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Using the Find in Collection Tab

The Find in Collection tab provides several ways to search and browse the collection associated with your project, so you can find items and objects and then add them to your project for editing. When items are added to your project from this tab, they are locked from editing by other users until they are deleted from your project or uploaded and approved.

The Find in Collection tab displays after you have created or imported a shared project. The left task bar displays the collection name and project name, and provides quick access to common tasks.

For information about editing items after you have added them to your project, see Editing Items and Metadata.

Learn about:

  1. Searching the Collection
  2. Browsing the Collection
  3. Viewing Results
  4. Adding Items to a Project
  5. Setting Search and Browse Preferences

Searching the Collection

You can search the collection by using the search box to search across all fields, or you can construct an advanced search. Advanced searches can be saved for later use. Both searches order results by relevancy and accommodate stemming, by default. (Relevancy is determined by the frequency and distribution of matching keywords in each record, compared to other records. Matches in the Title or Subject field that are mapped to Dublin Core are given more relevancy weight.)

The search box (in the Find in Collection tab toolbar) searches across all fields in the collection, for any term that you put in the search box, in any order. For example, if you search for "westward migration", the search engine searches for items containing "westward", or "migration".

If you have saved any past advanced searches, they are available by selecting them by name from the search box drop-down list or by clicking the My Advanced Search drop-down and then clicking Saved Searches.

Both the search box and advanced search support the use of a wildcard operator that enables you to search for approximate terms. Using an asterisk (*) at the end of a search term will search for results with none, or any number of any characters appended to the root search term. For example, test* will find results with the words "test," "tests," "tested" and so on.

Advanced search offers four search types (types presented differ based on your initial choice of which search to use):

  • All of the words — searches for all of the words in any order. Using Boolean logic, this search is similar to using "AND". For instance, if you entered "President Theodore Roosevelt" in this search box, the search results would contain only those items containing all three terms. Do not include "AND" with your search terms. The Boolean operator "AND" is used automatically with the All of the words search and will be ignored if it is entered as a search term.

  • The exact phrase — searches for all of the words in the exact order. This is similar to using quotation marks in other search engines. For instance, if you were searching for "President Theodore Roosevelt", search results would contain only those items that contain the phrase "President Theodore Roosevelt".

  • Any of the words — searches for any of the words entered in the search box. Using Boolean logic, this search is similar to using "OR". For instance, if you entered "President Theodore Roosevelt" in this search box, the search results would contain all items containing any of the three terms, including results with only "President", only "Theodore", and only "Roosevelt". Do not include "OR" with your search terms. The Boolean operator "OR" is used automatically with the Any of the words search and will be ignored if it is entered as a search term.

  • None of the words — use this option with any of the other search boxes to exclude a term. Using Boolean logic, this search is similar to using "NOT". For instance, if you entered "President Roosevelt" in the exact phase search box and "Franklin" in this search box, the search results would contain all items containing "President Roosevelt" that do not contain the word "Franklin". Do not include "NOT" with your search terms. The Boolean operator "NOT" is used automatically with the None of the words search and will be ignored if it is entered as a search term.

If your search finds no matching results, alternate suggestions of terms may be provided in the status bar. Clicking on the suggested term initiates a search for the suggested term.

To find an item in the collection using the search box:

  1. From the Find in Collection tab, type a search term (or terms) into the search box in the toolbar. (If you have saved a past search, you can select it by name from the drop-down list.)

  2. Click Search.

    The search engine searches the collection, across all fields, for any term that you entered. The status bar indicates progress. (If you selected a saved search from the list, all of the original search criteria are used.)

  3. Review results. For more information, see Viewing Results.

To find an item in the collection using an advanced search:

  1. From the Find in Collection tab toolbar, click My Advanced Search.

    The Advanced Searching dialog box displays.

  2. Select whether to search by fields or by date. (Or, if you have saved searches in the past, you can select and modify them from this screen.)

  3. Specify your search parameters and enter terms. If you need to search additional fields, click the green plus sign.

  4. Specify the number of results to display per page. (To further refine your results display, click the Edit Search Preferences link. For more information, see Setting Search and Browse Preferences.)

  5. Click Search to search the collection.

  6. Or enter a name for the search so you can reuse or refine it later, and then click Save and Search.

    Note: Saved searches can be deleted by clicking Delete this search from my saved searches. This removes it from the advanced search and the search box drop-down list in the Find in Collection toolbar.

    The Advanced Search dialog closes and the search engine searches the collection, according to the parameters that you entered. The status bar indicates progress.

  7. Review results. For more information, see Viewing Results.

Browsing the Collection

You can browse the collection to find items in a collection without specifying search criteria. If controlled vocabulary is enabled for any field, you can browse by the controlled vocabulary.

To browse the entire collection:

  1. From the Find in Collection tab toolbar, click Browse All.

    Items in the collection are displayed. (Items are sorted by the title field by default.)

  2. Review results. For more information, see Viewing Results.

    To change your browsing preferences, see Setting Search and Browse Preferences.

To browse the entire collection by controlled vocabulary:

  1. From the Find in Collection tab toolbar, click the Browse Collection drop-down and then click the field to browse by. (The first five fields containing controlled vocabulary terms are displayed, if controlled vocabulary is enabled.)

    Items in the collection are displayed based on the selected field and controlled vocabulary (in alpha-numeric order by the controlled vocabulary).

  2. In the Browse By pane, you can review the matches per controlled vocabulary term. The number indicates the number of times a term is used in a field.

    Click the term to refine your browse results.

  3. Review results. For more information, see Viewing Results.

    To change your browsing preferences, see Setting Search and Browse Preferences.

Viewing Results

When your searching or browsing finds results, they are displayed, according to a default sort order (generally, alpha-numeric order by title), and include the item or object thumbnail. You can change your results display view by setting search and browse preferences.

Search terms are displayed in the status bar. The number of results found is indicated and, when more than 1,000 results are displayed, you can page through results by using the paging arrows in the upper-right above the results.

You can view items on the Web in a new browser window by double-clicking the thumbnail.

Your results will display for the entire session or until a new search or browse is initiated.

Adding Items to a Project

After you have found the item or object you want to edit, you need to add it to your project, which downloads the item to the Project Client. After items are added to your project, they are locked for editing by other users.

To add items from the collection to your project:

  1. From the Find in Collection search or browse results, select the item or items you want to add by either selecting individual checkboxes or by using the Select All button.

  2. Click Add to Project. (Or from the Item menu, click Add to Project.)

    The items are added after any items already in the project spreadsheet. Locked icons display in the results view and the background color of the cells for the items changes to light blue.

    Items remain locked until they are deleted from the project or uploaded and approved to the collection. Alternatively, see Lock Administration.

  3. Click the project tab to edit the items in the project spreadsheet.

    For information about editing items after you have added them to your project, see Editing Items and Metadata.

Setting Search and Browse Preferences

You can change the default search and browse results display views by editing settings in the Project Settings Manager.

You can choose to hide thumbnails to improve performance, customize the fields displayed and their order, and turn off alternate search term suggestions.

For more information, see Find in Collection.