Using Structured Search
Structured Search enables you to search your collection using specific properties, operators, and values. While free-text search searches across your collection broadly, Structured Search helps you find Entries that match specific criteria.
For a broader overview of searching in CatalogIt, see: Using Free-Text and Structured Search in CatalogIt
Creating a Structured Search
To perform a Structured Search:
- Click the structured search icon on the right side of the search bar.
- Select a Property to search. A Property can be any field in CatalogIt.
- Select an Operator.
- Enter a Value if required.
A simple structured search expression consists of three parts:
- Property — the CatalogIt field you want to search.
- Operator — how you want to search the selected Property.
- Value — the value you want to search for, when required.
Note: the list of Properties only displays fields that are currently in use in your account.
Search Operators
The operator you select determines how CatalogIt evaluates the Property you are searching. Available operators include:
Equals
Finds Entries where the selected Property matches the specified value.
Not Equals
Finds Entries where the selected Property does not match the specified value.
Contains
Finds Entries where the selected Property contains the specified value.
Missing
Finds Entries where the selected Property does not have a value.
Has
Finds Entries where the selected Property has a value.
Starts With
Finds Entries where the selected Property begins with the specified value.
Wildcard
Allows you to search using wildcard characters rather than specifying an exact value.
Regular Expression
A Regular Expression (regex) search allows you to search for patterns within a value rather than an exact value. In CatalogIt, .* is commonly used as a wildcard:
- . represents any single character.
- * means the preceding character can occur any number of times, including zero.
Examples
Regular expressions can also use quantifiers to specify how many times a character or pattern should occur. For example, {2} specifies exactly two occurrences. Regular expressions can accommodate other quantifiers besides *.
Creating Advanced Searches
Advanced searches enable you to combine multiple search criteria using AND and OR logic.
To create an advanced search, enter your first search criterion and then click Advanced in the Search Builder.
Advanced searches are built from simple searches joined together by:
- All must match (AND)
- At least one must match (OR)
Compound searches can be as simple or as detailed as needed, allowing you to define more precise search criteria.
Searching by Classification
Classifications in CatalogIt are hierarchical and form a tree structure. For example, many classifications are “children” of Object/Artifact, such as Basket, Furniture, and Firearm. Likewise, Art includes child classifications such as Painting, Work on Paper, and Drawing.
When searching by Classification, two operators are available:
Equals
The Equals operator matches only Entries classified as the exact Classification specified.
For example, searching for Art using Equals will find Entries classified as Art, but it will not find Entries classified as Painting or Work on Paper.
Is Kind Of
The Is Kind Of operator finds Entries classified as the specified Classification and any of its descendant classifications.
For example, searching for Art using Is Kind Of will find Entries classified as Art, Painting, Work on Paper, Drawing, Sculpture, and other child classifications.
Searching by Location
Locations are repeating, hierarchical fields that maintain a history of where an object is, where it has been and when it was there.
If an Entry has more than one Location, the current Location is the Location with the most recent date. Locations are displayed in date order, so the current Location always appears first.
Because Locations are hierarchical, searches honor the Location hierarchy. For example, if an Entry is located in Shelf #1 and Shelf #1 is located in East Gallery, searching for either location will find the Entry.
Locations can be searched in two ways:
Currently Equals
Use Currently Equals to find all Entries that are currently in the specified Location, either directly or through a parent-child Location relationship.
Equals
Use Equals to find all Entries that have ever been in the specified Location.
This search evaluates an Entry's Location history and returns any Entry with a matching Location record.
Searching for Missing or Existing Data
Structured Search can help identify Entries that are missing information or Entries that contain specific information.
Missing
Use the Missing operator to find Entries that do not contain a value for a specific property.
For example, if all Entries should have a Date Made, searching for:
Date Made → Missing
will find Entries that do not contain a Date Made value.
Has
Use the Has operator to find Entries that contain a value for a specific property.
For example:
Date Made → Has
will find Entries that contain a Date Made value.
If a property is only required for certain Classifications, you can create an advanced search that combines the property search with a Classification search.
Finding Entries Without Media
To find Entries that do not have any media attached, search:
Media Count = 0
The Media Count property is located near the bottom of the Property list below the create and update properties.
Finding Entries Not Assigned to a Folder
To find Entries that have not been assigned to a Folder and exist only in All Entries, search:
Folder Count = 0
The Folder Count property is located near the bottom of the Property list below the create and update properties.