Sets and filters [Tiers 2-3]

Within your project, a set is a static, manual grouping of items. Think of a set as a folder, into which you can add or remove items. Use a set to quickly view items that you need to apply cataloging changes to, view publishing status of, load new media for, or any other action that can be performed on an item.

A filter, on the other hand, is dynamic. You may use a filter to locate a group of items to add to a set, but once those items are added to the set, it becomes static and any new items must be added manually. By contrast, new items that fit within a filter’s criteria will appear when you view a saved filter. You can use filters to perform fielded searches, search date ranges, or controlled lists.

Set and filter permissions dictate who may view and/or edit them. All sets and filters can be accessed by administrators, regardless of permissions.

• Private () - Viewable and editable only by you.
• Restricted () - Viewable and editable by you and other members of your institution that you assign.
• Shared () - Viewable by anyone with access to the project. Shared sets and filters can be edited by both the set creator and users with administrator privileges.

Sets

Creating sets

To create a set:

1. Select one or more items in your project, open the overflow menu () in the actions bar, and select Add to new set.
2. Enter a name and optional description for your set.
3. Under Permissions, choose to make the set Private, Restricted, or Shared.
4. Select Save.

Tip - You can move between items in a set while editing by using the Previous and Next buttons above the cataloging form on the item page. You can also return to the full set by clicking the set name in the the breadcrumb navigation.

Adding items to a set

To add items to an existing set:

1. Select one or more items in your project, open the overflow menu () in the actions bar, and select Add to existing set.
2. In the Sets panel, use the Add () buttons after each set name to add the item(s) to one or more existing sets.

Deleting sets

To delete one or more sets:

1. Open the Sets panel and select the set you want to delete.
2. Open the Sets overflow menu () and select Delete Set to delete the currently-selected set.
3. Alternatively, select Delete Multiple to choose one or more sets to delete.
   • Deleting a set will not delete items from your project.
   • The "All Items" set is built into every project and cannot be edited or deleted.

Filters

Creating filters

To filter items in your project:

1. Select Filter from the actions bar to open the Filters panel.
2. Select a project field to expand it and configure the value(s) you'd like to filter the field by.
   • You can apply filters to multiple fields simultaneously. 
   • In text entry fields, you can use wildcards to broaden your search. Use a question mark (?) for single character and an asterisk (*) for multiple characters. Example: A search for butterfl* will match "butterfly" and "butterflies".
   • You can also use Boolean operators such as AND, OR, and NOT (case-sensitive). Example: rose OR poppy NOT yellow
3. Select Apply filters to filter items in your project.
   • You can close the Filters panel to view your project without clearing the filters you've applied.
   • To remove an individual filter, select Clear next to a project field in the Filters panel.
   • To remove all filters, select Clear all filters in the Filters panel.
4. Optionally, select Save as new filter to create a new saved filter.
   • Saved filters can be Private, Restricted, or Shared.
   • Any time an item is edited or created that matches the filter's parameters, it will appear when applying the filter to your project.

Editing/deleting filters

To edit or delete a saved filter:

1. Select Filter from the actions bar to open the Filters panel.
2. Expand the Saved Filters menu.
3. Open the overflow menu ( ) next to a filter.
   • Select Edit Saved Filter to change a saved filter's name, description, or permissions.
   • Or select Delete Saved Filter to delete the filter. (Deleting a filter will not delete items from your project.)

Selecting all items in a set/filter

When using the Select all checkbox with a set or filtered project records, if there are more records in the set or filter than can be displayed on the page, you can use the Select all items in the filter/set link to select all records in the set or that match the filter.