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WorkFlows Search Indexes and Types

Searching bibliographic records in WorkFlows presents some challenges. This document outlines the interactions between search indexes (Title, Author, etc.) and search types (Keyword, Browse, Exact) to help you find the combinations that best suit your needs.

Overview

Certain combinations of search indexes and search types are not allowed. If you select "Item ID" from the Index dropdown, the Keyword and Browse search types will be grayed out.

Other combinations do not provide any visual cues but will present an error when you attempt to use them.

Finally, though some search combinations are allowed, some provide results that will better suit your needs. The table below outlines which searches are allowed, whether a combination is recommended, and tips for use.

Type a term into the Search bar to filter the table.

Index Search Type Recommended   When to use/Tips
Author Keyword Not recommended It displays all the terms you entered, sometimes yielding irrelevant results. Typically a browse search is best since it displays results alphabetically. 
Author Browse Recommended Search "Last name, First name". Results include authority cross references.
Author Exact Not recommended Can be used similar to a browse search, but will not provide authority redirects for misspellings and alternate names. Failed searches return Browse results.
Call Number Browse Recommended Use to simulate shelf reading/browsing or when the full call number is not known.
Call Number Exact Not recommended The exact call number must be entered in full. Recommended to use Browse in case of error.
Catalog Key Keyword Recommended To search exact known catalog keys.
Catalog Key Browse Does not work Returns "Heading Not Found" error.
Catalog Key Exact Does not work Returns "Heading Not Found" error.
General Keyword Recommended Use boolean operators to search multiple terms/fields. It will bring up all results with the terms you entered.
General Browse Does not work Returns Subject Browse results.
General Exact Does not work Returns Subject Browse results.
Item ID Exact Recommended Search on item barcode. Full barcode required.
OCLC Number Keyword Not recommended Effectively an exact search. Expects exact 001 values as they appear in the database, including absence or presence of prefix. "862105658" will not retrieve "ocn862105658".
OCLC Number Browse Does not work Returns "Heading Not Found" error.
OCLC Number Exact Does not work Returns "Heading Not Found" error.
Periodical Title Keyword Not recommended Works exactly like Title Keyword, but limited to SERIAL format policy.
Periodical Title Browse Recommended Works exactly like Title Browse, but limited to SERIAL format policy.
Periodical Title Exact Not recommended Works exactly like Title Exact, but limited to SERIAL format policy.
Series Keyword Not recommended Series tend to have many variations. Use Browse to see neighboring series statements, volume information, and authority cross references.
Series Browse Recommended Searches both 490 and 8xx (series on item vs. series authority). Displays all unique headings, including series number/volume and authority cross references.
Series Exact Not recommended Exact series presentations are rarely known. Prefer Browse.
Set ID Browse Does not work Returns "Heading Not Found" error.
Set ID Exact Recommended Rarely used. Set ID refers to a collection set. This Index is not available in all wizards.
Standard Number Keyword Recommended Use this or a general keyword search. Searches 020, 022, 024, and 028 fields (ISBN, ISSN, UPC, ISMN, Publisher Number, etc.)
Standard Number Browse Does not work Returns "Heading Not Found" error.
Standard Number Exact Does not work Returns "Heading Not Found" error.
Subject Keyword Recommended Recommended only if searching multiple subjects in a single record and subject terms are known. Will return all records with keyword, so for example "Dogs -- Fiction" and "Dogs" results are mixed together. Browse offers more control over results.
Subject Browse Recommended The best way to go for Subject searches. Provides subject headings and cross references. Displays subjects with subheadings as separate entries, so may need to look in more than one place.
Subject Exact Not recommended Full subject heading must be entered. Searching subheadings becomes difficult. Browse is almost always better.
Title Keyword Not recommended It displays all the terms you entered, sometimes yielding irrelevant results. Returned records must have all terms in a single title field unless boolean operators are used. Typically a browse search is best unless you do not know how a title begins.
Title Browse Recommended Displays results alphabetically. All title headings (primary, alternate, added entry) are given an entry, so many results may lead to one record.
Title Exact Not recommended Title must be entered in full with no variation. Failed searches instead return Browse results.
Title Control # Browse Recommended Only returns a browse list if the Title Control # exists. Otherwise you will receive "Item not found in catalog" error. Gives visibility into other records added around the same time.
Title Control # Exact Recommended Brings you directly to the record without selecting an entry in the browse list.

 

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