Revised abstract for section on year end.
[sitka/doc/acquisitions.git] / acq / acq-search-module.xml
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RJ
1<?xml version='1.0' encoding='UTF-8'?>
2<chapter xmlns="http://docbook.org/ns/docbook" xmlns:xi="http://www.w3.org/2001/XInclude"
3 xml:lang="EN" xmlns:xlink="http://www.w3.org/1999/xlink" version="5.0" xml:id="acq-search-module">
4 <info>
5 <title>Search the Acquisitions Module</title>
6 <legalnotice>
7 <para><emphasis role="bold">Adapted with permission from original material by the <link
8 xlink:title="http://evergreen-ils.org/dokuwiki/lib/exe/fetch.php?media=the_acquisitions_module_ev.pdf"
9 xlink:href="http://evergreen-ils.org/dokuwiki/lib/exe/fetch.php?media=the_acquisitions_module_ev.pdf">Evergreen
10 Community</link></emphasis></para>
11 </legalnotice>
12
13
14
15 <abstract>
16 <para>The acquisitions module has a powerful searching interface that enables you to search for line items, catalogue records, selection lists, purchase
17orders, and invoices. Searching for line items and catalogue records can help ensure that duplicate orders are not placed.</para></abstract>
18
19
20 </info>
21
22<section xml:id="search-placeholder">
23</section>
24
25 <section xml:id="general-search-module">
26 <title>Using the General Search</title>
27<para><link linkend="general-search-tips">Search Tips</link></para>
28<para>In the acquisitions module you can search for line items, line items and catalog records, selection lists, purchase orders, and invoices.</para>
29
30<note><para>You may wish to begin your acquisitions process by searching for line items and catalogue records. This ensures that you do not purchase an item that the
31library already owns or is on another selection list or purchase order.
32See <link linkend="lineitem-catalogue-search">Searching for Line Items and Catalogue Records</link> for more details.</para></note>
33
34<procedure>
35<step>
36<informalfigure>
37<para>To access the searching interface, select <menuchoice><guimenu>Acquisitions</guimenu><guimenuitem>General Search</guimenuitem></menuchoice>.</para>
38<para><mediaobject>
39<alt>screenshot of the General Search</alt>
40
41<imageobject>
42<imagedata fileref="media/general-search-1.png" scalefit="0"></imagedata>
43</imageobject>
44</mediaobject></para>
45</informalfigure>
46</step>
47
48<step>
49<informalfigure>
50<para>Select the option best suited to your search from the <guilabel>Search for</guilabel> drop down menu. Some search terms may be
51disabled depending on the option you chose.</para>
52<para><mediaobject>
53<alt>screenshot of the General Search</alt>
54
55<imageobject>
56 <imagedata fileref="media/general-search-2.png" scalefit="0"></imagedata>
57 </imageobject>
58</mediaobject></para>
59</informalfigure>
60</step>
61
62<step>
63<informalfigure>
64<para>Refine your search by selecting the specific fields you would like to search.</para>
65<para><mediaobject>
66<alt>screenshot of the General Search</alt>
67
68<imageobject>
69<imagedata fileref="media/general-search-3.png" scalefit="0"></imagedata>
70</imageobject>
71</mediaobject></para>
72</informalfigure>
73</step>
74
75<step>
76<informalfigure>
77<para>Once you have added your search term(s), click <guibutton>Search</guibutton> or hit the <keycap>ENTER</keycap> key. Results meeting your search criteria will display.</para>
78<para><mediaobject>
79<alt>screenshot of the General Search</alt>
80
81<imageobject>
82<imagedata fileref="media/general-search-4.png" scalefit="0"></imagedata>
83</imageobject>
84</mediaobject></para>
85</informalfigure>
86</step>
87
88<step>
89<informalfigure>
90<para>If you wish to edit your search, click <guibutton>Reveal Search</guibutton> in the top right hand corner of the results screen to display your search.</para>
91<para><mediaobject>
92<alt>screenshot of the General Search</alt>
93
94<imageobject>
95<imagedata fileref="media/general-search-5.png" scalefit="0"></imagedata>
96</imageobject>
97</mediaobject></para>
98</informalfigure>
99</step>
100
101</procedure>
102
103
104<simplesect xml:id="general-search-tips">
105<title>Search Tips:</title>
106<itemizedlist>
107<listitem>
108<para>Search terms are ANDed together when <guilabel>all</guilabel> is selected.</para>
109</listitem>
110<listitem>
111<para>Search terms are ORed together when <guilabel>any</guilabel> is selected.</para>
112</listitem>
113<listitem>
114<para>Click <guibutton>Add Search Term</guibutton> to add more fields.</para>
115</listitem>
116<listitem>
117<para>Click the red <guibutton>X</guibutton> at the end of each row to delete search terms.</para>
118</listitem>
119<listitem>
120<para>Use "contains" when doing keyword searching, such as for Title of a Work.</para>
121</listitem>
122<listitem>
123<para>Use "is" when searching for an exact match, such as for an ISBN.</para>
124</listitem>
125</itemizedlist>
126</simplesect>
127
128</section>
129
130<section xml:id="lineitem-catalogue-search">
131<title>Searching for Line Items and Catalogue Records</title>
132<para>To prevent duplication, best practice is to search for an item before adding it to a selection list or purchase order. This helps to ensure that duplicate orders
133are not placed for items that your library already owns or is currently ordering.</para>
134
135<note><para>There are five <guilabel>Line Item Attribute</guilabel> search fields you can use when searching for line items and catalogue records.</para>
136<para>They are:</para>
137<itemizedlist>
138<listitem>
139<para>LIA-Title of Work: Use with the connecting word of "contains" to keyword search for a line item or catalogue record with a particular title.</para>
140</listitem>
141<listitem>
142<para>LIA-Author of work: Use with the connecting word of "contains" to keyword search for line items or catalogue records by a particular author.</para>
143</listitem>
144<listitem>
145<para>LIA-ISBN: Use with the connecting word "is" to search for a line item or catalogue record with a specific ISBN.</para>
146</listitem>
147<listitem>
148<para>LIA-ISSN: Use with the connecting word "is" to search for a line item or catalogue record with a specific ISSN.</para>
149</listitem>
150<listitem>
151<para>LIA-UPC: use with the connecting word "is" to search for a line item or catalogue record with a specific UPC.</para>
152</listitem>
153</itemizedlist>
154<para>All other search fields will display as grayed out.</para>
155</note>
156
157<procedure>
158<step>
159<informalfigure>
160<para>To access the searching interface, select <menuchoice><guimenu>Acquisitions</guimenu><guimenuitem>General Search</guimenuitem></menuchoice>.</para>
161<para><mediaobject>
162<alt>screenshot of the General Search</alt>
163
164<imageobject>
165<imagedata fileref="media/general-search-1.png" scalefit="0"></imagedata>
166</imageobject>
167</mediaobject></para>
168</informalfigure>
169</step>
170
171<step>
172<informalfigure>
173<para>Choose <guilabel>line items and catalog records</guilabel> from the <guilabel>Search for</guilabel> drop down menu.</para>
174<para><mediaobject>
175<alt>screenshot of the General Search</alt>
176
177<imageobject>
178<imagedata fileref="media/lineitem-catalogue-search-2.png" scalefit="0"></imagedata>
179</imageobject>
180</mediaobject></para>
181</informalfigure>
182</step>
183
184
185<step>
186<para>Select your search field(s) and enter your search term(s).</para>
187<tip>
188<informalfigure>
189<para>When searching for line items and catalogue records the best search fields to use are Title of work and the number field associated with
190the item (ISBN, ISSN, UPC).</para>
191<para>If you ask the system to match <guilabel>any</guilabel> of the following terms your results will include items that match either the title or number
192or both.</para>
193<para><mediaobject>
194<alt>screenshot of the General Search</alt>
195
196<imageobject>
197<imagedata fileref="media/lineitem-catalogue-search-1.png" scalefit="0"></imagedata>
198</imageobject>
199</mediaobject></para>
200</informalfigure>
201<para>See <link linkend="general-search-tips">Using the General Search</link> for more general search tips.</para>
202</tip>
203</step>
204
205<step>
206<para>Click <guibutton>Search</guibutton> or hit the <keycap>Enter</keycap> key.</para>
207</step>
208
209<step>
210<informalfigure>
211<para>The line items and/or catalogue records that meet your search criteria will display.</para>
212<para><mediaobject>
213<alt>screenshot of the General Search</alt>
214
215<imageobject>
216<imagedata fileref="media/lineitem-catalogue-search-3.png" scalefit="0"></imagedata>
217</imageobject>
218</mediaobject></para>
219</informalfigure>
220</step>
221
222</procedure>
223
224</section>
225
226<section xml:id="selection-search">
227<title>Searching for Selection Lists</title>
228<para><guilabel>My Selection List</guilabel> only displays the selection lists created by the user currently logged onto the workstation. You can view other users' selection
229lists using the <guilabel>General Search</guilabel>.</para>
230
231<procedure>
232<step>
233<informalfigure>
234<para>To access the searching interface, select <menuchoice><guimenu>Acquisitions</guimenu><guimenuitem>General Search</guimenuitem></menuchoice>.</para>
235<para><mediaobject>
236<alt>screenshot of the General Search</alt>
237
238<imageobject>
239<imagedata fileref="media/general-search-1.png" scalefit="0"></imagedata>
240</imageobject>
241</mediaobject></para>
242</informalfigure>
243</step>
244
245<step>
246<informalfigure>
247<para>Choose <guilabel>selection lists</guilabel> from the <guilabel>Search for</guilabel> drop down menu.</para>
248<para><mediaobject>
249<alt>screenshot of the General Search</alt>
250
251<imageobject>
252<imagedata fileref="media/selection-search-1.png" scalefit="0"></imagedata>
253</imageobject>
254</mediaobject></para>
255</informalfigure>
256</step>
257
258
259<step>
260<para>Select your search field(s) and enter your search term(s).</para>
261<tip><para>When searching for lists created by a particular user the best search fields are:</para>
262<itemizedlist>
263<listitem>
264<para>SL-Owner: Searches the selection lists based on the owning user.</para>
265</listitem>
266<listitem>
267<para>SL-Creator: Searches the selection lists based on the creating user.</para>
268</listitem>
269</itemizedlist>
270<para>When searching for a particular selection list, the best search field is:</para>
271<itemizedlist>
272<listitem>
273<para>SL-Name: Searches for the name of a particular selection list.</para>
274</listitem>
275</itemizedlist>
276<para>See <link linkend="general-search-tips">Using the General Search</link> for more general search tips.</para>
277</tip>
278</step>
279
280<step>
281<informalfigure>
282<para>Click <guibutton>Search</guibutton> or hit the <keycap>Enter</keycap> key.</para>
283<para><mediaobject>
284<alt>screenshot of the General Search</alt>
285
286<imageobject>
287<imagedata fileref="media/selection-search-2.png" scalefit="0"></imagedata>
288</imageobject>
289</mediaobject></para>
290</informalfigure>
291</step>
292
293<step>
294<informalfigure>
295<para>The selection lists meeting your search criteria will display in a grid.</para>
296<para><mediaobject>
297<alt>screenshot of the General Search</alt>
298
299<imageobject>
300<imagedata fileref="media/selection-search-3.png" scalefit="0"></imagedata>
301</imageobject>
302</mediaobject></para>
303</informalfigure>
304</step>
305
306</procedure>
307
308</section>
309
310<section xml:id="purchase-order-search">
311<title>Searching for Purchase Orders</title>
312<para><link linkend="purchase-search-tips">Search Tips</link></para>
313<para>The default purchase order search allows you to quickly generate a list of on-order purchase orders.</para>
314<para>This search can also easily be modified to search for purchase orders using other parameters.</para>
315
316<procedure>
317<step>
318<informalfigure>
319<para>To access the searching interface, select
320<menuchoice><guimenu>Acquisitions</guimenu><guimenuitem>Purchase Orders</guimenuitem></menuchoice>.</para>
321<para><mediaobject>
322<alt>screenshot of the Purchase Order Search</alt>
323
324<imageobject>
325<imagedata fileref="media/purchase-search-1.png" scalefit="0"></imagedata>
326</imageobject>
327</mediaobject></para>
328</informalfigure>
329</step>
330
331<step>
332<informalfigure>
333<para>By default the search interface is set to search for on-order purchase orders created by your ordering agency.</para>
334<para>If this is the search you wish to perform, click <guibutton>Search</guibutton>.</para>
335<para><mediaobject>
336<alt>screenshot of the Purchase Order Search</alt>
337
338<imageobject>
339<imagedata fileref="media/purchase-search-2.png" scalefit="0"></imagedata>
340</imageobject>
341</mediaobject></para>
342</informalfigure>
343</step>
344
345</procedure>
346
347<simplesect xml:id="purchase-search-tips">
348<title>Search Tips:</title>
349<itemizedlist>
350<listitem>
351<para>To search for purchase orders with a status other than on-order, simply replace <guilabel>on-order</guilabel> with the status you wish to search.</para>
352</listitem>
353<listitem>
354<informalfigure>
355<para>Use the <guilabel>Purchase Order</guilabel> search fields to modify your search as needed.</para>
356<para><mediaobject>
357<alt>screenshot of the Purchase Order Search</alt>
358
359<imageobject>
360<imagedata fileref="media/purchase-search-3.png" scalefit="0"></imagedata>
361</imageobject>
362</mediaobject></para>
363</informalfigure>
364</listitem>
365<listitem>
366<para>See <link linkend="general-search-tips">Using the General Search</link> for more general search tips.</para>
367</listitem>
368</itemizedlist>
369</simplesect>
370
371</section>
372
373<section xml:id="invoice-search">
374<title>Searching for Invoices</title>
375<para><link linkend="invoice-search-tips">Search Tips</link></para>
376<para>The default invoice search allows you to quickly generate a list of open invoices.</para>
377<para>This search can also easily be modified to search for invoices using other parameters.</para>
378
379<procedure>
380<step>
381<informalfigure>
382<para>To access the searching interface, select
383<menuchoice><guimenu>Acquisitions</guimenu><guimenuitem>Open Invoices</guimenuitem></menuchoice>.</para>
384<para><mediaobject>
385<alt>screenshot of the Invoice Search</alt>
386
387<imageobject>
388<imagedata fileref="media/invoice-search-1.png" scalefit="0"></imagedata>
389</imageobject>
390</mediaobject></para>
391</informalfigure>
392</step>
393
394<step>
395<informalfigure>
396<para>By default the search interface is set to search for open invoices created by your ordering agency.</para>
397<para>If this is search you wish to perform, click <guibutton>Search</guibutton>.</para>
398<para><mediaobject>
399<alt>screenshot of the Invoice Search</alt>
400
401<imageobject>
402<imagedata fileref="media/invoice-search-2.png" scalefit="0"></imagedata>
403</imageobject>
404</mediaobject></para>
405</informalfigure>
406</step>
407</procedure>
408
409
410<simplesect xml:id="invoice-search-tips">
411<title>Search Tips</title>
412<itemizedlist>
413<listitem>
414<para>To search for closed invoices simply check the box adjacent to the <guilabel>I-Complete</guilabel> search field.</para>
415</listitem>
416<listitem>
417<informalfigure>
418<para>Use the <guilabel>Invoice</guilabel> search fields to modify your search as needed.</para>
419<para><mediaobject>
420<alt>screenshot of the Invoice Search</alt>
421
422<imageobject>
423<imagedata fileref="media/view-invoice-3.png" scalefit="0"></imagedata>
424</imageobject>
425</mediaobject></para>
426</informalfigure>
427</listitem>
428<listitem>
429<para>See <link linkend="general-search-tips">Using the General Search</link> for more general search tips.</para>
430</listitem>
431</itemizedlist>
432</simplesect>
433
434
435</section>
436
437</chapter>