User Manual: Advanced Search >v6

Add single field to advanced search form

• Click on Search in the top navigation bar

• Use the Find dropdown to select the Procedure or Authority you’d like to search

• Scroll to the bottom of the advanced search form

• Click on the + Field button

• Select the field to add to the advanced search form from the dropdown

• As with all dropdowns in CollectionSpace, you can type the name of the field into the dropdown to narrow your search

• Enter your search term into the new field

Set search operators for each field in the advanced search field list

• Select the search operator using the dropdown between the field name and the advanced search form field

  • Search operators will be different depending on the type of field, e.g. free text, controlled list, date, etc.

• NB: All field constraint operators, with the exception of is blank, imply that the field is not blank. For example, Color is not red will only find records where Color has a value, and it is not red; it will not find records where Color is blank. A search for Color is not red or Color is blank will find both.

See User Manual: Advanced Search Operators (>v5.3) - DRAFT

Remove fields from the advanced search field list

• Select the - button to at the far right of any field in the advanced search form to remove it from the list

• Select the - button touching the field to remove that instance of the field

Add groups of fields to the advanced search field list

• To limit search results to values found in one row of a repeatable group of fields, use the + Group button at the bottom of the advanced search form

• Select the group to add to the advanced search form from the dropdown

• Once the group is selected, choose which fields in the group to search, and whether you’d like ANY or ALL of the values included

  • You can nest groups with repeatable sub-groups, e.g. Title.

• NB: If fields in a group are added as single fields to the search form rather than via the group button, the advanced search will return records that match the values regardless of whether they appear in the same row, e.g. finding AV-123 and obsolete in the example to the right.

Combine ANY and ALL logic within the advanced search form

Any/All constraints contain other conditions, and are used to specify one of two operations:

• Any of the contained conditions should be satisfied. The any operator is also known as the or operator, because for the contained conditions, condition 1 or condition 2 or condition 3, etc., may be met.

• All of the contained conditions must be satisfied. The all operator is also known as the and operator, because for the contained conditions, condition 1 and condition 2 and condition 3, etc., must be met.

By default, every advanced search starts with an any/all constraint that can not be removed. Other conditions may be added to this initial constraint, including more any/all constraints.

• To begin, select either ANY or ALL from the dropdown directly below the Advanced Search header

• Choose fields to include in your advanced search

• All additional fields added to the search form will be subject to the constraint chosen; Any in the example to the right

Users may nest any/all constraints to group and’ed conditions inside or’ed conditions, and vice versa. The video example to the right finds objects that are either from the Photographs department, in the teaching collection; or from the Paintings and Sculpture department, in the study collection

• To nest ANY/ALL, begin with the +Any/All button

• Select either ANY or ALL from the dropdown

• Add the fields you’d like to group under that condition

• Select +Any/All again and choose ANY or ALL from the dropdown

• Add the next group of fields

• When ready, select the Search button