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Find information about available search options, including information specific to Bibliographic Records, Local Holdings Records, and Temporary Items. Also find information about advanced search and expert search options.

For information about setting search preferences, see Set search preferences.  

Search for items

  1. In the left panel, click Discover Items.
  2. To search by barcode, scan the barcode or type the barcode into the Enter barcode box. If you type the number, click Go or press <Enter>.
  3. To search for items, type your search term(s) in the text box. You can limit your search and you can choose an index to search, see below.
  4. Click Search or press <Enter>.

Available search options

Each Data Type has different Scope options.  Each Scope option will have additional Indexes for further limiting the search.

Data type Scope Index
Bibliographic Records
  • My Library Holdings
  • All WorldCat
  • My Group Holdings
    • Appears only if you are part of a relevancy group
  • Audience - All Users
  • Audience - My Library Users
  • Audience - My Authenticated Users
  • Audience - My Library Staff
  • Author
  • ISBN (International Standard Book Number)
  • ISSN (International Standard Serial Number)
  • Keyword
  • OCLC Number
    • Search up to 250 OCLC numbers. Use a space or comma (,) between each OCLC number to search. The counter will show you how many OCLC numbers are remaining in the input box. If you've typed in the maximum number of OCLC numbers, the input box will be blocked.
  • Title
Local Holdings Records
  • Audience - All Users
  • Audience - My Library Users
  • Audience - My Authenticated Users
  • Audience - My Library Staff
  • My LHRs
  • Action Note
  • Barcode
    • Search up to 250 barcodes (or 6500 characters). Use a space between each barcode to search. The counters show how many barcodes and characters are remaining in the input box. If you reach either limit, the input box will be blocked.
  • Bibliographic Control Number
  • Branch/Shelving Location
    • Additional fields to specify Branch and Shelving Location appear.
  • Call Number
  • Holdings Record Number
  • Lending Policy
  • LHR Control Number
  • MARC Organization Code
  • OCLC Number
    • Search up to 250 OCLC numbers. Use a space or comma (,) between each OCLC number to search. The counter will show you how many OCLC numbers are remaining in the input box. If you've typed in the maximum number of OCLC numbers, the input box will be blocked.
  • Private Note
  • Public Note
  • Reproduction Policy
    • Select:
      • Will not reproduce
      • Will reproduce
      • Unknown
  • Temporary Shelving Location
    • Additional fields to specify Branch and Shelving Location appear.
  • Call Number Browse
  • Call Number Browse
Temporary Items
  • All
  • Author
  • Call Number
  • Notes
  • Title

Advanced search

Use the advanced search to perform a more in-depth search than the Basic search allows. You can combine up to five indexes and apply limits to retrieve a more precise set of search results.

  1. On the left navigation, click Discover Items.
  2. Click Advanced Search.
  3. On the Advanced Search window, select the Search Scope:
    • Select My Library Holdings if you already have at least one copy of the item.
    • Select My Group Holdings to search for items held by any institution in your group. My Group Holdings is available only to WMS libraries with group aware.
    • Select All WorldCat if you do not own any copies of the item.
    • If enabled, select an Audience Level as the Search Scope:
      • Audience- All Users
      • Audience- My Library Users
      • Audience- My Authenticated Users
      • Audience- My Library Staff
  4. Select an Index from the list. For a list of all indexes, see Indexes.
  5. Based on the index you selected, enter your search terms into the search field.
  6. Optional. Enter up to five combinations of indexes and search terms:
    • Click the Add button (Add button) to add an index and the Remove button (Remove button) to remove an index.
    • Select a Boolean operator (AND, OR, NOT) for each index that you add.
  7. Fill out the remaining fields. See Advanced search settings below for details.
  8. Click Search.

Advanced search settings

This table describes all of the fields you can use on the Advanced Search window (you are not required to fill in all the fields):

Setting Description
Abbreviated-level records only Select the check box to search for bibliographic records in WorldCat with an encoding level of 3. For more information on encoding levels, see Abbreviated-level cataloging guidelines in Bibliographic Formats and Standards.
Format(s) Select one or more formats from the list. Format is defined in the WorldCat record. For more information, see Material Type Names and Codes.
Languages(s) Language of the item. Select one or more languages from the list.
Language(s) of Cataloging Language used for the description of the item. Select one or more languages from the list.
Reset Click Reset to clear out all fields on the Advanced Search window. If you have Set your advanced search user preferences (see below), the search will reset to your default preferences.
Source of Cataloging

Select the source of cataloging from the list:

  • Any
  • DLC: Library of Congress
Year(s) Limits a search by year. Enter a single year or a range.

Perform an expert search 

Use an expert search to perform a complete search in a single string. An expert search is made up of a combination of index labels and search terms. With the use of Boolean operators (AND, OR, NOT), you can search through several indexes at once and apply limits at the same time. Expert searches can be performed in the basic search area or the advanced search window.

 Note: When performing an expert search for local holdings records (LHRs), you must enclose search terms in quotation marks to retrieve records with that phrase in any field or subfield (e.g., "EAST - East periodicals").

  1. From the Data Type drop-down list, select a data type.
  2. From the first list, select a search scope. See Look up item for details.
    • Select My Library Holdings if you already have at least one copy of the item.
    • Select My Group Holdings to search for items held by any institution in your group. My Group Holdings is available only to WMS libraries with group aware.
    • Select All WorldCat if you do not own any copies of the item.
    • If enabled, select an Audience Level as the Search Scope:
      • Audience- All Users
      • Audience- My Library Users
      • Audience- My Authenticated Users
      • Audience- My Library Staff
  3. Select any index other than OCLC Number. An expert search will not work if this index is selected.
  4. In the Term(s) text field, enter your expert search in this format: [Index label] [Search term(s)].
    • For example: ti: girl dragon tattoo mt:nsr pb=random house
    • When you are performing an expert search with multiple indexes:
      • The Boolean AND is implied. If you are using the Boolean operators OR or NOT, you must type the operator and use capital letters.
      • You can search using the following French Boolean operators: ET (AND), OU (OR), SAUF (NOT)
         Note: These operators must be entered in all uppercase letters to be considered Boolean operators.
    • For a list of available bibliographic, local bibliographic data, and local holdings record files and indexes, see Searching WorldCat Indexes.
    • For a list of available authority files and indexes, see Record Manager: Authorities Guide.
  5. Click Search.
 

Search results

Navigate results

  • If the search results extend to two or more screens, use the navigation links (top and bottom of list) to move between screens. Screen headers and footers show your position within the list; for example, Results 11-20 of 56.
  • Previous searches and open records appear below the Search button on the Discover Items area in the left panel. Click a search to return to it. Navigation for open searches and records is organized into seven sections. Newly-opened searches and records are added to the top of each section. The sections appear from top to bottom in the following order:
    • Searches for Bibliographic Records
    • Copies screen
    • Local Holdings Record (LHR) Details
      • Copy detail
      • LHR item detail
    • Browse for Call Number
    • Searches for LHRs
    • Searches for circ-managed items
    • Circ-managed item details
      • Container ('bound item') details
      • Temporary item details

Bibliographic Records

Search results for Bibliographic Records are sorted by relevance. To change the sort order, use the Sort by list (at the top of the search results).

Additional filters appear to the left of the results. Filter by:

  • Language of cataloging
  • Format
  • Year
  • Author
  • Language

To see detailed information about an item, place the cursor over the magnifying glass icon Circulation_magnifying_glass.png in the search results. A window appears listing additional information, including:

  • Copies owned
  • Copies ordered but not received in WorldShare Acquisitions
  • Physical description
  • If you have enabled the Talis Aspire reading list integration, the magnifying glass icon will include reading list details about the item with links to each list on the Talis platform. 

Enhanced Search Results

Bibliographic Records - Enhanced Search Results

circ_bibliographic_enhanced_view.png

1. Tabs

The tabs on the side of the screen show any searches you have performed, any records you have viewed, and any records with unsaved changes.

  • Click on a Search to return the search results.
  • To remove a search or record, click the X (Close search tab). All searches and records are saved until you remove them, click Close All Tabs, or sign out of WorldShare.
  • To close all searches, click Close All Tabs.
2. Facets

Use the facets to filter your results by Language of Cataloging, Format, Year, Author, and/or Language.

  • To filter your results, select the check box next to the value(s) you want to apply. Results filter automatically. The facets you select will appear at the top of the facet list under Selected Facets.
  • To remove a selected facet, click the X (Close facet) next to the value at the top of the list or deselect the check box next to the value.
  • Click the Hide Facets option X (Close facet) next to the Facets header to remove the facets from view.
3. Search results display

Click Enhanced or Condensed to switch between the type of search results screen.

4. Results

The number of results you receive and your place in the results list appears at the top and bottom of the results list.

  • To refresh the results list, click the Refresh button (Refresh button).
5. Sort by

Use the options in the Sort by drop-down list to determine how your search results are sorted.

  • Select how to sort your search results from the Sort by list.
    • Author (Ascending) - Lists records by author's last name in alphabetical order.
    • Author (Descending) - Lists records by author's last name in reverse alphabetical order.
    • Date (Newest First) - Lists records by the most recent publication date
    • Date (Oldest First) - Lists records by the oldest publication date
    • Library Count (Highest First) - Lists records by the highest number of WorldCat holdings by libraries for the item
    • Library Count (Lowest First) - Lists records by the lowest number of WorldCat holdings by libraries for the item
    • Relevance (default) - Relevance is the result of a ranking scheme that is based on the following:
      • How recently the item was created
      • Whether the search terms appear anywhere in the WorldCat bibliographic record
         Note: Search terms appearing in the title or author field are ranked highest
      • Whether the record is held by your library
    • Title (Ascending) - Lists records by title in alphabetical order.
    • Title (Descending) - Lists records by title in reverse alphabetical order.
6. Search results

The first column in the results list displays brief bibliographic information about each record, including: Title, Author, Format, Publishing information, ISBN, Series, Cover art, Original cataloging agency, Transcribing agency, Authentication code, Language of cataloging, Encoding level, and OCLC Number.

  • Click the title to:
    • Open and edit a bibliographic record
    • View other records linked to the item
    • View, add, or edit local holdings records and local bibliographic data
  • Click the magnifying glass icon Circulation_magnifying_glass.png to see additional information about a record, including:
    • Copies owned
    • Copies ordered but not received in WorldShare Acquisitions
    • Physical description
    • If you have enabled the Talis Aspire reading list integration, the magnifying glass icon will include reading list details about the item with links to each list on the Talis platform. 
7. Rows

The number of rows per page and page navigation buttons appear at the top and bottom of the results list.

  • Select a number from the Rows list to change the number of rows you see per page.
  • If there is more than one page of results, use the navigation buttons to move between pages.
8. (Not) Held by my library

This column indicates whether your library has added holdings to the record. If your library has added holdings, this means your library owns or has access to one or more items represented by the record. The column also displays how many libraries in WorldCat have added their holdings to the record.

  • View the Holding Audience Level information.
  • Click the LHR(s) link to view a list of the local holdings records that your library has added to the bibliographic record.
  • Click the Other Libraries link to open the WorldCat Holdings screen for the item.

Condensed Search Results

Bibliographic records - Condensed search results screen

circ_bibliographic_condensed_view.png

1. Tabs

The tabs on the side of the screen show any searches you have performed, any records you have viewed, and any records with unsaved changes.

  • Click on a Search to return the search results.
  • To remove a search or record, click the X (Close search tab). All searches and records are saved until you remove them, click Close All Tabs, or sign out of WorldShare.
  • To close all searches, click Close All Tabs.
2. Facets

Use the facets to filter your results by Language of Cataloging, Format, Year, Author, and/or Language.

  • To filter your results, select the check box next to the value(s) you want to apply. Results filter automatically. The facets you select will appear at the top of the facet list under Selected Facets.
  • To remove a selected facet, click the X (Close facet) next to the value at the top of the list or deselect the check box next to the value.
  • Click the Hide Facets option X (Close facet) next to the Facets header to remove the facets from view.
3. Sort by Relevance and view Enhanced search results

Sort by Relevance

By default, the results on the Condensed Search Results screen are sorted by relevance. If you sort any of the search results columns, click this button to restore the default sort.

Relevance is the result of a ranking scheme that is based on the following:

  • How recently the item was created
  • Whether the search terms appear anywhere in the WorldCat bibliographic record
     Note: Search terms appearing in the title or author field are ranked highest
  • Whether the record is held by your library

View Enhanced search results

Click Enhanced to switch to the enhanced search results screen.

4. Results

The number of results you receive and your place in the results list appears at the top and bottom of the results list.

  • To refresh the results list, click the Refresh button (Refresh button).
5. Search results

The Condensed Search Results screen provides a columnar view of bibliographic information about each record in the results list.

Condensed Search Results screen columns - Table
Column Description
Title The title of the item. You can sort this column alphabetically.

Click the magnifying glass icon Circulation_magnifying_glass.png to see additional information about a record, including:

  • Copies owned
  • Copies ordered but not received in WorldShare Acquisitions
  • Physical description
  • If you have enabled the Talis Aspire reading list integration, the magnifying glass icon will include reading list details about the item with links to each list on the Talis platform. 
Author The author of the item. You can sort this column alphabetically.
OCLC Number The OCLC number for the record. You can sort this column numerically.
Publisher The publisher of the item.
Publication Date The publication year of the item. You can sort this column chronologically.
Format The format icon and description for the item.
Language of Work The language of work (as in 008/35-37) of the item.
Language of Cataloging The language that is used to catalog the item.
Cataloging Source The organization that created the original record for the item.
Authentication Code Indicates that a record has been reviewed and authenticated. See 042 Authentication Code for code definitions.
Encoding Level The degree of completeness of the MARC record. See ELvl Encoding Level for level definitions.
Held The Held column:
  • Indicates whether your library has added holdings to the record. If your library has added holdings, this means your library owns or has access to one or more items represented by the record.
  • Shows the number of local holdings records that your library has added to the bibliographic record. Click the LHR(s) link to view a list of the related local holdings records.
WorldCat Holdings The number of other libraries that hold the item. Click the link to open the WorldCat Holdings screen for the item.
Group Holdings The number of holdings that libraries in your cataloging group hold (including your institution).

 Note: This column is only selectable if your library is part of a cataloging group.
6. Display preferences and Rows

Display preferences

You can select which columns appear on the Condensed Search Results screen and the order in which they appear for the duration of your session. 

  1. Click the Show Columns button to open the Find column dialog.
  2. Select which columns appear on the Condensed Search Results screen. You must enable at least one column. By default, all columns are displayed.
    • To remove a column, deselect it in the Display column.
  3. Determine the order in which the columns appear in the condensed search results list table.
  4. (Optional) Click Reset Form to restore default settings.
  5. Click Save.

Rows

The number of rows per page and page navigation buttons appears at the top and bottom of the results list.

  • Select a number from the Rows list to change the number of rows you see per page.
  • If there is more than one page of results, use the navigation buttons to move between pages.

Take action on results

From the search results screen, you can:
Action Description
Add a copy of an item to your holdings

Click the item's title to view the record and add copies. See

for information on adding single items, multi-part items, and serials to your holdings.
Create or edit local holdings records (LHRs)

To partially edit an item's local holdings record, click its title and see Create or edit local holdings records for information on creating and editing LHRs for single items, multi-part items, and serials.

To create or fully edit the item's LHR:

  • Click View/Edit Metadata option under the Action column to view the item's bibliographic record in WorldShare Record Manager.
Filter results with facets

Use the facets to filter your results by Language of Cataloging, Format, Year, Author, and Language.

  • To filter your results, click the check box next to the value(s) you want to apply. Results filter automatically.
  • Click Hide Facets to remove the facets from view.
Place a hold Click the item's title to view the record and place a hold. For details, see Place hold.
Recall an item For details, see Recall items.
Schedule an item Click the item's title to view the record and schedule the item. For details, see Schedule items.

View the history of circulation transactions
  1. Click the item's title.
  2. On the Copies screen, in the row for the item you want, click View/Edit.
  3. On the Item Details screen, in the upper right corner, click Transaction History. For details, see View item history.
View item details
  1. Click the item's title.
  2. If the Details screen does not appear, in the upper right corner, click Details.

Local Holdings Records

Search results for Local Holdings Records allow you to Filter by:

  • Lending Policy
  • Location
  • Reproduction policy
  • Temporary Shelving Location

Search results information includes:

  • Call Number
  • Barcode
  • Shared Print
  • Branch
  • Shelving Location
  • LHR Audience Level
  • Lending Policy
  • Bibliographic Record information
Local holdings records screen - Search results screen

circ_lhr_search_results.png

1. Tabs

The tabs on the side of the screen show any searches you have performed, any records you have viewed, and any records with unsaved changes.

  • Click on a Search to return the search results.
    • To remove a search or record, click the X (Close search tab). All searches and records are saved until you remove them, click Close All Tabs, or sign out of WorldShare.
  • To close all searches, click Close All Tabs.

2. Filter results

  • Click the Add button (Add button) to apply multiple filters.
  • Select a Boolean operator from the drop-down list to link multiple filters.
  • Click the Remove button (Remove button) to remove an additional filter.
  • Available filters include:
    • Lending Policy
    • Location
    • Reproduction policy
    • Temporary Shelving Location

3. Results

The number of results you receive and your place in the results list appears at the top and bottom of the results list.

  • To refresh the results list, click the Refresh button (Refresh button).

4. Search results

The search results table contains the following columns:

  • Call Number - Displays call number subfield data from the shelving designation and copy number subfields of the 852 field of your local holdings records (LHRs). Subfield display is dependent upon the content of data in your LHR and can include:  Note: Subfield data is displayed without subfields (e.g., $hPN1997 .2$i.W47 2010 displays as PN1997 .2 .W47 2010).
    • $k - Call number prefix (R)
    • $h - Classification part (NR)
    • $i - Item part (R)
    • $j - Shelving control number (NR)
    • $l - Shelving form of title (NR)
    • $m - Call number suffix (R)
    • $t - Copy number (NR)
  • Barcode(s) - Displays the barcode data from the piece designation subfields of the 876 field of your LHRs. Click a barcode to open the LHR editor.
  • Shared Print - Displays whether the item to which the LHR is associated is part of a shared print project.
  • Branch - Displays the branch name for the item to which the LHR is associated.
  • Shelving Location - Displays the shelving location for the item to which the LHR is associated.
  • LHR Audience Level- Displays the audience level of the item.
  • Lending Policy - Displays the lending policy for the item to which the LHR is associated.
  • Bibliographic Record Information - Displays the basic bibliographic information for the item to which the LHR is associated. Click the title of the item to view the bibliographic record in the MARC editor.

5. Rows

The number of rows per page and page navigation buttons appears at the top and bottom of the results list.

  • Select a number from the Rows list to change the number of rows you see per page.
  • If there is more than one page of results, use the navigation buttons to move between pages.

Take action on results

From the search results screen, you can:
Action Description
Filter results with facets

Filter By drop-down to further narrow your search results by:

  • Branch/Shelving Location
  • Reproduction Policy
  • Temporary Shelving Location

Click the Reset button to remove the filter.
Change the branch of one or more results
  1. Click the checkbox next to the search result(s) you wish to update.
    1. Select Change Branch to move the item to a different Branch and Shelving location.
    2. Select the Branch and Shelving Location from the drop-down.
  2. Click Change.

     Note: This option is disabled if the selected items are shelved at different branches.  Use the Change Branch option first to update the branch and permanent shelving locations as needed.

See Change the location for multiple items for more information.
Change the shelving location of one or more results
  1. Click the checkbox next to the search result(s) you wish to update.
  2. Select Change Shelving Location to move the item to a different Shelving Location.
    1. Select whether to move all the items in the LHR to a new permanent location.
      OR
    2. Select whether to move all the items in the LHR or just the items matching the search results to a Temporary Shelving Location.
    3. Select the new Shelving Location.
  3. Click Change.

See Change the location for multiple items for more information.
Batch delete items

If searching by the Barcode index, the option to batch delete barcodes is available.

  1. Select Barcode from the Index drop-down.
  2. Enter desired barcodes separated by a space into the Term(s) section.
  3. Click Search.
  4. Click the checkbox next to the search result(s) you wish to update.
  5. From the Actions drop-down, select Delete Barcodes.
Add a copy of an item to your holdings

Click title to view the record and add copies. See

for information on adding single items, multi-part items, and serials to your holdings.
Create or edit local holdings records (LHRs)

To partially edit an item's local holdings record, click its title and see Create or edit local holdings records for information on creating and editing LHRs for single items, multi-part items, and serials.
Place a hold Click the item's title to view the record and place a hold. For details, see Place hold.
Recall an item For details, see Recall items.
Schedule an item Click the item's title to view the record and schedule the item. For details, see Schedule items.

View the history of circulation transactions
  1. Click the item's title.
  2. On the Copies screen, in the row for the item you want, click View/Edit.
  3. On the Item Details screen, in the upper right corner, click Transaction History. For details, see View item history.
View item details
  1. Click the item's title.
  2. If the Details screen does not appear, in the upper right corner, click Details.

Temporary Items

Search results for Temporary Items are sorted by Title (A-Z) by default. Additional sort options include:

  • Title (Z-A)
  • Author (A-Z)
  • Author (Z-A)
Search results information for Temporary items
  • Format
  • Title
  • Barcode
  • Author
  • Publisher
  • Holding location
  • Shelving location
  • Call number
  • Type
  • Item status

Take action on results

From the search results screen, you can:
Action Description
Sort the search results Select the Sort By drop-down to change how the results are sorted.
Place a hold Click the item's title to view the record and place a hold. For details, see Place hold.
Recall an item For details, see Recall items.
Schedule an item Click the item's title to view the record and schedule the item. For details, see Schedule items.
View item details
  1. Click the item's title.
  2. If the Details screen does not appear, in the upper right corner, click Details.
Edit the Item
  1. Click the item's title.
  2. Select Edit Item.
  3. Make the necessary changes.
  4. Click Save Edits.

See Create temporary item for more information.
Display rows

Select the Rows drop-down to change the number of rows per screen. The Rows control will appear automatically when there are more than 10 search results.

Screen Navigation

The screen navigation links appear in the upper right corner after selecting a title from the search results.  Options include: Reading Lists (if configured), Copies, Details, WorldCat Holdings, Holds, Schedules, and Issues.

Section Description
Reading Lists If you have enabled the Talis Aspire reading list integration, use the Reading Lists tab to see the detailed list of Talis reading lists with hyperlinks to view the list on the Talis platform. 

Copies

(default view for Circulation)

 For each copy, gives the branch or library name, shelving location, call number, barcode, and number of copies held. A subscription is considered a copy.

Details

(default view for Acquisitions)

 Includes the title, author, format, language, place of publication, publisher, ISBN/ISSN, OCLC number, number of libraries owning item, and call number.
WorldCat Holdings

Displays WorldCat holdings for the item by All WorldCat Holdings, Holdings in My Region, or Holdings in My State.

Select the LHR summary statement in the Holdings column to view LHRs registered by other libraries in WorldCat to see detailed information about holding locations, shared print retention commitments, serial or multi-part holdings, and lending and copying policies for interlibrary loan.

  • If there are more than one LHRs for a particular record, a list will appear on a new page. Select the call number or barcode to open the LHR details dialog.  
  • Non-public notes (from $x subfields) are not visible.

Holds

(covers recall items already checked out)

Lists patrons requesting holds, their positions in the hold queue (if any), the date the hold was requested for, and the status of the item (available, on loan, on hold, in transit, etc.). Status includes a library location if appropriate; for example, when an item is in transit or ready for pickup.

See Place Hold to request a hold

For information on recalling an item already checked out, see Recall items.

Schedules

(appears only in Circulation)

Lists the item's scheduled periods.

See Schedule Item.

Issues

(available for serials)

(default view for serials in Acquisition)

 Use the Issues screen to receive and manage issues from current subscriptions (copies). See Manage serial issues.