This staff catalog documentation was produced through a collaboration between Evergreen Indiana and the Evergreen Documentation Interest Group in March 2024 (Attributes: Copyright © 2008-2018 Evergreen Indiana; Copyright © 2009-2018 Evergreen DIG).

The Staff Catalog is accessed through the PINES/Evergreen staff client and provides a more detailed view of the PINES public catalog.

There are several ways to access the Staff Catalog through the staff client:

1) From the Splash Page

On the splash page, enter a keyword into the text box in the Item Search and Cataloging section, then select Search Catalog. The Staff Catalog page opens with the results of the keyword search for your default search library.

2) From the Search Menu

On the Menu Bar, select Search → Search the Catalog. The Staff Catalog page opens.

3) From the Cataloging Menu

From the menu bar, select Cataloging → Search the Catalog. The Staff Catalog page opens.

Before you begin searching, you can set up your search by modifying search preferences or selecting the library you wish to search. Search preferences only need to be set one time, then they will be saved to the workstation. However, you should always make sure you are searching the correct library.

Your Search Preferences settings are saved at the workstation level. That is, changing these settings on one workstation will not impact other workstations, but will impact other users of the same workstation.

To view and modify all search preferences from the Staff Catalog page, select Search Preferences, which is located to the right of the search form below the location selector.

Once clicked, the Search Preferences page opens in the Staff Catalog.

Changes to these preferences are saved automatically. Once you've set your preferences, you can select Return at the bottom-left of the Search Preferences page to go back to your catalog search.

The following preferences can be set within the menu:

• Default Search Library: The selected option will be the default search library for any Staff Catalog searches conducted on the workstation. Manual selection of a library on the Staff Catalog page will override this selection.

• Preferred Library: Available copies, owned copies, and URIs will be displayed for the selected library, regardless of the library searched.

• Default Search Pane: The selected option will display by default when you open a new Staff Catalog page. You may set this to Keyword Search, Numeric Search, MARC Search, Browse, or Shelf Browse.
• Search Results Per Page: Select the number of search results to display per page.
• Exclude Electronic Resources: Checking this checkbox adds the Exclude Electronic Resources checkbox to the search form on the Staff Catalog page. Learn more about the Exclude Electronic Resources checkbox in the Search Checkboxes section.
  

• Highlight Search Terms: This determines whether the terms used in the search are highlighted within the results. This defaults to “On.”

Some search preferences may also be accessed through the main menu bar by selecting Administration → Workstation. Additional information about updating your preferences through workstation settings can be found in the Default Search Library section of the wiki.

The Library Selector is located in the top-right corner of the search form on the Staff Catalog page. This selector allows you to change your search library to the consortium, system, branch, or other organization of your choice. (Remember that the default search library for your workstation can be set in Search Preferences.)

To change your search library, select the text box to the left of the Search button and make your selection from the dropdown menu. You may also enter the short name of the library you wish to search directly into the text box. Note that the Library Selector dropdown menu is organized alphabetically in each of the following levels: consortium, system, and branch.</note>

Then, select Search to begin your search.

Your library selection will stay until you leave the Staff Catalog page. Then, it will reset to the workstation’s default search library.

The entire panel at the top of the Staff Catalog page is the search form. The search form contains Search Panes, which give you different tools to use in your searches.

There are five Search Panes available on the Staff Catalog page: Keyword Search, Numeric Search, MARC Search, Browse, and Shelf Browse.

By default, the Staff Catalog page opens to the Keyword Search pane and searches the highest-level library, but both of these settings can be changed in Search Preferences.

The Keyword Search pane lets you search the catalog with one or more search terms. You may also apply a variety of filters and sort the results.

To start a search with the default settings:

1. Enter your search terms in the Search Terms text box located near the center of the search form.
2. Then, select Search, located in the top-right corner. Your search results appear below the search form.

There are three options to limit your keyword search: Format, Catalog Field, and Matching.

Format: Make a selection from the Format dropdown menu to specify what type of item you are seeking. Some options for format include: All Books, All Music, All Videos, Braille, DVD, Large Print Book, and Microform.

Catalog Field: Make a selection from the Catalog Field dropdown menu to specify which bibliographic fields you wish to search. You may select Keyword, Title, Journal Title, Author, Subject, or Series.

Matching: Make a selection from the Matching menu to specify how strictly the search should treat your search terms. You may choose from the following options:

• Contains: The search will look for items that contain your search terms, regardless of how the terms appear in the record. (Example: Conducting a search for a title that contains “dog walk” could return Dog Walk, Walk Your Dog, and Dog-Walking Business.
• Does not contain: The search will look for items that do not contain your search terms.
• Contains phrase: The search will look for items that contain your search terms successively in exact order. (Example: Conducting a search for a title that contains the phrase “dog walk” could return Dog Walk, but it would not return Walk Your Dog or Dog-Walking Business.
• Matches exactly: The search will look for items that contain only your search terms in exact order. This option is not available when Keyword is selected in the Catalog Field search option.
• Starts with: The search will look for items that begin with your search terms, regardless of how the terms appear in the record.

To add an additional search row, select the plus sign (+) to the right of the Search Terms text box. A new search row appears below the first.

The new search row will search the same format as that selected on the first search row.

Additional search rows are joined to preceding search rows with the Boolean operators And or Or, which may be selected in the Join with menu to the left of the additional search row.

To delete a search row, select the minus sign (-) to the right of the row you wish to delete.

Example
Suppose you have a patron who wants a new J.R.R. Tolkien book but has already read The Hobbit. You could run the search in the image below.

Filters let you refine your search beyond the options available in the search row. You can access the filters by selecting the three stacked dots to the right of the search row. The filters appear at the bottom of the search form.

The options available in each filter depend on the library selected in the Library Selector. The available filters are: Item Type, Form, Language, Audience, Video Format, Bibliographic Level, Literary Form, and Shelving Location.

To add a filter, select the desired term from the list in the filter. The selected term will be highlighted and the filter will be applied when you run the search. Use the scroll bar in each filter to view more options.

To remove a filter, select the first term in the filter’s list that begins with All and is followed by the name of the filter. For example, to remove the Form filter, select All Item Forms.

To remove all filters, select the Reset button in the top-right corner of the search form.

To filter by publication year, first select an option from the dropdown menu to the right of Publication Year is at the bottom of the search form. You may select Is, Before, After, or Between. If you select Between, an additional text box will appear to the right of the existing text box.

Then, enter the publication year or years in the text box(es) to the right of the dropdown menu.

Search results can be sorted by relevance, title (A to Z or Z to A), author (A to Z or Z to A), publication date (newest to oldest or oldest to newest), or popularity (most to least popular or popularity adjusted relevance). By default, searches are sorted by relevance.

To change the sorting method before your search, select an option from the Sort Results dropdown menu located below the search row.

To change the sorting method of a search you have already started, select an option from the Sort Results dropdown menu, then select Search in the top-right corner to apply your selection.

Three checkboxes appear on the Keyword Search pane by default. (If the Exclude Electronic Resources checkbox is selected on the workstation’s Search Preferences, the Exclude Electronic Resources checkbox will also appear.)

Depending on the size of your browser window, these checkboxes appear to the right of or below the Sort Results dropdown menu, at the bottom of the search form.

The checkboxes appear in the order listed below. The described behavior applies when the box is checked (selected).

• Limit to Available: Results will be limited to items with a status of Available or Reshelving.
• Group Formats/Editions: Results of the same title with different formats or editions will be combined into a single result.
• Results from All Libraries: Results may come from any library in the highest level of your catalog, usually a consortium or system. Checking this box overrides any conflicting workstation Search Preferences and any selection in the Library Selector.
• Exclude Electonic Resources: Results will not include any electronic format, such as e-books. If this checkbox is not visible, check the Exclude Electronic Resources checkbox on the Search Preferences page.

The Numeric Search pane allows you to search numerical fields in bibliographic records. You may search the following fields: ISBN, UPC, ISSN, LCCN, TCN, and Item Barcode.

First, select the Query Type from the dropdown menu. Then, enter the numeric value of the search in the Value text box.

Begin the search by selecting the Search button in the top-right corner. Search results appear below the search form.

The MARC Search pane allows you to search fields and subfields in MARC records. To do so:

1. Enter the three-digit tag you wish to search in the Tag text box.
2. If desired, enter the subfield you wish to search in the Subfield text box.
3. Then, enter the value for which you are searching in the Value text box.
4. Begin the search by selecting the Search button in the top-right corner. Search results appear below the search form.

The Browse pane allows you to view bibliographic headings that fall around your search term alphabetically. Each result links to catalog records that contain the indicated bibliographic information.

To use the Browse pane:

1. Select the headings you would like to search by making a selection from the Browse for dropdown menu. You may search by title, author, subject, or series.
2. Enter your search term in the Starting with text box and select Search to begin your search. Results appear below the search form.
3. Select Next or Back, which appear above and below the results, to view more results.

The Shelf Browse pane allows you to browse by call number. It will return results that fall around your search term alphabetically or numerically. Each result links to catalog records.

To use the Shelf Browse pane:

1. Enter a call number in the Browse Call Numbers starting with text box.
2. Select Search. Results appear below the search form.
3. Select Next or Back, which appear above and below the results, to view more results.

• Advanced Search Tips (Cheat Sheet)
• Advanced Search Tips (Slideshow PDF)

Search templates allow you to save search options and inputs for future use.

You may create a search template using any search pane. However, since the Keyword Search pane contains the most options, search templates are most useful on this pane.

You can follow these same instructions to make templates for any search pane.

To access the Search Templates menu, select Search Templates below the Library Selector in the top-right corner of the Staff Catalog page. A dropdown menu opens.

To create a search template:

1. Make all desired selections in the general search area. You may make selections in the following fields: Format, Catalog Field, Matching, Sort Results, and Publication Year.
2. Add additional search rows if necessary. If you use multiple search rows, you may also make a selection in the Join With field. The example below contains selections in all possible fields. This would be a useful template for helping patrons find newer books.
   
3. Select Search Templates → Save Template. The Template Name dialog box appears.
4. Enter a brief, descriptive name and select Save.
   

This template will now appear on the Search Templates menu.

To use a saved template:

1. Select Search Templates located below the Library Selector in the top-right corner. A dropdown menu opens.
2. Select a template from the list below the gray dividing line.

The current template, if any, appears in bold.

To delete search templates:

1. Select Search Templates located below the Library Selector in the top-right corner.
2. To delete the current template, which will be shown in bold on this dropdown menu, select Delete Selected. The Confirm | Delete dialog box will open. Select Confirm.
3. To delete all saved templates, select Delete All Templates. The Confirm | Delete All dialog box will open. Select Confirm.

The results of a search appear below the search form. The number of results returned by the search appears in the top-left corner in parentheses beside the Search Results label.

Facets appear to the left side of the page. Result details are listed to the right of the facets.

Each result contains three kinds of information: item description, holdings information, and record history.

This information appears in the listed order from left to right in each result, as shown in the image below.

Each result also contains a green Place Hold button that allows you to place a title or part level hold on the item.

The item description, also called the physical summary, appears on the left side of each search result. It contains the following information:

• Cover image
• Title and author
• Format with descriptive icon
• Call number
• Physical description
• Edition
• Publisher
• ISBN

All information except for the cover image and call number is taken from the item’s MARC record.

Selecting an item’s title or cover image will take you to that item’s bibliographic record.

Selecting an item’s author will conduct a search for that author.

Holdings information appears to the right of the item description. Each line contains information that is specific to the location listed after the @ symbol.

The first number on each line is the number of copies on a given record at the specified location that have the status Available or Reshelving. The second number is the total number of copies owned by the specified location.

Example
In the image above, the consortium (CONS) owns 18 copies of Ready Player One. However, only 17 copies are currently marked “Available” or “Reshelving.” Similarly, Branch 2 (BR2) owns 2 copies, but only 1 copy is currently available. The title control number (TCN) and the total number of holds on the record are displayed to the right of the location holdings information.

The history of the record appears on the right side of the search result. You can see when the record was created, who created it, when the record was last edited, and who last edited it.

Select Show More Details above the first search result to display shelving location information for each item on the Search Results page.

Shelving location information will appear in a table below the item description.

If the consortium is selected in the Library Selector, the table will show information in alphabetical order by branch.

If a Preferred Library is set for this workstation, the Preferred Library will appear first.

If a branch is selected in the Library Selector, only information for the branch will be displayed.

Facets appear on the left side of the Search Results page. These facets are grouped by categories such as author, subject, genre, series, and more. Each category contains the most common information in your search results' MARC records.

Select a facet within a given category to limit the search results to the selected facet.

Select the facet again to remove your selection.