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Search – Astria #

The search screen enables operators to view bibliographic works and the items connected to them within the database

Running a search. #

There are a range of search filters to greater empower discovery of collection content, Astria has a local memory for the last search run as such operator are able to navigate away from this screen and when they return the last search results are still present on the screen.

Operators are able to utilises the range of filters to determine the type of search e.g. Title – contains – cows and click the search button to run the search

Search memory – Astria has the ability to story the last search filters user in the local memory of the browser. Operator may override this with new search’s run or clear the filters to the default with the use of the Clear button

Search by #

A drown down selection to be able to select the range of type of searches

  • Title
  • Anywhere
  • Name
  • Subject
  • Series
  • ISSN
  • ISBN
  • ABN
  • Standard Recording#
  • Manufacturing Number
  • Catalogue number
  • Order match identifier
  • Original ISBN
  • Google
  • Google scholar
  • Trove
  • Fantastic fiction

Search by qualifiers #

Drop down list of qualifiers for the “search by” filter

  • Contains Keyword qualifiers – Search for a specific keyword – this tries to match the search key wherever the search terms appear – as random keywords
    For example if searching under title and qualifying by key work under the term “cow” Results that come back will include all items that have “cow” anywhere within the 245,246 or 247 tag, this will not include results with “cows” in the title.
  • Exact Match Qualifiers – An exact value search. These searches will attempt to match the input term exactly: e.g. ‘Economics’ and display only such matches, ignoring all other titles containing the entered keyword.
    For example if searching by Title and qualifying by exact match under the term “cow” the result will come for that specific tile and will exclude results called cows or with additional content such as “the cow that jumped over the moon”
  • Starts with Qualifiers – Treats the search effectively as a browse but limiting results to those specifically matching the input key.
    In order to find ‘Starts with’ matches on a title – given that the title can be a 245, 246, or 247 tag, etc. the application must look at a table in which these fields are browsable. 
  • Heading Browse Qualifiers – Running this search enables the heading pop out to appear and list 
  • Heading Contains Qualifiers – 

Add more search options #

The option exists to add addition search filters with the use of the add button

If there is more than 2 search filters a secondary delete button appears allowing for the filters to be removed if they are no longer needed. 

Search filters #

Entity #

This dropdown box allows the selection of different databases.

Locations #

Defaults to (all Locations) This dropdown box allows the option to select works that have items at a specific location.

Formats #

Defaults to (all Item Formats) This dropdown box allows the search to filter to a specific Item format

Languages #

Defaults to (all languages) This dropdown box allows the search to filter to specific language.

Subsets #

Defaults to (all subsets) This dropdown box allows the search to filter to specific database subsets which is commonly used by consortia’s to separate digital content. e.g. oral histories which have no items but belong to a specific library.

Check Box filters #

CheckboxDescription
Must Have ItemsIf this option is ticked only works with items will be displayed
Must have Items on-shelfIf this option is ticked only works with items on shelf will be displayed
Include ActiveShows a series of columns with calculations in the work results table including, Reserves, Items, Items on-shelf, On Order
Normal ItemsIf this option is ticked only works with items that have a ‘Normal Staus’ will be displayed
InflectionalApply modifications to the search term to make it more ‘fuzzy’, by applying prefix and suffix modification, and allowing for plurals.
Include ShadowedIncludes items with a work status of ‘Shadowed’. 
Include FreezeIncludes items with a work status of ‘Freeze’

Display Sorting #

Sort #

The Drop down at the top of the search filter screen allows the search result to be filtered by:

  • Title
  • Name
  • Publication date
  • Relevance 

Additionally the Asc check box allows it to be ascending or descending when not ticked. 

Display and navigation #

Number of Works Displayed

The bottom left of the screen designates the number of works displayed in the results Grid.
e.g 10,20,40 results per page.

Pages

The bottom left allows the navigation through the pages of results and depicts the number of results returned from the search.

Results Display #

Results Format Tabs #

Ther search results can be displayed by work format by clicking on the work format tabs at the top of the search results screen. This enables filtering on the fly by format the tabs that appear depend on what format are present in the search results.
The search defaults to all formats tab

Grid buttons #

Column Chooser #

The Column chooser function has a range of informational columns that can be displayed or hidden to give specific information about the works.

Some of these columns are only visible through the … more information button.

  • Title
  • Author
  • Date – Date Published
  • Series – Defaults to … more information
  • Edition – Defaults to … more information
  • Publisher – Defaults to … more information
  • Audience – Defaults to … more information
  • ISBN
  • Collation – Defaults to … more information
  • USRI – (Bib Reference)
  • Availability – item available to be loaned.
  • Reserves – Number of reserves against the work
  • Items – Number of items against the work
  • Notes – Defaults to … more information and is limited to one line. Further details can be found via ‘show work details’ or catalogue maintenance
  • On shelf items – items on shelf
  • Order items – item on order

Export #

The export button allows for the exporting of all the search results as an XSLX documents and is saved into the default download specified by your browser.

Additionally Export functions can be activated via the right click context menu on the table. 

Note the results in the export file are dependent on the column selected in column chooser.

More Information Astria - three dots icon #

The more information button provides more information that is not able to fit on the table. Specifics of the information displayed are enabled by the column chooser function..

Right Click Menu – Works #

The Right Click menu has a range of function that can be actioned against a the work.

  • Reserve Work (trap first incoming item)
  • Show ‘Work Details’
  • Set status of work
    • Normal
    • Shadowed
    • Review
    • Inter-Library Loan
    • Freeze(inactive)
  • Catalogue Maintenace – Catalogue maintenance is an option from the right click menu when a work is selected from the results grid. 
    and navigates to the Cataloguing screen with the detail of the work selected. 
  • Print pdf
    • Print all – Prints the results of the search – Currently, downloads a PDF 
      NOTE This function is currently under development. 
    • Print Visible Results – Prints the current page of results – Currently, downloads a PDF 
      NOTE This function is currently under development. 
  • Export xlsx
    • Export all – Saves an .xlsx to browsers default download location with the full results of the search. 
    • Export Visible Results – Saves an .xlsx to browsers default download location with the current page results of the search. 
  • Add work to a list
  • Select as Parent for a Linked set of works
    • Link button – only displayed after a parent link is activated
  • Transfer reserve to this work – only displayed when transfer reserve activated in the Show work details screen.
  • Add a holding – Select this creates a popup to add a holding to an existing work.

Making a reservation #

Operators are able to reserve via the right click content menu on both the work and item results
For more information on making a reservation see the How to | make a reservation page

Show work details #

Show work details is an option from the right click menu when a work is selected from the results grid and it appear as a pop out from the right side of the screen. 

Summary

  • Title
  • Author
  • Bib Ref Number
  • Publication information
  • ISBN
  • The full notes field information.
  • Date added

Subject

  • List of subjects connected to the work with number of works with the same subject.
    • Subject links that run a new Subject heading contains search.

Reservations

  • List the current reserves on the work and item items.
    NOTE if the Barcode collum has data the reserve is based on the item not the work
  • Right Click Options
    • Go to item details
    • Go to ‘Search; and view all items on this work
    • Transfer reserve – selecting this adds the ‘Transfer Reserve to this work’ option to the search results right click menu and enables the reserve for the user to be transferred to another work. for the full instructions see How to | transfer a reserve

To close the pop-out screen click top right X button

Set status of work #

This Function allows a status to be applied to a work. (The current status will be identified with a Tick)

  • Normal
  • Shadowed – This status allows a work to be suppressed from Montage display. Note that functions are available in Interlibrary Loans control to suppress an ILL work from display, and this is not required in addition to that. If your library has a specific collection which is to be suppressed from view, it is likely to be better to create a Database Subset to hold the records, and hide the whole collection – please discuss this with AIT.
  • Review – A record may be marked for review by a trainee cataloguer, or simply as part of regular procedures. When marked this way, the record is not fully indexed, and is not available for Montage searching. Note that the library may optionally set all works added by Quick Work to be given Review status using the Enterprise parameter: BibsMarkForReviewIfQuick
  • Inter-Library Loan – If the record is marked as ILL (and this can be set in the ILL function, including a default setting to ensure this), then the record can be suppressed from OPAC display (when the necessary bExcludeILL is set as True.
  • Freeze(Inactive) – The works are hidden from Montage while in freeze status – commonly used in Electronic Resource Management where operators to set a date when a set of electronic resources are to move from freeze to normal status, or vice versa.

The current status of the work is visible

How to | Add a Holding via search #

Adding a holding via the search screen is a method often used by operators who do not have sufficient permissions to access cataloguing but are still required to add holding to existing works for one reason or another.

Steps

  • Add proposed barcode and click the arrow button next to the barcode to confirm the barcode is available (a green flash message will appear in the top right of the screen)
  • Select item format from drop down list
  • Select physical location of the item from drop down list
  • Add Material specification (optional)
  • Add Call Number (top right) – This field is inputted as a combination of Call number prefix, Classification and call number Suffix
  • Select Loan category (set from drop down list)
  • Add Replacement cost (Optional)
  • Select Statistical categories (optional)
  • Add SICI (optional)
  • Add Message (optional)
  • Add Public Note (optional)
  • Add Item Note (optional)
  • Click Save and if successful a green flash message will appear in the top right of the screen with the item ID depicted
    NOTE – the Operator must check and receive flash message stating barcode is available before the save button is enabled.

Add work to a list  #

add work to a list is an option from the right click menu when a work is selected from the results grid and creates a pop out screen.

 The popout allows you to locate and select existing work lists and add the work to that list by selecting ok.

A success message appears on the screen if the item has been added correctly. 

the option to cancel the addition exists by clicking the cancel button or the X button. 

Select as Parent for a linked set of works (Linked works) #

This options allows works to be linked together and the linked works are displayed in an additional tab on Montage.
examples include, the different formats for a single title such as the regular print, the audiobook and the movie.

  • Search for a Title in the search screen
  • Right click on the 1st work you want to link and ‘Selectas Parent for linked set of works’
  • Right click on the 2nd work you want to link to the 1st work and select the name of the 1st work
  • Accept the Link in the pop up question and the information popup
  • The works will now have Linked
  • In Catalogue maintenance for the 1st parent link works there will be a 774 Tag with the Bib Ref of the works linked.

Right Click Menu – Items #

The Right click menu on item details grid that can be actioned against the item.

  • Reserve Item
  • Set aside (Trap item immediately)
  • Transfer Item
  • Show ‘Item Details’

Reserve item #

See Place Reserve popup for full details on the popup.

When this option is selected from the right click menu the Item information is provided in the popup and Item specific is ticked.
Item specific – Where the known item reservation form is linked from item details, then as the item has been focussed on, the default option for Item Specific Reserve is ON. Removing the tick from this checkbox will place the reserve on the work instead.

Set aside #

See Place Reserve popup for full details on the popup.

Set aside Holds may be placed – to capture an item for a user – by selecting ‘Set Aside’. Note that a Set aside Hold cannot be applied if the item is on loan, currently reserved, or an Inter-Library Loan. The set aside hold is subject to a charge, which is the standard reservation charge for the user/material type combination; the charge may be nullified by use of the Enterprise parameter ‘Charges for Holds’.

Transfer item #

Selecting this option links you to the item transfer screen with the ‘Transfer Items temporary’ item transfer selected and the item barcode in the identifier box, the user is then able to customise their options from this point in item transfer to suit their needs.

Show Item Details #

Selecting this option links, you to the item details screen with the selected items information inputted.

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