4 Customize searching and library holdings

The following features in the administrative module let you customize the searching process and the display of library holdings:

  • Low Search Notification. Lets you request that FirstSearch send an e-mail notice when it is time to order more searches.
  • Maximum Number of Databases per Search. Lets you specify whether users can include up to 1, 2, or 3 databases in a single search.
  • Default Search Screen. Lets you select the search screen that FirstSearch displays when a user begins a new search.
  • Related Searches. Lets you control whether the Find related feature is available to your users.
  • Saved Searches. Lets you control whether the Save Search feature is available to your users.
  • WorldCat Institution Records. Lets you select how institution records are searched and displayed in WorldCat.
  • My Library Limit. Through these features you can help users find items they need by letting them limit their FirstSearch search results to items in your library.
  • Custom Library Groups. Through these features you can help users find items they need by letting them limit their search results in the WorldCat database to items in libraries that you select.
  • Display Library Holdings. Lets you specify whether or not users can view holdings information for libraries other than yours and, if they can, to specify the type of holdings information they will see.
  • Display My Union List Data in FirstSearch. Lets you specify whether or not your library's FirstSearch users can view union list holdings information.
  • Display All Libraries. Lets you specify whether or not users can view holdings information for all libraries in addition to the holdings information specified in Library holdings display.
  • Z39.50 Library Resources. Lets you help your users obtain the items they need by viewing holdings information retrieved from your chosen Z39.50-compatible library catalogs.
  • Z39.50 FirstSearch Gateway. Lets you make Z39.50-compatible library catalogs searchable databases on the FirstSearch web interface. Note: This feature is optional and must be purchased.

Description

The Low Search Notification feature is described in the following table.

Purpose Use Low Search Notification to request that FirstSearch send an e-mail notice when it is time to order more searches through your OCLC regional service provider. If you access FirstSearch on a per-search basis, Low Search Notification helps you maintain uninterrupted access. Even libraries that regularly monitor usage of their per-search databases may run out of searches when use is unexpectedly high or staff changes disrupt established monitoring procedures.
Location Click General in the sidebar menu of the Authentication/Access section of the main menu to go to the screen containing Low Search Notification.
Default setting Off, Low Search Notification is not available. To turn it on, provide a Low Search Threshold and an E-mail Address. The Additional E-mail Address is optional.

Available values

The values that you can set for the Low Search Notification feature are described in the following table.

Low Search Threshold A number (for example, 4000). When the number of searches remaining equals or falls below the low search threshold number, FirstSearch sends an e-mail notice to the address or addresses entered.
E-mail Address The e-mail address to which FirstSearch sends the notice. This is usually the address of the person at your library responsible for ordering more searches.
Additional E-mail Address A second e-mail address to which FirstSearch sends the notice. This could be the address of someone at your library who substitutes for the person who orders more searches. Or, it could be the address of a FirstSearch sales and support person at your OCLC service provider to help the service provider support your needs.

How low search notification works

The following summarizes how low search notification works:

  1. In the boxes provided on the Low Search Notification screen in the administrative module, you enter and save a low search threshold number (for example, 4000) and one or two e-mail addresses.
  2. When the number of searches remaining equals or falls below the low search threshold number, FirstSearch sends an e-mail notice to the address or addresses entered. It sends a second notice when no searches remain, if that ever happens.
  3. Whenever necessary, you change the low search threshold number or the e-mail addresses to reflect changes in search usage or staff responsibilities.

Determining the low search threshold number

Use the following suggestions to determine your low search threshold number:

  • Choose a low search threshold number that will trigger the e-mail notice about two months before no searches remain. This allows time for you to place an order, for your OCLC regional service provider to process the order and ask you any necessary questions, and for OCLC to add the searches to your account. OCLC adds the searches within one week after receiving the completed order form.
  • To determine the rate at which searches are used in your account:
    • Monitor the number of searches remaining in your FirstSearch account. To do that, click Home on the main menu of the administrative module to view the screen containing the current number of searches remaining. The number is updated daily.
    • View the reports for your account in the FirstSearch Usage Statistics service available at <  http://www.stats.oclc.org >. To access this service from the administrative module, click Usage Statistics located in the black bar at the top of each screen.
  • Monitor your search usage regularly and change the low search threshold number accordingly.

Examples of low search notification

The following examples illustrate low search notification:

Example 1. You determine that about 2,000 searches are used in your FirstSearch account during a busy month. Your current number of searches remaining is 7,500. You enter 4000 in the Low Search Threshold box so you will receive a notice when a two month supply of searches remains. You also enter your e-mail address in the E-mail Address box and another library staff member's address in the Additional E-mail Address box.

Four months later the number of searches remaining falls below 4,000. FirstSearch sends an e-mail notice to both addresses. You order 12,000 more searches (24 blocks of 500 searches) through your OCLC regional service provider. OCLC adds the searches to your account.

Later, the number of searches remaining again falls below 4,000. FirstSearch again sends an e-mail notice.

Example 2. You determine that about 800 searches are used in your FirstSearch account during a busy month. Your current number of searches remaining is 1,400. You enter 1600 in the Low Search Threshold box and two e-mail addresses in the boxes provided.

Because you entered a search threshold number (1600) that was greater than your number of searches remaining (1400), FirstSearch displays a message when you enter and save it and you receive a notice the next day notifying you that your searches are below your designated threshold. You receive another notice when the number of searches remaining reaches 0.

Example 3. As in example 2, your current number of searches remaining is 1,400 and you enter 1600 in the Low Search Threshold box and two e-mail addresses in the boxes provided.

In addition, you order 5,000 searches (10 blocks of 500 searches) without waiting for an e-mail notice. Sometime after the 5,000 searches are added to your account, the number of searches remaining falls below 1,600. FirstSearch sends an e-mail notice to both addresses.

Testing low search notification

If you want to test low search notification to see how it works, enter a low search threshold number that is just a few searches less than your current number of searches remaining.

Also enter one or two e-mail addresses and click Save Changes at the bottom of the screen.

You should receive a notice the day after the number of searches remaining falls below the test number.

After you receive the test notice, return to the administrative module to set an actual low search threshold number based on your estimated search usage.

Maximum Number of Databases per Search

Description

The Maximum Number of Databases per Search feature is described in the following table.

Purpose Use Maximum Number of Databases per Search to specify whether users can include up to 1, 2, or 3 databases in a single search. This option lets users find information in multiple databases without entering multiple searches.
FirstSearch processes the search in each specified database and lists the records found in each database. A search is counted for each database included. For example, if 3 databases are included in a search, 3 searches are counted.
Location Click General in the sidebar menu of the Authentication/Access section of the main menu to go to the General screen that contains Maximum Number of Databases per Search.
Default setting 3 databases.

Available values

The values that you can select for the Maximum Number of Databases per Search feature are described in the following table. The setting for this feature applies to all databases.

1 If you type 1, users can include 1 database in a search.
2 If you type 2, users can include 1 or 2 databases in a search.
3 If you type 3, users can include 1, 2, or 3 databases in a search.

Default Search Screen

Description

The Default Search Screen feature is described in the following table.

Purpose Use Default Search Screen to select the search screen that FirstSearch displays when a user begins a new search without choosing a specific search screen. Users can choose another search screen if they do not want to use the default that you select. Select the search screen that best fits the searching methods of most of your users: Basic, Advanced, or Expert.
Location Click Search Settings in the sidebar menu of the Interface Display section of the main menu to go to the screen that contains Default Search Screen.
Default setting Basic.

Available values

The values that you can select for the Default search screen feature are described in the following table. The setting for this feature applies to all databases.

Basic The Basic search screen lets users type search words in a single box, choose one of a few main indexes, use a few search limits, and choose from a few options for sorting search results.
Advanced The Advanced search screen lets users type search words in multiple boxes, choose Boolean operators (AND, OR, NOT) to combine search words, choose any available indexes, choose any available search limits, and choose options for sorting search results.
Expert The Expert search screen provides an area without prompts for users who prefer to type the elements of a search without system prompts and assistance.

Related Searches

Description

The Related Searches feature is described in the following table.

Purpose Use Related Searches to control whether the Find related feature is available to your users. The Find related feature, described below, appears near the top of the List of Records screen in FirstSearch.
Location Click Search Settings in the sidebar menu of the Interface Display section of the main menu to go to the screen that contains Related Searches.
Default setting The default setting for Related searches is on.

Available values

The values that you can select for the Related searches feature are described in the following table.

On (checked) If the box is checked, the Find related feature is available to your users.
Off (not checked) If the box is not checked, the Find related feature is not available to your users.

Find related

The Find related feature in FirstSearch helps users find additional records that match their latest search. The feature provides links to selected databases. If a user clicks the link to a database, FirstSearch performs the latest search in that database and displays the search results. The search may or may not find any records.

Each link shows the name of the database and the type of materials indexed. The link to a database is provided if all of the following are true:

  • The database is available to your users.
  • The database contains the same indexes as those used in the latest search.
  • Only word indexes were used in the latest search. (Searches that use phrase indexes are excluded.)

The following table lists the databases to which links may be provided and the type of materials indexed in each database:

Database Type of materials
WorldCat Books, etc.
ArticleFirst Articles
WilsonSelectPlus Articles
Electronic Collections Online (ECO) Journal articles
World Almanac Reference resources

Saved Searches

Description

The Saved Searches feature is described in the following table.

Purpose Use Saved Searches to control whether the Save Search feature is available to your users. The Save Search feature, described below, appears near the top of the List of Records screen in FirstSearch.
Location Click Search Settings in the sidebar menu of the Interface Display section of the main menu to go to the screen that contains Saved Searches.
Default setting The default setting for Saved searches is on.

Available values

The values that you can select for the Saved searches feature are described in the following table.

On (checked) If the box is checked, the Save Search feature is available to your users.
Off (not checked) If the box is not checked, the Save Search feature is not available to your users.

Save Search

The Save Search feature in FirstSearch allows users to save their searches. If the user is not logged in to their personal account, they will be prompted to logon. They will then be able to access saved searches through the Searching tab in FirstSearch.

WorldCat Institution Records

Description

The WorldCat Institution Records feature is described in the following table.

Purpose Use WorldCat Institution Records to select how institution records are searched and displayed in WorldCat.
Location Click Search Settings in the sidebar menu of the Interface Display section of the main menu to go to the screen that contains WorldCat Institution Records.
Default setting The default setting for WorldCat Institution Records is Do not Search or Display.

Available values

The values that you can select for the WorldCat Institution Records feature are described in the following table.

Do not Search or Display (default) If this button is selected, WorldCat Institution Records cannot be searched or displayed to your users.
Display only If this button is selected, a link of More Records will appear when institution records are available for a regular bibliographic record. Clicking the links will show what institution's records are available for display.
Search and Display If this button is selected, records will not only display, but the search results include the same indexed fields within the institution records. A record may appear in the results without the search term appearing in the regular bibliographic record display if the indexed word is found within at least one of the institution records attached.

WorldCat Institution Records

Use WorldCat Institution Records to select how institution records are searched and displayed in WorldCat. You may link to copies of an institution's record from the master record, which may include specifics on location, local call numbers or indexing, and local notes for that institution. These institution records will be the same as the regular bibliographic record, but the institution record will include that institution's unique local information as provided by that institution.

These settings affect all WorldCat and WorldCat related databases, including all group catalogs, Electronic Books and WorldCat Dissertation records.

My Library Limit

You can use My Library Limit in the administrative module to let users limit their FirstSearch search results to items in your library.

If you make this search limit available, a check box appears on FirstSearch search screens. The check box includes the OCLC symbol used to identify items in your library. It also includes the library name. In the administrative module, you can specify the symbol and library name used. This is useful if the symbol associated with your FirstSearch account is not the best symbol for identifying items in your library. It is also useful if the FirstSearch default name for your library is confusing to users.

If a user selects this limit when entering a search, the search results will include only records to which the specified symbol is attached. (The symbol is attached when your library catalogs items using the OCLC Cataloging service.)

In addition, items in your library are highlighted in FirstSearch lists of records. A library icon and the library name appear with each record to which the specified symbol is attached. They appear whether or not the user selects the My Library search limit when entering a search.

The following My Library Limit features are available:

  • My Library Limit: My Library. Control whether or not Limit Availability to: Items in My Library is displayed to your library's users in FirstSearch.
  • My Library Limit: Default. Control whether or not the checkbox (for Limit Availability to: Items in My Library) is checked by default as the initial state of the user's search session (the user can uncheck it).
  • My Library Limit: Library Name. Specify the library name that appears in FirstSearch with the My Library search limit check box.
  • My Library Limit: Library Symbol. Specify the OCLC symbol used to identify items in the library.

My Library Limit: My Library

Description

The My Library Limit: My Library feature is described in the following table.

Purpose Control whether or not the My Library search limit is available to your library's users in FirstSearch.
Location Click Library Holdings in the sidebar menu of the Interface Display section of the main menu to go to the to go to the screen that contains My Library Limit: My Library.
Default setting On, if the OCLC symbol associated with your FirstSearch account is attached to one or more records in WorldCat. Off, if it is not.

Available values

The values that you can set for the My Library Limit: My Library feature are described in the following table.

On (checked) The Limit Availability to: Items in My Library search limit is displayed to your library's users in FirstSearch.
Off (not checked) The Limit Availability to: Items in My Library search limit is not displayed to your library's users in FirstSearch.

My Library Limit: Default

Description

The My Library Limit: Default feature is described in the following table.

Purpose Control whether or not the checkbox for Limit Availability to: Items in My Library is checked by default as the initial state of the user's search session (the user can uncheck it).
Location Click Library Holdings in the sidebar menu of the Interface Display section of the main menu to go to the to go to the screen that contains My Library Limit: Default.
Default setting Off (not checked).

Available values

The values that you can set for the My Library Limit: Default feature are described in the following table.

On (checked) The checkbox for Limit Availability to: Items in My Library is checked when the FirstSearch user initiates a search session.
Off (not checked) The checkbox for Limit Availability to: Items in My Library is not checked when the FirstSearch user initiates a search session.

My Library Limit: Library Name

Description

The My Library Limit: Library Name feature is described in the following table.

Purpose Specify the library name that appears in FirstSearch with the My Library search limit check box on search screens and with the library icon in lists of records. You can include up to 30 characters and spaces in the name. In FirstSearch, the name appears in uppercase letters only. This feature does not affect how the library name appears in holdings lists of libraries that own an item. Holdings lists use the FirstSearch default name for your library.
Location Click Library Holdings in the sidebar menu of the Interface Display section of the main menu to go to the to go to the screen that contains My Library Limit: Library Name.
Default setting Default name.

Available values

The values that you can set for the My Library Limit: Library Name feature are described in the following table.

Default name The FirstSearch default name for your library.
Name that you supply A name that you supply. You can include up to 30 characters and spaces in the name. In FirstSearch, the name appears in uppercase letters only.

My Library Limit: Library Symbol

Description

The My Library Limit: Library Symbol feature is described in the following table.

Purpose Specify the OCLC symbol used to identify items in the library. The specified symbol must be attached to one or more records in WorldCat. When a user selects the My Library search limit, FirstSearch limits the search results to records to which the specified symbol is attached. When FirstSearch displays lists of records, it includes a library icon and the library name with each record to which the specified symbol is attached. The icon and name appear whether or not the user selects the My Library search limit when entering a search.
Location Click Library Holdings in the sidebar menu of the Interface Display section of the main menu to go to the to go to the screen that contains My Library Limit: Library Symbol.
Default setting Default symbol.

Available values

The values that you can set for the My Library Limit: Library Symbol feature are described in the following table.

Default symbol The OCLC symbol for your library associated with your FirstSearch account.
Symbol that you supply Another OCLC symbol for your library. The specified symbol must be attached to one or more WorldCat records.

Custom Library Groups

You can use the Custom Library Groups features in the administrative module to help users find items they need by letting them limit their search results in the WorldCat database to items in libraries that you select. To do this, you create one or more custom library groups and then you select the group to use in WorldCat. If you do this, users can select one of the group's libraries when entering a search in WorldCat and the search results will include records describing items in that library.

In addition, items in libraries in the group are highlighted in WorldCat lists of records. A library group icon and the group name appear with each record to which any of the libraries' symbols is attached. Users can view lists of libraries that own an item to learn which of the group's libraries own it.

Note: These features are available only for the WorldCat database. They are not available in FirstSearch accounts that do not include WorldCat.

The following Custom Library Groups features are available:

Custom Library Groups

Description

The Custom Library Groups feature is described in the following table.

Purpose Create or modify custom library groups for use in the WorldCat database.
  • You can create up to 5 groups but you can use only one at a time in WorldCat. The name of each group can include up to 30 characters and spaces. In FirstSearch, the group name appears in uppercase letters only.
  • Each group can include up to 15 libraries. Add a library to a group by typing and adding its OCLC symbol. You can use the default name for a library or supply a different name. You can include up to 30 characters and spaces in each library name. In FirstSearch, library names appear in uppercase letters only.
  • After you create a group, you can modify it by changing its name, adding or removing libraries, or changing library names. You can also delete groups and add new ones, up to a total of 5 groups.
Location Click Custom Library Groups in the sidebar menu of the Interface Display section of the main menu to go to the Custom Library Groups screen.
Default setting No custom library groups.

Available values

The values that you can set for the Custom Library Groups feature are described in the following table.

No custom library groups There are no custom library groups for use in the WorldCat database.
Up to 5 custom library groups You can create up to 5 groups but you can use only one at a time in WorldCat.

Custom Library Group Limit

Description

The Custom Library Group Limit feature is described in the following table.

Purpose Select a custom library group for use in the WorldCat database.

After you select a group in the administrative module, go to the WorldCat database in FirstSearch and experiment with the group search limit on the Basic, Advanced and Expert search screens. Also view the library group icon and group name in lists of records. If necessary, return to the administrative module to make adjustments.

Location Click Library Holdings in the sidebar menu of the Interface Display section of the main menu to go to the to go to the screen that contains Custom Library Group Limit.
Default setting None.

Available values

The values that you can set for the Custom Library Group Limit feature are described in the following table.

None Users cannot limit their search results in WorldCat to items in one of the libraries in a custom library group. No library group icon appears in WorldCat lists of records.
A custom library group Users can limit their search results in WorldCat to items in one of the libraries in the custom library group. A library group icon and group name appear in WorldCat lists of records with each record to which any of the libraries' symbols is attached.

Display Library Holdings

Description

The Display Library Holdings feature is described in the following table.

Purpose Use Display Library Holdings to specify whether or not users can view holdings information for libraries other than yours and, if they can, to specify the type of holdings information they will see.
Location Click Library Holdings in the sidebar menu of the Interface Display section of the main menu to go to the screen that contains Display Library Holdings.
Default setting System Default

Available values

The values that you can select for the Display Library Holdings feature are described in the following table. The settings for this feature apply to all databases. See Display all libraries if you want users to be able to view holdings information for all libraries in addition to the holdings information you select for this feature.

None Select None if you do not want users to view holdings information for other libraries.
System Default Select System Default if you want users to view holdings information chosen by FirstSearch. For information about the rules that FirstSearch uses to choose this holdings information, see the Rules for the System Default holdings option.
Regional Select Regional if you want users to view holdings information for libraries in your region.
Group Select Group and select the symbol of a group of which your library is a member if you want users to view holdings information for libraries in that group. Selecting Group also lets users limit search results to items held by the group.

Rules for the System Default holdings option

The following table contains the rules that FirstSearch uses to choose the System Default holdings information.

If Then
More than 20 libraries hold the item and 10 or more of them are in your location (U.S. state, Canadian province, other country, or other continent). The system displays holdings information for libraries in your location.
More than 20 libraries hold the item and fewer than 10 of them are in your location, but 10 or more of them are in your region. The system displays holdings information for libraries in your region. For more information about regions, see Regional groupings for institution locations.
20 or fewer libraries hold the item or more than 20 libraries hold the item, but fewer than 10 of them are in your location or region. The system displays all holdings information.

Display All Libraries

Description

The Display All Libraries feature is described in the following table.

Purpose Use Display All Libraries to specify whether or not users can view holdings information for all libraries in addition to the holdings information specified in Display library holdings.
Location Click Library Holdings in the sidebar menu of the Interface Display section of the main menu to go to the screen that contains Display All Libraries.
Default setting Off (not checked). Users cannot view holdings information for all libraries.

Available values

The values that you can select for the Display all libraries feature are described in the following table. The setting for this feature applies to all databases.

On (checked) Users viewing the holdings information (specified in Display library holdings) can click a link to view a list of all libraries that hold an item. To select on, you must also select System Default, Regional, or Group (in Library Holdings Display).
Off (not checked) The link to the list of all libraries is not displayed to users.

Display My Union List Data in FirstSearch

Description

The Display My Union List Data in FirstSearch feature is described in the following table.

Purpose Use Display My Union List Data in FirstSearch to specify whether or not your library's FirstSearch users can view union list holdings information.
Location Click Library Holdings in the sidebar menu of the Interface Display section of the main menu to go to the to go to the Library Holdings screen, which contains Display My Union List Data in FirstSearch.
Default setting On (checked).

Available values

The values that you can select for the Display my union list data in FirstSearch feature are described in the following table. The setting for this feature applies to all databases.

On (checked) Users can view union list holdings information.
Off (not checked) Users cannot view union list holdings information.

Z39.50 Library Resources

Description

The Z39.50 Library Resources feature is described in the following table.

Purpose Help your users obtain the items they need by letting them view holdings information retrieved from any Z39.50-compatible library catalogs you choose. Depending on the catalogs and the information you provide in the WorldCat Services Administrative Module, the holdings information might include local call number, the location and availability of the items, or other information.
Location Click Z39.50 Library Resources in the sidebar menu of the Linking section of the main menu to go to the Z39.50 Library Resources screen.
Default setting Off. No catalogs added.

Available values

For information about the values that you can set for Z39.50 Library Resources, see Z39.50 Library Resources: overview and needed information.

Z39.50 FirstSearch Gateway

Description

The Z39.50 FirstSearch Gateway feature is described in the following table.

Purpose Gives you the ability to make publicly accessible Z39.50-compatible library catalogs searchable as databases on the FirstSearch web interface. This feature is optional and must be purchased. Z39.50 functionality related to the Gateway feature does not appear on Z39.50-related screens unless the feature has been purchased. Gateway-specific administrator functionality includes:
  • The ability to configure virtual catalogs
  • The ability to configure ILL processing so that Z39.50-compatible library catalogs appear in the ILL Processing screen
  • The ability to select a catalog for display either as a single entity or as a part of a virtual catalog
  • The ability to select whether or not an index is displayed as part of the FirstSearch basic search screen
Location Click Z39.50 Library Resources in the sidebar menu of the Linking section of the main menu to go to the screens that allow you to administer the Z39.50 Gateway feature.
Default setting Off. The feature is not available.