PCS Search, Export, and Sort

Transcription

1 , Export, and Sort OVERVIEW PCS offers both a quick and advanced search to help you locate programs and program components. You may then export select data types from the search results titles into a report. You may also sort data from the titles found in the search results to customize how you view your search results..

2 LEARNING OBJECTIVES In this Job Aid, you will learn how to: 1 Perform a Basic Search PAGE 3 2 Perform an Advanced Search PAGE 4 3 Save a Search PAGE 7 4 Save a New Search from an Existing Search PAGE 8 5 Sort Search Results PAGE 9 6 Save a Sort PAGE 12 7 Export Search Results PAGE 14 8 Save an Export PAGE 17

3 1 Perform a Basic Search 1 To search for a program by ISBN 10, ISBN 13, PEAR ID or PO number: a Select the appropriate value from the drop-down menu. b Type the appropriate ISBN 10, ISBN 13, PEAR ID or PO number in the search text box, and then press Return or Enter on your keyboard. Note By default the dropdown is set to ISBN/ PEAR ID. a b 3

4 2 Perform an Advanced Search 1 To access the Search screen, log on to PCS or: a Click the Advanced Search link. b Choose your role from the SELECT ROLE drop--down menu. Typically users will have just one role, and no drop-down will appear. If multiple roles are present, the role selected will define your access. c Select the appropriate group from the SELECT GROUP drop-down menu, if desired. Note The Search screen appears when you first log in to PCS. Click the Tools menu and select the My Preference option to change your landing page to the My Programs screen. d Select the appropriate product category from the SELECT drop-down menu, if desired. b e Select search criteria from the SELECT SEARCH ELEMENTS list. a Note The Select Search Elements list will display only the fields associated with the Select Group and/ or Product category if selected. c d e 4

5 2 Select the appropriate option from the Select Search Elements list, and then click the button. Quick Tips To select multiple adjacent fields, press Shift and click. To select multiple nonadjacent fields, press Command and click. You may click a letter on your keyboard to jump down the Select Search Element list. E.g., press P to jump down to Program State. NOTE You can select a maximum of ten fields to define your search criteria. More Info Refer to the last page of this Job Aid for definitions of search operators. 3 Your selection is added to the search builder on the right side of the screen. a Select the appropriate operator from the drop-down menu. b Type the appropriate value in the text box. c Click the button. a b Quick Tips Click the lookup icon for suggested values. Click the button to clear all selections. To remove selections, click the check box next to a selection and then click the button. When searching for multiple values, separate values with a semi-colon, and select IN from the drop down menu. c 5

6 4 Search results display on the Search Results screen. NOTES If your list of Search Results contains more than thirty records, use the navigational links at the top or the bottom of the page to display additional product records. There is a limit to the number of records you can retrieve. If the search result exceeds 1500 product records, you will be prompted to modify your search criteria so that a smaller search result will be generated. Search results can be sorted by column. Click the desired column heading to sort. 6

7 3 Save a Search 1 On the Advanced Search screen, select your search elements and then click the button. Note If you are a super user you can share the search with your division by selecting a value from the SHARED WITH DIVISION SOURCE drop-down. 2 The Save Query window appears: a Type a name in the QUERY NAME text box. b Click the button. a b Note If a super user saved a divisional search it displays in the Divisional/Source/ Functional column. If you are unable to save a search with your Division, see your manger and/or use the TPS system to request additional credentials for your PCS account. 3 The saved search displays in the Personalized column of the search screen. Quick Tip To delete a saved search, select the check box and then click the button. 7

8 4 Save a New Search from an Existing Search 1 Click the link of an existing saved search in the Personalized or Divisional/Source/Functional column. a The saved search s search elements display in the search builder on the right side of screen. Add, remove, or change the fields and values of the search criteria as needed. b Click the button. a b 2 The Save Query window displays. Type a name in the Query Name text box. Click the button. Note If you are a super user you can share the search with your division by selecting a value from the SHARED WITH DIVISION SOURCE drop-down. 8

9 5 Sort Search Results After running a search, you can sort the data in your columns by clicking the appropriate column headings, or you can use the PCS Sort screen to reorder your search results. 1 To access the Sort screen after you execute a search: a Click the button located on the Search Results screen. a 9

10 2 The Sort screen appears. To create a sort: a Select the appropriate group from the Select Group drop-down menu, if desired. b Select the appropriate product category from the Select drop-down menu if desired. c Select sort criteria from the SELECT SORT ELEMENTS list. Note The Select Sort Elements list will display only the fields associated with the Select Group and/ or Product category if selected. d Click the button. Quick Tips To select multiple fields, press the Command key (Mac) or CTRL key (PC) and select each field as needed. c a b d You may press a letter key on your keyboard to jump down the Select Sort Element list. E.g., press P to jump down to Program State. Quick Tip You can select up to ten fields to define your sort criteria. 10

11 3 Selections are added in the Select Elements panel. To reorder a sort element: a Select the sort element in the Select Elements panel. b Click the or button. Quick Tip To delete all the selected sort elements, click the button. a b 4 Click the button. 5 The Search Results screen will display products in the order specified. NOTE The product records will always sort in ascending order. 11

12 6 Save a Sort 1 At the Sort screen, select sort criteria using the Sort Search Results steps. Click the button. 2 The Save Query window displays. Type a name for the saved sort in the QUERY NAME text box, and then click the button. Quick Tip If you are a super user, you can share a sort with your division by selecting a division from the SHARED WITH DIVISION/SOURCE drop-down. If you are unable to save a sort list with your Division, see your manger and/or use the TPS system to request additional credentials for your PCS account. 12

13 3 Your saved sort displays in the Personalized section of the Sort screen. 13

14 7 Export Search Results To create a report of select data types from your search result titles, use the Export functionality on the Search Results screen. The export is useful for weekly reports. 1 From the Search Results screen, click the button. 2 Choose the export criteria you want to export: a Select the appropriate group for the Select Group drop-down menu, if desired. b Select the appropriate product category from the Select drop-down menu, if desired. Quick Tips To access the Export screen after running a search you may also click the Tools menu and select Export at any time your current PCS session To omit one or more titles found in the search results from the export report, click the check boxes to the left of their name in the search results list and click the button. c Select export criteria from the SELECT EXPORT ELEMENTS list. Note The Select Export Elements list will display only the fields associated with the Select Group and/ or Product category if selected. a b c 14

15 3 Click the button. NOTE You can select up to ten fields to export. 4 To reorder an export element, select it from the Selected Elements panel and click the or button. Quick Tip To may delete all the selected export elements, click the button. 15

16 5 Your current search results are ready to export: a Review the criteria used to generate the current search results. b Click the button. a b 6 The defined export elements from each search result title will download to your computer as an Excel file. 16

17 8 Save And Export 1 On the Export screen select elements to export, and then click the button. More Info To select elements refer to step 2 and step 3 on pages 14 and 15 of this Job Aid. 2 The Save Query window appears. Type a name for this saved export in the QUERY NAME field. Click button. Quick Tip If you are a super user, you can share a saved export with your division by selecting a division from the SHARED WITH DIVISION/SOURCE drop-down. If you are unable to save an export list with your Division, see your manger and/ or use the TPS system to request additional credentials for your PCS account. 17

18 3 The saved export displays in the Personalized section of the Export screen. 18

19 Search Operators Available to these field types: Operator String Numeric Date Description = Equals Searches for the exact match of the value (default value when you add the search element) < Less Than 4 4 Searches for the value that is less than the value; used for date or numerical search > Greater Than 4 4 Searches for the value that is greater than; used for date or numerical search. Between 4 4 Used to specify a range; used for date or numerical search Not Used to specify a range; used for date or numerical search Like 4 Used to specify a range; used for date or numerical search In 4 Exclude from the search results that contain the value. 19

20 Search Tips All Users Choosing Author Last Name and Title as your search criteria may not yield consistent results due to the way titles appear in PCS. Try using Author Last Name and Edition to locate your product(s). If you want to see a list of products that match a specific Copyright Year, Program State, or Production State, also include Source Code and Group. This will ensure unwanted records do not appear in your Search Results list. Editorial Users These PCS fields are the same as the PPS Project Finder fields: Author Last Name Title Short Name Copyright Year Discipline Program State ISBN Program ID 20