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

To create a set:

1. Select one or more items in your project, expand the Sets panel, open the Sets overflow menu (), and select Create 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.

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 set.
2. In the Sets panel, select a saved set and then select Add to set.

To delete one or more sets:

1. Open the Sets panel, open the Sets overflow menu ().
2. Select Delete Set to delete the set you're currently viewing or 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

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.
   • In text entry fields, you can use Boolean operators such as AND, OR, and NOT (case-sensitive). Example: rose OR poppy NOT yellow
   • You can apply filters to multiple fields simultaneously.
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.

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.)