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Browse Reports           Formats           View Selected Full Record Reports Print/Save Download Email Requests

Browse Reports

After you formulate a search and click Search, you are automatically taken to the Browse report page, with the default report (or the one that you last chose). Browse reports are designed to let you review the results of your search.

The Browse page contains these elements:

• The Select Format listbox contains a set reports (see) that provide for reviewing the retrieved catalog records in several different sort orders.

• The "breadcrumb" line under the module tabs tells you where you are and where you came from, e.g., you are on the Search Results page, having entered a Quick Search on the start page (Home). Use these breadcrumbs links to navigate back to a previously used page.

  The Browse page reports are always represented by the Search Results link.

• The Displaying Items line reports the number of retrieved items currently displayed from the total count of retrieved records. To the right of that line are navigation links — [2] [3] ... Next — for moving to the next/subsequent and previous pages

  The number of displayed items may be greater than the number of retrieved records if a report has been defined to sort on each occurrence of a repeating field. In repeating field-sorted reports, any given record may be represented more than once in the report.

• The Select line provides one or two All... links, for having the select checkbox enabled for all retrieved records on the current page or across all pages.

  Alternatively, you can make individual selections by checking the Select checkbox for those items. Individual selections will accumulate across subsequently requested pages. The None link is used to remove all selection checks, across all pages.

  After making selections, use View Selected to have a new report generated with just the selected records. If you want to refine your selections further, remove the checkbox for any one or several items, and use Refresh to have the report re-generated without the de-selected items. To return to the full results report page, use the Search Results breadcrumb link.

• For all retrieved records or your selected subset, you can choose from among the link options listed on the left — to print, download or, if implemented, email a report — or, you can define your own Custom Report.
• To generate a "more data" report for a given record, click the Full Record link.

Formats

The set of pre-defined reports is shown below.

• The three Preview... reports include the same catalog fields but present the citations sorted in three different ways.

  Preview by Rank Order.  This is the default report for the Quick Search. It represents a system-determined order of items on the basis of a cluster analysis performed by the system on your search terms, against a set of pre-assigned weights for different fields. For example, if most of your search terms are in the Subject or Title field, the item may end up with a higher rank than if the majority of terms are in the Abstract.

  The Rank Order report includes a second report, the Top Subject Clusters report, which presents up to 20 subject terms assigned to items within your retrieved set, in descending order by the frequency with which they are represented. A term must be assigned to at least two records to be included in the list. This cluster report is intended to help you to assess the topical composition of your retrieved set and to identify potentially useful other search terms.

  If you click one of the terms, a new search will be executed of that term, to restrict the report to those items within your retrieved set with a given subject assignment. Use the breadcrumbs to return to the starting Browse report — Search Results.

  Preview by Title / Preview by Year.  These two reports are sorted by values within the records. The Preview by Year report is sorted in descending order, and the Year values are highlighted in the banner, followed by each of the items from a given year.

  

  Citations by Subject / Citations by Author.  These two reports sort by data in repeating fields, which means that any given item may be included more than once in the report — for each of the subjects (or authors) in the catalog record.

  In the screen capture below, you see that the 65 retrieved records in our search produce a total of 99 items, since titles that have more than one author, editor, corporate author, or associated name are represented multiple times — once for each name.

  

  For example, the first title above has several authors, and so the citation appears again for each, next, in alphabetical order, for the Bechhofer, Frank-sorted author.

  

  Titles by Shelf Location.  This report is sorted by any of several location-related fields, depending on the data present in the record: by Call Number (for the item or, if a part, of its parent record) or, for items that are not on shelves organized by Call Numbers, by Location. If on-order items are included in the catalog, by the status of "On Order." Items without any of the fields used in the sort are represented by "[No Location Specified]" and are sorted at the end of your report. Titles are a secondary sort in all cases.

  Subject Clusters.  This frequency-analysis report is similar to the Top Subjects Cluster report described earlier, but with these two differences.

  • All terms are included, regardless of their frequency count — across all of your retrieved (or selected) records —presented in descedning frequency-count order.
  • Each term is a direct search link, including those that have a Hit Count of '1,' and the search is not restricted to your current search set: the search is executed across all records in the catalog.

  

View Selected

To review selected items of interest in a report, click the checkboxes for those items and use View Selected to have the report regenerated just with those items. If you disable a checkbox, click Refresh to have it regenerated without the removed items.

You can request a full-record report or Print/Save, Download and, if implemented, Email the selected set of items. If you click the Print/Save link, you are offered the option to have the library's serial holdings data included your report (for items to which they apply).

"More" Reports

More reports, for reviewing more detailed information about one or more of your retrieved records, are accessed through the Full Record link associated with each record in a Browse report (except for the last, statistical report).

• On this More report page, you can navigate across retrieved records, using the Previous and Next links to review the set in more detail. The order of records in the More reports mirrors the sort order of your currently selected Browse report.

  

  Where you are "now" in the breadcrumb line will be Full Record.

• If you are reviewing several items in more detail to decide which ones to include in a next action (e.g., Print/Save), selections you make will accumulate as you use the Next and Previous options. At any point in this navigation, you can then display all of those selections with View Selected and, in the selected-items report, choose the applicable report-generation option.

• If an item has associated abstracts, your search terms will be highlighted as illustrated in the record below.

  

• If a record is a "child" to another "parent" record (e.g., if it is an article for which there is a record for the parent journal, linked to the Library's serials holdings data), click the Show related items in context to see your item and its parent together, in a single report. Or, if a record is a "parent," click the link to display it with all of its children (e.g., article) records.

• The record above also illustrates an item that has been assigned subjects from a Thesaurus of subjects with broader- and narrower-term relationships. If the Thesaurus option has been implemented by the Library, these terms will be displayed in addition to any assigned Subject terms, and you can click the T icon to generate a report from the Thesaurus and, in turn, search on any of the relationship terms that are used in more items than just the current record.

  

In addition to the default More Details report, a Labeled report presents the data with separate labeling — names for a given field or combination of fields.

Print/Save As

The Print/Save as link available on both the Browse and More report pages allows you to generate a printer-friendly version of the current report — one without the current HTML page elements. When you click the link, a preview report is generated in a popup window.

• To submit the current report to your local or network printer, use the toolbar or File menu Print option.
• To save the current report in a local file, use the Save As File menu option.

Note the following:

• If you have made selections in a Browse report, first use View Selected and then use the Print/Save link; otherwise, your report will include your entire retrieved set.

• In the More reports, first open the Print/Save menu to make a selection:

  
  

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Downloading

As noted above, the Print/Save option lets you download the current report to your desktop as an ASCII text file. The Download link also provides for transferring data to your desktop, with two differences:  the report is a full-record report and the data are generated in a comma-separated-values (.csv) file format.

When you click the link, a separate popup window, as shown below, is generated with an explanation and a Download... link used to have that file transferred to your desktop. The helper application for a .csv file is typically Excel, which will be launched automatically so that you can then save the file locally.

The file in Excel will look like the column and rows shown below, prior to your applying a Format option for resizing the width of the columns.

Email

If this option has been implemented, use the Email link to send an email with the current retrieved or selected set as an attachment.

Fill out the information in the popup window that is generated when you click the link. When done, click the Send email... button.

Requests

To submit a request to the Library for a service associated with one or more of your retrieved records, first select the items — using one of the All options or individually enabling the checkboxes — and then click the Request button. You are taken to a two-part page, with the top part representing a form.

• If you are a registered user and requesting items for yourself, only your assigned User ID is needed; otherwise, fill out the contact fields.

  

• Scroll to the bottom of the page for the report/request options section, to select the service that you are requesting for each item.

  

  • If you select the Other option, fill in the Notes box to specify your request.
  • If you are on a deadline to receive an item, specify this information in the Notes field.

• When done, scroll back to the middle of the report and click Submit Request.