Find authority records in local save file

Find an authority record in the local save file

1. Navigate to Authorities > Search > Local Save File, click the Search Local Save File button (), or press <Shift><F3>.
2. (Optional) Change the default file:
   1. The Search Local Authority Save File dialog opens. At the top, the full path and file name of the default authority save file is displayed. You can change the default by selecting another file from the Local File list at the top of the dialog.
      
      If you change the file, after you enter the search and click OK or press <Enter>, the client gives you that message that changing the file will:
      • Close all records from the file
      • Change the default file to the one you selected
      
      Click Yes to confirm changing the default file or No to cancel.

       Note: If you do not want to see this prompt each time you change local files, select the Do not display this prompt again check box.

3. In the Search Local Authority Save File dialog, in the Search for text field, enter one or more search terms.
   Or
   Leave all search criteria blank and then click OK or press <Enter> to retrieve all records. Ignore the remaining steps in this workflow.
4. In the adjacent list, select the index you want to search. Indexes include:
   • Save File Number
   • OCLC ARN
   • Heading
   • My Status
   • MARC Organization Code
5. (Optional) Combine search terms:
   1. Enter another search term in the second text field.
   2. Select a Boolean operator to combine the two terms.
      • AND
      • OR
      • NOT
   3. In the adjacent list, select the index you want to search.
6. (Optional) Insert diacritics or special characters:
   1. Place the cursor where you want to insert a diacritic or character and click Enter Diacritics.
   2. In the Insert Diacritics and Special Characters window, click the image or the name of the character in the Character list.
   3. Click Insert.
      
      See Insert diacritics and special characters for more information.
7. (Optional) Limit the search by status:
   1. In the first status list, select the type of status.
      • Workflow status
      • Action status
   2. In the adjacent list of available statuses for that category, select the name of the status you want to find.
   3. (Optional) To further limit or to expand the search by statuses, combine up to two more statuses using Boolean operators.
       Note: To find only records with one or more statuses, enter no other search criteria.
8. (Optional) Limit search to locked or not locked records:
   1. Select the Locked or Not Locked check box. A check mark in a box indicates that it is selected.
       Note: To find only locked or not locked records, enter no other search criteria.
9. (Optional) Specify the order of the search results:
   1. In the Retrieval Order list, select one of the following sort orders:
      • Save File Number (default)
      • OCLC ARN
      • Date/Time Added
      • Heading
10. (Optional) Retain the current search:
    1. Select the Retain Search check box. The client keeps the search each time you open the Search Local Authority Save File dialog until you change it.
11. When finished, perform one of the following action:
    • Click OK or press <Enter> to send the search. 
    • Click Clear Search to clear (keeps only the index selection) and enter another search.
    • Click Cancel to cancel the search and close the window.

 Note: More than one person can use a shared local file at the same time, but only one user at a time can open a record in a local file. If you try to open a record already opened by another user, the client gives you a message to that effect.

See Manage local files for online/offline cataloging for more details.

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