously hidden, see also references are redisplayed. |
Return to list
To return to the Flagged Records list:
| Action |
Result |
| On the Authorities tab, in the Show Options list, click Flagged AF Records. |
The sublist appears. |
back to top
8.5 Keyword Search Results (Connexion Client)
In a keyword search, the format of the results depends on the total number of records retrieved.
-
Single record: If your search retrieves a single authority record, the system automatically displays the record. See subsection "
Set display preference" below for more information.
-
Multiple records: If your search retrieves multiple records, they are displayed as an Authority File Search List of brief entries. A brief entry includes the main heading only.
Navigating within the Search Results list
Brief entries are displayed in groups of 100. To move among these entries: use the View menu.
| If you want to... |
Do this... |
| Move forward 100 entries |
On the View menu, click Next 100 Records.
Or
Press< Ctrl >< Alt >< Shift >< X >. |
| Move back 100 entries |
On the View menu, click Previous 100 Records.
Or
Press< Ctrl >< Alt >< Shift >< U >. |
Search Results list actions
View record. To view the authority record corresponding to a Search Results list entry:
| |
Action |
| 1 |
Click the entry or press < Tab > until the entry is highlighted. |
| 2 |
Press < Enter >.
Result: The record is displayed. |
Return to results
You can return to the Authority File Search List two ways.
| Action |
Result |
|
Click the X in the upper right-hand corner of the record window. |
The record window closes.
Note: You may need repeat closings if you have pinned multiple windows open. |
| Action |
Result |
- On the Window menu, click Open Windows.
- Click Authority File Search List in the resulting sub-menu.
Or
Press < Alt >< W >< O >< 1 > |
The Authority File Search List is displayed. |
Set display preference
To choose how a single record search result is displayed:
| |
Action |
| 1 |
On the View menu, click OCLC Fixed Field.
Result: A sub-menu appears. |
| 2 |
In the sub-menu:
-
click Top or
-
click Bottom
depending on where you want to position the fixed-field element area.
Result: A check mark appears beside your selection, and the record is redrawn accordingly. |
| 3 |
Keyboard method:
| To display fixed-fields at... |
Press... |
| Top of record |
< Alt >< V >< O >< T > |
| Bottom of record |
< Alt >< V >< O >< B > |
Result: A check mark appears beside your selection, and the record is redrawn accordingly. |
You must make this choice while an individual record is displayed. When the Authority File Search List is displayed, the OCLC® Fixed Field sub-menu is inactive (grayed-out).
back to top
8.6 Root and Expanded Indexes (CatME and Passport)
Root index
After you enter a phrase search, the system displays the results in a list called the Root Index. The Root Index contains authorized and reference headings that match your search text.
Single record. If the number of records shown for a Root Index entry is 1, double-click that entry to display the corresponding authority record.
Multiple records. If the number of records shown for a Root Index entry is greater than 1, to display an Expanded Index:
- In CatME™: Double-click the entry.
- In Passport: At the Home position, type the line number of the entry than press < F11 >.
Expanded index
An Expanded Index shows the subheadings linked to the selected Root Index entry.
The system links each phrase search index label to a specific type of subheading:
| Index label used in search |
Subheadings shown in Expanded Index |
| pn (personal name) |
Titles |
| co (corporate name) |
Titles |
| cn (conference name) |
Titles |
| ti (title) |
Personal, corporate, conference names |
| su (topical subject) |
Subject subdivisions |
| sc (children's subject) |
Subject subdivisions |
| sb (subdivision heading) |
n/a |
In most cases, each Expanded Index entry shows a single record. Double-clicking the entry displays the corresponding authority record. For entries showing multiple records, double-clicking the entry displays a brief list (described in
section 8.7). Double-clicking a brief list entry displays the corresponding authority record.
Order of information. The system displays headings and subheadings alphabetically; numbers follow letters. Spaces, parentheses, and commas precede letters and numbers.
| Filing order for Children |
Filing order for Smith, John |
| Children |
Smith, John, b. 1648? |
| Children (Canon law) |
Smith, John Christopher, 1683-1763 |
| Children and adults |
Smith, John, d. 1612 |
| Children, Abandoned |
Smith, John F., 1923– |
| Children's accidents |
Smith, John, fl. 1677. |
| |
Smith, John Henry |
| |
Smith, John Sydney |
| |
Smith, John, 1567-1640 |
| |
Smith, John, 1943– |
Subheading shortcut to Expanded Index
For Root Index entries having 50 or more records, you can access the Expanded Index at a specific point if you know something about the subheadings associated with the root index entry.
Example: You are interested specifically in Romeo and Juliet. After performing a phrase search on the name shakespeare, william and noting that the resulting Root Index shows over 50 records, you may access the expanded index at or near the Romeo and Juliet subheading by doing one of the following.
In CatME.
| |
Action |
| 1 |
Highlight a heading with 2 or more hits. |
| 2 |
On the Search menu click Authority Expanded Scan. |
| 3 |
In the Subheading box, type the subheading you want to scan for under the selected heading and click Scan.
Or
Press < Alt >< S >.
Example:Romeo
Result: CatME displays the Expanded Index with the subheadings beginning at Romeo |
In Passport. With the Root Index displayed, type the following at the Home position where [line number] is the number for the line showing the entry for Shakespeare, William:
sca [line number] [subheading]
Example: sca 5 Romeo
Result: The Expanded Index is displayed with the subheadings beginning at Romeo.
Navigating the indexes
This table shows how to move within the Root and Expanded indexes, and between indexes or between an index and an authority record. Type all Passport commands at the Home position.
| Action |
CatME |
Passport |
| View next screen |
Click vertical scroll bar down arrow. |
pdn < F11 > or
press < F4 > |
| View previous screen |
Click vertical scroll bar up arrow. |
pup < F11 > or
press < F5 > |
Back up one level
—from Expanded Index to Root Index
—from authority record to Expanded Index |
In the Window menu, click Online AF Root Phrase Index. |
gob < F11 > or
press < Alt >
Note: You cannot use gob from the Root Index. |
| Select an index entry or an individual authority record |
Double-click the entry
or
click the entry and press < Enter >. |
[line number] < F11 >
or
fin [line number] < F11 > |
back to top
8.7 Brief, Truncated, and Quickview Lists (CatME and Passport)
Introduction
When you perform a numeric or a derived search key search, the format of your results depends on the total number of records retrieved.
Single record. If your search retrieves a single authority record, the system automatically displays the record.
Multiple records. If your search retrieves multiple records, they are displayed as follows:
| Records retrieved |
Type of list |
| 2-25 |
Brief |
| 26-100 |
Truncated |
| 101-600 |
Quickview |
Brief list
A brief list shows one record per line, double-spaced. The system separates established headings by a space, two right angle brackets (>>), and another space.
The system arranges entries alphabetically, disregarding punctuation and subfield codes. If two or more fields in the same record match your search, the system uses data from the first match (1xx before 4xx, etc.) in the Field accessed column.
Rules for brief list entries.
- If your search matched a heading, the system displays only the heading field.
- If your search matched an LCCN, the system displays only the established heading.
- If your search matched a 4xx or a 5xx field, the system displays up to 128 characters, followed by the two angle brackets (>>) and up to 128 characters from the heading (1xx) field of the record that contains the cross-reference.
Truncated list
A truncated list shows one entry per line, single spaced.
Truncated entries are arranged alphabetically, disregarding punctuation and subfield codes. If two or more fields in the same record match your search, the system uses data from the first match (1xx before 4xx, etc.) in the Field accessed column.
Rules for truncated list entries.
- If your search matched a topical term, name, or uniform title, up to 75 characters display from the heading and cross-reference fields (depending on what your search matched).
- If your search matched an LCCN, up to 75 characters display from the heading field.
Quickview list
A quickview list shows sets of three entries for every n records retrieved. Each set of three items is an interval. Three marks of omission (...) separate intervals.
In CatME:
In Passport:
The system bases n on the total number of records retrieved.
| Records retrieved |
Size of n |
| 51-100 |
20 |
| 101-125 |
25 |
| 126-150 |
30 |
| 151-175 |
35 |
| 176-200 |
40 |
| 201-225 |
45 |
| 226-600 |
509 |
Navigating within lists
This table shows how to move within the brief, truncated, and quickview lists. Type all Passport commands at the Home position.
| Action |
CatME |
Passport |
| View next screen/data |
Use vertical scroll bar |
pdn < F11 >
or
for < F11 > |
| View previous screen/data |
Use vertical scroll bar |
pup < F11 >
or
bac < F11 > |
| View [n] screens ahead |
n/a |
for [n] < F11 > |
| View [n] screens back |
n/a |
bac [n] < F11 > |
| Move to beginning of list |
Use vertical scroll bar |
hom < F11 > |
| Move to end of list |
Use vertical scroll bar |
end < F11 > |
Navigating between lists
A quickview list expands into a truncated list. Both truncated and brief lists typically provide direct access to an authority record from each list entry.
This table shows how to move between the quickview, truncated, and brief lists, and between a list and an authority record. Type all Passport commands at the Home position.
| Action |
CatME |
Passport |
| Expand a quickview list interval into a truncated list |
Double-click an interval
or
Click an interval and press < Enter >. |
[first line number of interval] < F11 > |
| Expand a truncated list entry having multiple records |
Double-click entry
or
Click entry and press < Enter >. |
[line number] < F11 > |
| View an individual authority record from a brief or truncated list |
Double-click entry
or
Click entry and press < Enter >. |
[line number] < F11 > |
Back up one level
—from an authority record to a brief or truncated list
—from a brief list to a truncated list
—from a truncated list to a quickview list |
In the Window menu, click Online AF [Type] List. |
gob < F11 >
or
press < Alt >< F9 > |
Creating sublists
You may reduce the number of records you need to work with by extracting entries from truncated or brief lists into sublists.
Example: You are interested specifically in Dickens' Little Dorrit. After performing a derived name search (dn dick,cha, ), you expand the resulting quickview index interval that is likely to contain titles beginning with L. The resulting truncated list contains three consecutive entries for Little Dorrit.
You want to extract these entries into their own working sublist.
In CatME:
| |
Action |
| 1 |
Highlight the entries you want to add to the sublist.
- Adjacent entries:
- Click to highlight the first entry.
- Press and hold < Shift > and click the last entry.
Or
- Press <
 > or <  > to highlight the first entry.
- Press < Shift >< > or < Shift >< > to highlight other entries.
- Non-adjacent entries:
- Click to highlight the first entry.
- Press < Ctrl > and click to highlight each additional entry.
|
| 2 |
Press < Enter >.
Result: CatME displays the authority record for the first entry you selected. |
| 3 |
To move between the records in the sublist:
-
To move to the next record: on the View menu click Forward, or click  on the toolbar or press < F9 >.
-
To move to the previous record: on the View menu click Back, or click  on the toolbar or press < Shift >< F9 >. |
In Passport from a single screen:
| |
Action |
| 1 |
Type the record numbers of the entries you want to add to the sublist and press < F11 >.
Note: Always type record numbers in numerical order from least to greatest.
Result: A brief list containing all entries you selected appears. |
| 2 |
To open a record, type a record number and press < F11 >.
Result: The corresponding authority record appears. |
| 3 |
To move between the records in the sublist:
|
In Passport from multiple screens:
| |
Action |
| 1 |
Type the record numbers of the entries you want to add to the sublist and include a comma after the last number. Then press < F11 >.
Note: Always type record numbers in numerical order from least to greatest.
Result: The message line displays a Please complete marking message. |
| 2 |
At the Home position, type pdn or pup then press < F11 > to move to the next or previous screen.
Result: The next or previous screen appears.
Note: If you want to enter additional record numbers from the current screen, type rds (Redisplay) at the Home position and press < F11 >. The system displays the screen and highlights the entries you have already selected. |
| 3 |
Type the record numbers of the entries you want to add to the sublist and include a comma after the last number. Then press < F11 > .
Result: The system displays a Please complete marking message. |
| 4 |
Repeat steps 2 and 3 as necessary. |
| 5 |
At the Home position, type dis then press < F11 >.
Result: A brief list containing all entries you selected appears. |
| 6 |
Type a record number and press < F11 >.
Result: The corresponding authority record is displayed. |
| 7 |
To move between the records in your sublist:
|
Display format
You can choose the display format for a list.
CatME. In CatME, you choose the results format for a search when you type the search in the Search OCLC Online window. The Display Results radio button set allows you to choose:
- Default
- Truncated List
- Brief List
- Full Record
If you select Default, the format of the results depends on the number of records retrieved. See page
8:15. If you select a specific list, all search results are displayed in that format until you choose a different format.
Once you click Find and your results are displayed, you may change between brief and truncated formats as follows:
| |
Action |
| 1 |
On the View menu click List Type.
Result: A sub-menu appears. |
| 2 |
Within the sub-menu, click the format you want.
Result: The list redisplays in the format you selected. |
You cannot change a quickview list to a different format. You must first expand one of the intervals.
Passport. In Passport, you cannot choose the initial search results display, but you can change the format once a list is displayed by using the Display (dis) command with the following format abbreviations:
| Format |
Abbreviation |
| Full Record |
fu |
| Brief list |
br |
| Truncated list |
tr |
| Quickview list |
qu |
Once a search results list has been generated, you can change the format of all list entries or of a subset of entries with the command:
dis [records] [format abbreviation]
| Examples: |
| If you want to... |
Type... |
| Display all entries as a brief list |
dis all br < F11 > or
dis br < F11 > |
| Display continuous entries as truncated list |
dis 6-10 tr < F11 > |
| Display non-continuous entries as truncated list |
dis 4, 7, 13, 22 tr < F11 > |
| Display a combination of continuous and non-continuous entries as a brief list |
dis 4-7, 13, 22-24 br < F11 > |
Display all entries as a quickview list
Note: To display in quickview format you must have at least 51 entries. |
dis all qu < F11 > or
dis qu < F11 > |
| Display entries in the default format |
dis all < F11 > or
dis 6-10 < F11 > |
Determining your position (Passport only)
Passport screens contain a message line that indicates your position among multi-screen displays.
| Message displayed |
Position in list or record |
| (no message) |
There are more screens preceding and following the current screen. (You are somewhere in the middle.) |
| Beginning of [list or record] displayed. |
You are viewing the first screen. |
| End of [list or record] displayed. |
You are viewing the last screen. |
| Entire [list or record] displayed. |
There is only one screen. |
back to top
Librarians' Toolbox:
