How to manage groups in any module with the Tools>Group menu options

The group of records that resulted from a search can be saved as a static group:

• The IRNs of these records are saved as a group so that whenever the group is accessed, the same records will be displayed.
• It is possible to add records to this type of group.

To save the group of records that resulted from a search:

1. Run a search to locate the required records.
2. Select Tools>Group>All Records in Results to save all records in a group

   -OR-

   Select Tools>Group>Current Record to add the current record to a new group

   -OR-

   Select Tools>Group>SelectedRecord to add the selected records to a new group.

   The Save Group box displays.

3. To create a new group, click New in the Save Group box. The Group Properties box displays.
4. Enter a name in the Name field:

   

5. If required, select the Security tab to give other users permission to use this group.
6. Click OK.

   The new static group displays in the Save Group box.

It is possible to add records to an existing Static groupOne or more records returned by a search and saved as a group. The IRNs of these records are saved as the group so that whenever the group is accessed, the same records are displayed.:

1. Run a search to locate the required records.
2. Select Tools>Group>All Records in Results to add all records to a group

   -OR-

   Select Tools>Group>Current Record to add only the current record to a group

   -OR-

3. Select Tools>Group>Selected Record to add only selected records to a group.

   The Save Group box displays.

4. In the Save Group box, select the static group to which you want to add the records.

   Note: The current number of records in the group displays in the Records column; the Add button is only active when a static group is selected as it is not possible to add records to a dynamic group.

5. Click Add.

   A message displays indicating how many records were added to the group and the number of duplicates that were discarded (only one copy of a record can be saved in a group):

   

6. Click OK.

   The message closes and the number of records in the Records columns of the Save Groups box is updated.

A saved Static groupOne or more records returned by a search and saved as a group. The IRNs of these records are saved as the group so that whenever the group is accessed, the same records are displayed. of records can be retrieved at any time. The number of records in a static group always remains the same until you manually add, replace or delete records from the group:

1. In Search or Display mode, select Tools>Group>Retrieve Group from the Menu bar.

   The Restore Group box displays.

2. In the Restore Group box, select the group whose records are to be retrieved.

   Note: A static group has a icon next to it.

3. Click Retrieve.

   If you have run a search before attempting to retrieve a static group, the following message displays:

   

4. Click Yes to merge the search records with the saved static group of records

   -OR-

   Click No to replace the search records with the saved static group.

It is possible to replace the records in a Static groupOne or more records returned by a search and saved as a group. The IRNs of these records are saved as the group so that whenever the group is accessed, the same records are displayed. with a new set of records:

1. Run a search to locate the required records.
2. Select Tools>Group>All Records in Results to save all records in a new group

   -OR-

   Select Tools>Group>Current Record to save only the current record in a new group

   -OR-

   Select Tools>Group>Selected Record to save only selected records in a new group.

   The Save Group box displays.

3. In the Save Group box, select the group with the records to be replaced.

   Note: The current number of records in the group displays in the Records column.

4. Click Replace.

   A warning message displays:

   

5. Click Yes to proceed.

   The records in the existing group are replaced with the new records and the number of records displaying in the Records column of the Save Groups box is updated.

A dynamic group comprises the saved criteria of a search. This includes the actual search terms and any Boolean operators, wildcards or other advanced search tools used to run the search. These search criteria can be used to repeat the same search:

1. Run a search to locate the required records.
2. Select Tools>Group>Save Search Criteria from the Menu bar.

   The Save Group box displays.

   Note: The Add button is disabled () as it is not possible to add records to a dynamic group.

3. Click New to display the Group Properties box.
4. Enter a descriptive name for the dynamic group in the top text field:

   

5. If required, select the Security tab to give other users permission to use this group.
6. Click OK.

   The new dynamic group is added to the Save Group box:

   

   Note: The number of records in a dynamic group can change each time the group is reloaded. Therefore the number of records listed in the Records column is always Unknown.

A dynamic group comprises search criteria that can be re-run at any time. Each time the dynamic group is retrieved the matching records may be different from those found in the initial search:

1. In Search or Display mode, select Tools>Group>Retrieve Group from the Menu bar.

   The Restore Group box displays.

2. Select the dynamic group to be retrieved.

   The Load button is disabled (grayed out) until a dynamic group is selected.

3. To retrieve records matching the search criteria for this dynamic group, click Retrieve.

   If you have run a search before attempting to retrieve a dynamic group, the following message displays:

   

4. Click Yes to merge the search records with the saved dynamic group of records

   -OR-

   Click No to replace the search records with the saved dynamic group.

To load and edit the saved search criteria for a dynamic group:

1. In Search or Display mode, select Tools>Group>Retrieve Group from the Menu bar.

   The Restore Group box displays.

2. Select the dynamic group to be retrieved.

   Note: The Load button is disabled (grayed out) until a dynamic group is selected.

3. Click Load.

   A module window opens in Search mode displaying the search criteria specified for this dynamic group.

4. Modify the search criteria as necessary.
5. Click to run a search.