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Multiple keyword searching and reporting

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Learn how to perform searches that incorporate multiple keywords from catalog entries in Amlib reports.

The Stock Item Keyword Search function can be used to perform searches that incorporate multiple keywords from catalog entries. These results can then be saved to file and turned into reports.

Method 1: Search via stock items

  1. Go to Main > Stockitems > StockitemKeyword. This will bring up the Stock Item Keyword screen.
    Stockitem Keyword window
  2. Type your keyword into the field at the top left of the screen and press the TAB key. A list of words with a Stock Item count to the right of each will appear in the top right box. To the left of the word is the Type of keyword it is:
    • A = Authority
    • N = Notes
    • S = Subject
    • T = Title
    • P = Periodical

    These keyword descriptions may be different on your Amlib set-up. To find out what your Keyword types are go to Main > Authorities > Authorities. Then select Applications > KeywordDesc. This will display your Marc Keyword Restrictors screen.
    Stockitem Keyword window
  3. Highlight the keyword line you wish to add to your search and click the Paste button. You can add as many keywords to your search as you want.
    Stockitem Keyword window
  4. You can check how many items your search will return by selecting > F3 Count button.
  5. When you are ready to get the results of your search select > F5 Query button.
  6. A Stock Item list will appear. Highlight all the items and select > F7 key on your keyboard or select Table > Report.
    Stockitem List window - Table > Report
  7. You will then be returned to the Table screen. The List Reports screen will appear. This is where you can select which report template you would like you would like to use to view your results. We recommend &stktitl.qrp (Author & Title & Call Number Template), &stkfull.qrp (Full Details Template) or &stksubj.qrp (Subject List Template).
    List Reports window
  8. Highlight the report you wish to use and select > F8 View button to view the template. You can send your results to a printer from the report screen. If you press > F9 Order button you can set in which order the results will appear on the report (e.g. By Author, Title, etc.) Do this before pressing > F9 View button.
  9. Alternatively you may wish to save items from your Stock Item list to a file. To do this highlight the first item you want, then hold down the CTRL key and scroll down the table and highlight the next item wanted. Continue in this manner till all items on the table that are relevant are highlighted.
    Stockitem List window
  10. Release the CTRL key and select File > SaveMarked.
    Stockitem List window - File > SaveMarked
  11. At the Stock Item Saved Query Results screen, highlight a file.

    If there is a relevant file but has Stock Items within not relevant to the query, highlight this file, select > F2 Empty button then select > F9 Select button.

    If there is not a relevant file select > F1 New button. Give this file a description then select > F3 Save button.

    Make sure this file is highlighted and select > F9 Select button.
    Stockitem Saved Query Results window
  12. Once > F9 Select button is selected, Amlib will automatically place the marked items from the table to this saved file.

Method 2: Search via catalogue

  1. Go to Main > Catalogue > CatKeyword. This will bring up the Catalogue Keyword screen.
    Keyword Enquiry window
  2. Type your keyword into the field at the top left of the screen and select > TAB key. A list of words with a catalogue count to the right of each will appear in the top right box. To the left of the word is the “Type” of keyword it is:
    • A = Authority
    • N = Notes
    • S = Subject
    • T = Title
    • D = Dewey
    • E = Series Title

    These keyword descriptions may be different on your Amlib set-up. To find out what your Keyword types are go to Main > Authorities > Authorities. Then select Applications > KeywordDesc. This will deisplay your Marc Keyword Restrictors screen.
    Keyword Enquiry window
  3. Highlight the keyword line you wish to add to your search and select > Paste button. You can add as many keywords to your search as you want.
    Keyword Enquiry window
  4. You can check how many items your search will return by selecting > F3 Count button.
  5. When you are ready to get the results of your search select > F5 Query button.
  6. A catalogue list will appear. Highlight all the items and select Table > Report.
    Catalogue List window - Table > Report
  7. Alternatively you may wish to turn your catalogued items into a Stock Item list and save it. Select all the results in the Catalogue List screen. Select XReferences > StockItems.

    Catalogue List window - XReferences > StockItems

    This will bring up a Stock Item list of all the Stock Items attached to these catalogue items. You are then able to follow the instructions in this manual starting on page 7 to save these Stock Items into a file.