Sorting

To get a better overview of your records, you can set the sorting criteria in each set or smart set according to your wishes.

In the internal area on the left, you can create sets and smart sets and set a sorting criterion. In the public area on the right, you can only create sets.

Sorting in a normal set and in a Smart Set works differently.

Sorting in the set

In the top bar, you can see the criteria by which a set is sorted. For "normal" sets, it always says Own.

By default, the records are displayed as you have added them to the set.

• Create a set or select a set
• Place your desired records in it using drag and drop
• select your sorting criterion in the "Sorted by:" drop-down menu
• If you have bundled records as a series, select whether they should be displayed in the individual or series view
• use the arrow next to the sort criterion to select whether it should be applied in ascending or descending order
• save your sort criteria

Only if you save your sorting will it be displayed later.

The Sort by: selection now shows Custom again and you can refine your sorting using drag and drop.

Sorting in the Smart Set

Sorting in the Smart Set works in a very similar way. However, it must be set when the Smart Set is created and cannot be changed later.

• You trigger a search which displays the desired records.
• You set a sort criterion, e.g. date.
• Select whether the records should be displayed in ascending or descending order
• Select (if you have bundled records as a series) whether they should be displayed in single or series view.
• Save your Smart Set and give it a name

The default sorting in a Smart Set is by ID number.

When you create new records, they are automatically added to a Smart Set and sorted according to the stored sorting criteria.

Records cannot be moved in a Smart Set using drag and drop.

Example: Sort records by date

Search for

To search your records and filter by tags, you can use the search bar at the top of your kleio.

When you click in the search bar, a selection of fields will automatically appear that you can use to filter.

Filtering means that you give kleio an order: Show me all records with the property XY.

If you click in the search bar, these fields will appear. You can also filter by other fields, simply type them into the search bar.

For example, if you want kleio to show you all records with the material ceramic, you can filter as follows:

1. Click on the Material field

2. Select is

If you want kleio to show you all records that do not have property XY, then select is not.


3. Select Ceramics

4. Click with the mouse anywhere outside the search bar or press Enter. Now it shows you in the middle part of kleio all records where you have noted in the field Material = Ceramic.

You can do this with all possible fields and properties. You can also search for several properties.

The fields that are displayed at the beginning are only a selection.

However, you can search for almost all fields in the search bar (we are working on making it possible to search for all fields soon). To do this, you can simply type directly into the search bar. For example, if you want to filter by weight, you can type the word weight directly into the search bar and it will be suggested for you to select.

Search for empty fields

You can also search for fields in your kleio where there is no content. If the field is empty, select empty:

Customize search in tag fields with AND / OR

You can refine the search within a tag field and actor:inside records with an AND / OR.

1. enter a search query

Enter a search query in a tag field, e.g. material = wood, metal. By default, all entries containing either wood or(OR) metal in the "Material" field are displayed.

2. Change search to AND

If you only want to display entries that contain both terms, click on the comma in the search and select AND.

Now only those entries are displayed that contain both wood and metal in the "Material" field.

Refine your search with quotation marks

You can refine your search by using quotation marks in your search "".

Example:

Without quotation marks, all records containing the word wolken in the Label field will be displayed. These can also be word combinations such as "cloudburst":

With quotation marks around the word "clouds" in the search, only records where the word "clouds" is in the Label field alone will be displayed:

Edit search

If you want to edit a search selection, you can simply click in the search and add or delete tags.

Full text search

You can also search freely for words. For example, if I simply type in the word ceramic, kleio will show me all records that contain the word ceramic anywhere in a field.

However, the search only works if you have also described your records with this field. In other words, if I search for "Technique is painting", but I have not shown the Technique field in my records or have shown it but not filled it in, the search will not work.

Which fields are searched in the full text search

The following fields are searched in a full text search:

• Address note
• Description
• Courtesy of
• Date-Note
• Duration
• Dimension-Note
• Edition
• Place of discovery
• weight
• Identification
• ISBN
• Internal note
• Inventory reference
• Condition
• Label
• Material & technique
• Surname
• Original Text
• presentation
• production
• Signature
• Title
• Separator
• Subtitle
• Insured value note
• First name
• Value note

Advanced full-text search

The advanced full-text search allows you to refine your search with special syntax commands. To do this, select Advanced search in the search field - or simply enter 'Erw' to find it quickly. ➡️ You can find out which fields are searched in the full-text search here. You can specify your search with these characters:

• + means AND → Both terms must occur.

• | or space means OR → One of the terms must occur. The default setting for kleio is that a space corresponds to an "OR".


• +- does NOT mean → This word should be excluded.

• Quotation marks " " for an exact phrase → The words must be in exactly this order.

• * at the end of a word for a word extension → Searches for all words that begin with this term.

• ~N after a word for a fuzzy search → Allows small spelling mistakes. "N" stands for a number (e.g. "house~1" means it may differ by 1 letter and will also find "mouse" in this case).

➡️ You can find more syntax commands here.

Search for records in time range

You can search for records based on a specific time period by specifying a start date and an end date.

Let's say you want to find all records whose Date field contains a date between 2019 and 2022.

This is how you proceed:

1. Open the search field.
2. Select the Date field.
3. Enter the time span in the format "2019/2022".

The system will now display all records that fall within this period.

The search results are displayed:

Search by dimension

Do you want to search for specific formats? In kleio you can filter by width, height, depth and diameter.

Select Dimension and then the desired format.

Enter an exact number to search for a specific size.

The search results will now only show records that contain the number you are looking for in the format field.

Search by provenance, owner:in & date

If you want to search for records in which a specific person or institution is noted as the provenance owner, proceed as follows:

1. First select the Provenance category, then the Owner:in field and then the desired person or institution.
2. You will now be shown all records in whose provenance history this person or institution is entered as the owner.

You can use the same procedure when searching for a provenance date.