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[sitka/doc/acquisitions.git] / acq / acq-selection-lists.xml
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1<?xml version='1.0' encoding='UTF-8'?>\r
2<chapter xmlns="http://docbook.org/ns/docbook" xmlns:xi="http://www.w3.org/2001/XInclude"\r
3 xml:lang="EN" xmlns:xlink="http://www.w3.org/1999/xlink" version="5.0" xml:id="selection-lists">\r
4 <info>\r
5 <title>Selection Lists</title>\r
6 <legalnotice>\r
7 <para><emphasis role="bold">Adapted with permission from original material by the <link\r
8 xlink:title="http://evergreen-ils.org/dokuwiki/lib/exe/fetch.php?media=the_acquisitions_module_ev.pdf"\r
9 xlink:href="http://evergreen-ils.org/dokuwiki/lib/exe/fetch.php?media=the_acquisitions_module_ev.pdf">Evergreen\r
10 Community</link></emphasis></para>\r
11 </legalnotice>\r
12 \r
13 \r
14\r
15 <abstract>\r
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16 <para>Selection lists enable users to add records from a variety of sources to a single list that can be converted into a purchase order. \r
17Selection lists can also be created to keep track of items that a library wishes to purchase in the future. Staff can then create multiple purchase \r
18orders from the single selection list as funds become available to purchase the items.</para>\r
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19<para>To view your selection lists, select <menuchoice><guimenu>Acquisitions</guimenu><guimenuitem>My Selection Lists</guimenuitem></menuchoice>.</para></abstract>\r
20 \r
21\r
22 </info>\r
23\r
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24\r
25 <section xml:id="create-selection-list">\r
26 <title>Create a Selection List</title>\r
27 <para>Selection lists can be created through the <guilabel>My Selection Lists</guilabel> interface. The three other areas within the module where \r
28selection lists can be created are when you <link linkend="create-add-brief-selection">Add Brief Records</link>, <link linkend="marc-order-records">Load MARC Order Records</link> \r
29or find records through the <link linkend="marc-federated-search">MARC Federated Search</link>.\r
30In each of these interfaces, you will find the <guilabel>Add to Selection List</guilabel> field. Enter the name of the selection list you would like to create\r
31into the field.</para>\r
32\r
33<para>To create a selection list through the <guilabel>My Selection Lists</guilabel> interface:</para>\r
34\r
35<procedure>\r
36<step>\r
37<informalfigure>\r
38<para>Select <menuchoice><guimenu>Acquisitions</guimenu>\r
39<guimenuitem>My Selection Lists</guimenuitem></menuchoice>.</para>\r
40<para><mediaobject>\r
41<alt>screenshot of selection lists</alt>\r
42\r
43<imageobject>\r
44<imagedata fileref="media/create-selection-1.png" scalefit="0"></imagedata>\r
45</imageobject>\r
46</mediaobject></para>\r
47</informalfigure>\r
48\r
49<note><para>Users may see a message saying "No results." the first time they go to <menuchoice><guimenu>Acquisitions</guimenu>\r
50<guimenuitem>My Selection Lists</guimenuitem></menuchoice>.</para>\r
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51<para>The <guilabel> My Selection Lists</guilabel> page is created by a search for selection lists where the owner of the list is the user currently logged into \r
52the staff client.\r
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53A user's very first selection list must be created on the go by creating a \r
54<link linkend="create-add-brief-selection">brief record</link>, <link linkend="marc-federated-search">performing a MARC Federated Search</link>, \r
55or by <link linkend="marc-order-records">uploading MARC order records</link>.</para></note> \r
56</step>\r
57\r
58<step>\r
59<informalfigure>\r
60<para>Click <guibutton>New Selection List</guibutton>.</para>\r
61<para><mediaobject>\r
62<alt>screenshot of selection lists</alt>\r
63\r
64<imageobject>\r
65<imagedata fileref="media/create-selection-2.png" scalefit="0"></imagedata>\r
66</imageobject>\r
67</mediaobject></para>\r
68</informalfigure>\r
69</step>\r
70\r
71<step>\r
72<informalfigure>\r
73<para>Enter the name of the selection list in the box that appears and click <guibutton>Create</guibutton>.</para>\r
74<para><mediaobject>\r
75<alt>screenshot of selection lists</alt>\r
76\r
77<imageobject>\r
78<imagedata fileref="media/create-selection-3.png" scalefit="0"></imagedata>\r
79</imageobject>\r
80</mediaobject></para>\r
81</informalfigure>\r
82</step>\r
83\r
84<step>\r
85<informalfigure>\r
86<para>Your new selection list will display in the list.</para>\r
87<para><mediaobject>\r
88<alt>screenshot of selection lists</alt>\r
89\r
90<imageobject>\r
91<imagedata fileref="media/create-selection-4.png" scalefit="0"></imagedata>\r
92</imageobject>\r
93</mediaobject></para>\r
94</informalfigure>\r
95</step>\r
96\r
97</procedure>\r
98</section>\r
99\r
100\r
101<section xml:id="add-selection-list">\r
102<title>Add Items to a Selection List</title>\r
103<para>You can add items to a selection list in one of six ways: <link linkend="add-brief-selection">Add a Brief Record</link>; \r
104<link linkend="lineitem-catalogue-search">Search for Line Items and Catalogue Records</link>; \r
105<link linkend="marc-order-records">Load MARC Order Records</link>; add records through a <link linkend="marc-federated-search">MARC Federated Search</link>; \r
106<link linkend="catalog-record-ids">Load Catalog Record IDs</link>; or use the <link linkend="view-place-orders">View/Place Orders</link> action in the catalogue.</para>\r
107\r
108<note><para>Some of these methods for adding records to selection lists cause the system to created a selection list called <guilabel>Unnamed</guilabel>.\r
109This selection list contains any items that were not selected and added to a selection list from a the results of MARC federated search, an upload of catalogue \r
110record IDs, or an upload of MARC records. This list can safely be ignored. It is possible to delete the list, but the system will recreate it as needed.</para></note>\r
111\r
112</section>\r
113\r
114\r
115 <section xml:id="clone-selection-list">\r
116 <title>Clone a Selection List</title>\r
117\r
eb014166 118 \r
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119<para>Cloning selection lists enables you to duplicate selection lists. You can maintain both copies of the list, or you can delete the original list.</para>\r
120\r
121\r
122<procedure>\r
123<step>\r
124<informalfigure>\r
125<para>Select <menuchoice><guimenu>Acquisitions</guimenu>\r
126<guimenuitem>My Selection Lists</guimenuitem></menuchoice>.</para>\r
127<para><mediaobject>\r
128<alt>screenshot of selection lists</alt>\r
129\r
130<imageobject>\r
131<imagedata fileref="media/create-selection-1.png" scalefit="0"></imagedata>\r
132</imageobject>\r
133</mediaobject></para>\r
134</informalfigure>\r
135</step>\r
136\r
137<step>\r
138<informalfigure>\r
139<para>Check the box adjacent to the list you would like to clone.</para>\r
140<para><mediaobject>\r
141<alt>screenshot of selection lists</alt>\r
142\r
143<imageobject>\r
144<imagedata fileref="media/clone-selection-1.png" scalefit="0"></imagedata>\r
145</imageobject>\r
146</mediaobject></para>\r
147</informalfigure>\r
148</step>\r
149\r
150<step>\r
151<informalfigure>\r
152<para>Click <guibutton>Clone Selected</guibutton>.</para>\r
153<para><mediaobject>\r
154<alt>screenshot of selection lists</alt>\r
155\r
156<imageobject>\r
157<imagedata fileref="media/clone-selection-2.png" scalefit="0"></imagedata>\r
158</imageobject>\r
159</mediaobject></para>\r
160</informalfigure>\r
161</step>\r
162\r
163<step>\r
164<informalfigure>\r
165<para>Enter a name for your new selection list into the box that appears and click <guibutton>Clone</guibutton>.</para>\r
166<para><mediaobject>\r
167<alt>screenshot of selection lists</alt>\r
168\r
169<imageobject>\r
170<imagedata fileref="media/clone-selection-3.png" scalefit="0"></imagedata>\r
171</imageobject>\r
172</mediaobject></para>\r
173</informalfigure>\r
174</step>\r
175\r
176<step>\r
177<informalfigure>\r
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178<para>Your cloned selection list will display in the list. The cloned selection list contains all the line items of the original list without any copy \r
179information.</para>\r
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180<para><mediaobject>\r
181<alt>screenshot of selection lists</alt>\r
182\r
183<imageobject>\r
184<imagedata fileref="media/clone-selection-4.png" scalefit="0"></imagedata>\r
185</imageobject>\r
186</mediaobject></para>\r
187</informalfigure>\r
188</step>\r
189</procedure>\r
190</section>\r
191\r
192\r
193 <section xml:id="merge-selection-list">\r
194 <title>Merge Selection Lists</title>\r
eb014166 195 <para>Two or more selection lists can be merged into one list.</para>\r
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196\r
197<procedure>\r
198<step>\r
199<informalfigure>\r
200<para>Select <menuchoice><guimenu>Acquisitions</guimenu>\r
201<guimenuitem>My Selection Lists</guimenuitem></menuchoice>.</para>\r
202<para><mediaobject>\r
203<alt>screenshot of selection lists</alt>\r
204\r
205<imageobject>\r
206<imagedata fileref="media/create-selection-1.png" scalefit="0"></imagedata>\r
207</imageobject>\r
208</mediaobject></para>\r
209</informalfigure>\r
210</step>\r
211\r
212<step>\r
213<informalfigure>\r
214<para>Check the boxes adjacent to the selection lists that you would like to merge together.</para>\r
215<para><mediaobject>\r
216<alt>screenshot of selection lists</alt>\r
217\r
218<imageobject>\r
219<imagedata fileref="media/merge-selection-1.png" scalefit="0"></imagedata>\r
220</imageobject>\r
221</mediaobject></para>\r
222</informalfigure>\r
223</step>\r
224\r
225<step>\r
226<informalfigure>\r
227<para>Choose the <guilabel>Lead Selection List</guilabel> from the drop down menu. This is the list to which the items on the other list(s) will be transferred.</para>\r
228<para><mediaobject>\r
229<alt>screenshot of selection lists</alt>\r
230\r
231<imageobject>\r
232<imagedata fileref="media/merge-selection-2.png" scalefit="0"></imagedata>\r
233</imageobject>\r
234</mediaobject></para>\r
235</informalfigure>\r
236</step>\r
237\r
238<step>\r
239<informalfigure>\r
240<para>Click <guibutton>Merge</guibutton>.</para>\r
241<para><mediaobject>\r
242<alt>screenshot of selection lists</alt>\r
243\r
244<imageobject>\r
245<imagedata fileref="media/merge-selection-3.png" scalefit="0"></imagedata>\r
246</imageobject>\r
247</mediaobject></para>\r
248</informalfigure>\r
249</step>\r
250\r
251<step>\r
252<informalfigure>\r
253<para>The entry count for the lead selection list will increase to reflect the total number of line items now on the list. The list(s) that were merged into the lead \r
254selection list will no longer display in the list.</para>\r
255<para><mediaobject>\r
256<alt>screenshot of selection lists</alt>\r
257\r
258<imageobject>\r
259<imagedata fileref="media/merge-selection-4.png" scalefit="0"></imagedata>\r
260</imageobject>\r
261</mediaobject></para>\r
262</informalfigure>\r
263</step>\r
264</procedure>\r
265</section>\r
266\r
267\r
268 <section xml:id="delete-selection-list">\r
269 <title>Delete a Selection List</title>\r
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270 <para>Selection lists that are no longer needed can be deleted. Deleting a selection list does not delete the line items on the list. \r
271These line items are still retrievable through the <guilabel>General Search</guilabel>. Additionally these line items will appear on any purchase order or \r
272invoice to which they have been added. Line items that are no longer needed must either be <link linkend="delete-line-item">deleted</link> or \r
273<link linkend="cansup-line-item">cancelled</link>.</para>\r
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274\r
275\r
276<procedure>\r
277<step>\r
278<informalfigure>\r
279<para>Select <menuchoice><guimenu>Acquisitions</guimenu>\r
280<guimenuitem>My Selection Lists</guimenuitem></menuchoice>.</para>\r
281<para><mediaobject>\r
282<alt>screenshot of selection lists</alt>\r
283\r
284<imageobject>\r
285<imagedata fileref="media/create-selection-1.png" scalefit="0"></imagedata>\r
286</imageobject>\r
287</mediaobject></para>\r
288</informalfigure>\r
289</step>\r
290\r
291<step>\r
292<informalfigure>\r
293<para>Check the box(es) adjacent to the selection list(s) that you would like to delete.</para>\r
294<para><mediaobject>\r
295<alt>screenshot of selection lists</alt>\r
296\r
297<imageobject>\r
298<imagedata fileref="media/deletion-selection-1.png" scalefit="0"></imagedata>\r
299</imageobject>\r
300</mediaobject></para>\r
301</informalfigure>\r
302</step>\r
303\r
304<step>\r
305<informalfigure>\r
306<para>Click <guibutton>Delete Selected</guibutton>.</para>\r
307<para><mediaobject>\r
308<alt>screenshot of selection lists</alt>\r
309\r
310<imageobject>\r
311<imagedata fileref="media/deletion-selection-2.png" scalefit="0"></imagedata>\r
312</imageobject>\r
313</mediaobject></para>\r
314</informalfigure>\r
315</step>\r
316\r
317<step>\r
318<informalfigure>\r
319<para>Your selection list will be deleted from the list.</para>\r
320<para><mediaobject>\r
321<alt>screenshot of selection lists</alt>\r
322\r
323<imageobject>\r
324<imagedata fileref="media/deletion-selection-3.png" scalefit="0"></imagedata>\r
325</imageobject>\r
326</mediaobject></para>\r
327</informalfigure>\r
328</step>\r
329</procedure>\r
330</section>\r
331\r
332\r
333 <section xml:id="mark-ready-selector">\r
334 <title>Mark Ready for Selector</title>\r
335<para>This step is optional but may be useful to individual workflows.</para>\r
80f5a45d 336<para>After an item has been added to a selection list or purchase order, it can be marked ready for the selector.</para> \r
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337\r
338<procedure>\r
339<step>\r
340<para>Open the selection list or purchase order that contains the line items you would like to <guilabel>Mark Ready for Selector</guilabel>.</para>\r
341</step>\r
342\r
343<step>\r
344<informalfigure>\r
345<para>If you wish to <guilabel>Mark Ready</guilabel> only selected list items, check the boxes adjacent to those line items.</para>\r
346<para><mediaobject>\r
347<alt>screenshot of selection lists</alt>\r
348\r
349<imageobject>\r
350<imagedata fileref="media/mark-selector-selection-1.png" scalefit="0"></imagedata>\r
351</imageobject>\r
352</mediaobject></para>\r
353</informalfigure>\r
354</step>\r
355\r
356<step>\r
357<informalfigure>\r
358<para>Select <menuchoice><guimenu>Actions</guimenu>\r
359<guimenuitem>Mark Ready for Selector</guimenuitem></menuchoice>.</para>\r
360<para><mediaobject>\r
361<alt>screenshot of selection lists</alt>\r
362\r
363<imageobject>\r
364<imagedata fileref="media/mark-selector-selection-2.png" scalefit="0"></imagedata>\r
365</imageobject>\r
366</mediaobject></para>\r
367</informalfigure>\r
368</step>\r
369\r
370<step>\r
371<informalfigure>\r
372<para>A pop up box will appear. Choose to either <guilabel>Mark selected</guilabel> line items or <guilabel>Mark all</guilabel> line items.</para>\r
373<para><mediaobject>\r
374<alt>screenshot of selection lists</alt>\r
375\r
376<imageobject>\r
377<imagedata fileref="media/mark-selector-selection-3.png" scalefit="0"></imagedata>\r
378</imageobject>\r
379</mediaobject></para>\r
380</informalfigure>\r
381</step>\r
382\r
383<step>\r
384<informalfigure>\r
385<para>Click <guibutton>Go</guibutton>.</para>\r
386<para><mediaobject>\r
387<alt>screenshot of selection lists</alt>\r
388\r
389<imageobject>\r
390<imagedata fileref="media/mark-selector-selection-4.png" scalefit="0"></imagedata>\r
391</imageobject>\r
392</mediaobject></para>\r
393</informalfigure>\r
394</step>\r
395\r
396<step>\r
397<informalfigure>\r
398<para>The screen will refresh. The marked line item(s) will be highlighted light pink and the status will have changed to <guilabel>selector-ready</guilabel>.</para>\r
399<para><mediaobject>\r
400<alt>screenshot of selection lists</alt>\r
401\r
402<imageobject>\r
403<imagedata fileref="media/mark-selector-selection-5.png" scalefit="0"></imagedata>\r
404</imageobject>\r
405</mediaobject></para>\r
406</informalfigure>\r
407</step>\r
408</procedure>\r
409</section>\r
410\r
411\r
412 <section xml:id="convert-selection-list">\r
413 <title>Convert a Selection List to a Purchase Order</title>\r
414 <para>When a selection list is finished it can be converted to a purchase order through the <guimenu>Actions</guimenu> menu.</para>\r
415<para>It is possible to convert particular line items on a selection list into a purchase order, rather than converting the entire selection list.</para>\r
416\r
417\r
418<procedure>\r
419\r
420<step>\r
421<para>Open the selection list that you would like to convert to a purchase order.</para>\r
422</step>\r
423\r
424<step>\r
425<informalfigure>\r
426<para>Select <menuchoice><guimenu>Actions</guimenu>\r
427<guimenuitem>Create Purchase Order</guimenuitem></menuchoice>.</para>\r
428<para><mediaobject>\r
429<alt>screenshot of selection lists</alt>\r
430\r
431<imageobject>\r
432<imagedata fileref="media/convert-selection-1.png" scalefit="0"></imagedata>\r
433</imageobject>\r
434</mediaobject></para>\r
435</informalfigure>\r
436</step>\r
437\r
438<step>\r
439<informalfigure>\r
440<para>A pop up box will appear.</para>\r
441<para><mediaobject>\r
442<alt>screenshot of selection lists</alt>\r
443\r
444<imageobject>\r
445<imagedata fileref="media/convert-selection-2.png" scalefit="0"></imagedata>\r
446</imageobject>\r
447</mediaobject></para>\r
448</informalfigure>\r
449</step>\r
450\r
451<step>\r
452<informalfigure>\r
453<para>Select the <guimenuitem>Ordering Agency</guimenuitem> from the drop down menu.</para>\r
454<para><mediaobject>\r
455<alt>screenshot of selection lists</alt>\r
456\r
457<imageobject>\r
458<imagedata fileref="media/convert-selection-3.png" scalefit="0"></imagedata>\r
459</imageobject>\r
460</mediaobject></para>\r
461</informalfigure>\r
462</step>\r
463\r
464<step>\r
465<informalfigure>\r
466<para>Enter the code for the <guilabel>provider</guilabel>. This field will auto-complete as you type.</para>\r
467<para><mediaobject>\r
468<alt>screenshot of selection lists</alt>\r
469\r
470<imageobject>\r
471<imagedata fileref="media/convert-selection-4.png" scalefit="0"></imagedata>\r
472</imageobject>\r
473</mediaobject></para>\r
474</informalfigure>\r
475</step>\r
476\r
477\r
478<step>\r
479<informalfigure>\r
480<para>If prepayment is required, check the box adjacent to <guilabel>Prepayment Required</guilabel>.</para>\r
481<para><mediaobject>\r
482<alt>screenshot of selection lists</alt>\r
483\r
484<imageobject>\r
485<imagedata fileref="media/convert-selection-5.png" scalefit="0"></imagedata>\r
486</imageobject>\r
487</mediaobject></para>\r
488</informalfigure>\r
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489<tip><para>If prepayment is always required for a specific provider, your acquisitions administrator can set this in the provider's profile so it is automatically \r
490selected when you enter the provider code.</para>\r
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491</tip>\r
492</step>\r
493\r
494<step>\r
495<informalfigure>\r
80f5a45d 496<para>Choose to either add <guilabel>All Lineitems</guilabel> or <guilabel>Selected Lineitems</guilabel> to the purchase order.</para>\r
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497<para><mediaobject>\r
498<alt>screenshot of selection lists</alt>\r
499\r
500<imageobject>\r
501<imagedata fileref="media/convert-selection-6.png" scalefit="0"></imagedata>\r
502</imageobject>\r
503</mediaobject></para>\r
504</informalfigure>\r
505</step>\r
506\r
507<step>\r
508<informalfigure>\r
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509<para>Check the box adjacent to <guilabel>Import Bibs and Create Copies</guilabel> if you wish to import them at this time. If not previously selected bibliographic\r
510items will be imported and copies created when the purchase order is activated.</para>\r
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511<para><mediaobject>\r
512<alt>screenshot of selection lists</alt>\r
513\r
514<imageobject>\r
515<imagedata fileref="media/convert-selection-7.png" scalefit="0"></imagedata>\r
516</imageobject>\r
517</mediaobject></para>\r
518</informalfigure>\r
519</step>\r
520\r
521<step>\r
522<informalfigure>\r
523<para>Click <guibutton>Submit</guibutton>.</para>\r
524<para><mediaobject>\r
525<alt>screenshot of selection lists</alt>\r
526\r
527<imageobject>\r
528<imagedata fileref="media/convert-selection-8.png" scalefit="0"></imagedata>\r
529</imageobject>\r
530</mediaobject></para>\r
531</informalfigure>\r
532</step>\r
533\r
534<step>\r
535<para>Your purchase order will be created and open in the same tab.</para>\r
536</step>\r
537</procedure>\r
538</section>\r
539\r
540\r
541 <section xml:id="search-selection-list">\r
542 <title>Search for a Selection List</title>\r
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543 <para><link linkend="selection-search-tips">Search Tips</link></para>\r
544<para><link linkend="selection-lists">My Selection List</link> only displays the selection lists created by the user currently logged onto the workstation. You can view selection \r
545lists created by other users using the <guilabel>General Search</guilabel>.</para> \r
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546\r
547<procedure>\r
548<step>\r
549<informalfigure>\r
550<para>To access the searching interface, select <menuchoice><guimenu>Acquisitions</guimenu><guimenuitem>General Search</guimenuitem></menuchoice>.</para>\r
551<para><mediaobject>\r
552<alt>screenshot of the General Search</alt>\r
553\r
554<imageobject>\r
555<imagedata fileref="media/general-search-1.png" scalefit="0"></imagedata>\r
556</imageobject>\r
557</mediaobject></para>\r
558</informalfigure>\r
559</step>\r
560\r
561<step>\r
562<informalfigure>\r
563<para>Choose <guilabel>selection lists</guilabel> from the <guilabel>Search for</guilabel> drop down menu.</para>\r
564<para><mediaobject>\r
565<alt>screenshot of the General Search</alt>\r
566\r
567<imageobject>\r
568<imagedata fileref="media/selection-search-1.png" scalefit="0"></imagedata>\r
569</imageobject>\r
570</mediaobject></para>\r
571</informalfigure>\r
572</step>\r
573\r
574\r
575<step>\r
576<para>Select your search field(s) and enter your search term(s).</para>\r
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577</step>\r
578\r
579<step>\r
580<informalfigure>\r
581<para>Click <guibutton>Search</guibutton> or hit the <keycap>Enter</keycap> key.</para>\r
582<para><mediaobject>\r
583<alt>screenshot of the General Search</alt>\r
584\r
585<imageobject>\r
586<imagedata fileref="media/selection-search-2.png" scalefit="0"></imagedata>\r
587</imageobject>\r
588</mediaobject></para>\r
589</informalfigure>\r
590</step>\r
591\r
592<step>\r
593<informalfigure>\r
594<para>The selection lists meeting your search criteria will display in a grid.</para>\r
595<para><mediaobject>\r
596<alt>screenshot of the General Search</alt>\r
597\r
598<imageobject>\r
599<imagedata fileref="media/selection-search-3.png" scalefit="0"></imagedata>\r
600</imageobject>\r
601</mediaobject></para>\r
602</informalfigure>\r
603</step>\r
604\r
605</procedure>\r
606</section> \r
607 \r
608</chapter>\r