Search Tag Fields

To search your records, you can use the search bar at the top of your kleio.

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

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

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 to instruct kleio to show you all records that do not have the property XY, then choose is not)

3. Choose ceramic

4. Click Enter. Now it will show you all the records in the middle section of kleio for which you have noted ceramics in the Material field.

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

The fields 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 choose from.

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.

➡️ You can find out which fields are tag fields here: Fields and their applications

1. Enter 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 will be displayed.

2. Change search to AND

If only entries containing both terms are to be displayed, 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 search with quotation marks

You can refine your search by using quotation marks in your query “ ”.

Example:

Without quotation marks, all records containing the word wolken in the Label field will be displayed. This can also include word combinations like “Wolkenbruch.”

With quotation marks around the word “Wolken” in the search, only records where the word “Wolken” appears alone in the Label field 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 somewhere in a field.

However, the search only works if you have also described your records with this field. This means that if I search for Technique = painting, but I have not shown the Technique field in my records or have shown it but have 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
• Condition
• Courtesy note
• Date note
• Description
• Dimension note
• Duration
• Edition
• Firstname
• Insurance Value note
• Internal note
• Inventory reference
• ISBN
• Label
• Lastname
• Material & Technik
• Original Text
• Place of discovery
• Presentation
• Production
• Provenance Edition
• Signature
• Subtitle
• Title
• Value note
• Weight

Extended full-text Search

The extended full-text search allows you to refine your search with special syntax commands. To do this, select Extended search in the search field - or simply enter 'Ext' to find it quickly.

➡️ You can find out which fields are searched in the full-text search here.

You can use these characters to specify your search:

• + 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”.


• +- means NOT→ This word should be excluded.

• Quotation marks ” ” for an exact phrase → The words must be in this exact 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 fuzzy search → Allows small spelling mistakes. “N” stands for a number (e.g. ‘house~1’ means it may differ by 1 letter and in this case also finds ‘mouse’).

➡️ You can find more syntax commands here.

Search for records in time span

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 where the Date field contains a value between 2019 and 2022.

Here's how to do it:

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

The system will now display all records within this period.

The search results are displayed:

On this page

• Search Tag Fields
• Search for empty fields
• Customize search in tag fields with AND / OR
• Refine search with quotation marks
• Edit Search
• Full-text search
• Which fields are searched in the full text search
• Extended full-text Search
• Search for records in time span
• Search by dimension
• Search by provenance owner & date