Mastering Search in the Staff Web Client
Finding information quickly is the foundation of efficient ILL operations. Whether you're tracking down a specific request, locating a patron's account, or looking up a lender's contact information, the Staff Web Client's search features adapt to how you think and work. Let's explore how to make search work for you.
Three Ways to Search
The Staff Web Client offers three distinct search approaches, each optimized for different situations. Understanding when to use each one will significantly speed up your daily work.
Global Search – Your Command Center
Click the Search option in the main navigation to access the comprehensive search interface. This is your go-to when you need to search across multiple criteria or aren't sure exactly what you're looking for. The interface presents three tabs – Requests, Users, and Lenders – letting you switch contexts without losing your place.
Global search shines when you're doing investigative work. Maybe a patron calls asking about "that archaeology book from last month" or you need to find all overdue items from a specific lender. The combination of search fields and filters helps you narrow down results systematically.
Quick Search – For When You Know What You Want
The search box in the toolbar is perfect for direct lookups. Type or scan a transaction number, and you'll jump straight to that request. It's optimized for the most common search scenario: when you have a specific identifier and need to get to that item immediately.
This is where barcode scanners really shine. Scan a book strap or pull slip, and you're instantly viewing the full request details. No menus, no clicking – just immediate access to what you need.
Context Search – Smart Filtering
Within specific workflows, search is pre-filtered to show only relevant results. If you're in the Borrowing workflow, searches automatically filter to borrowing requests. This context-aware searching means less time configuring filters and more time getting work done.
Searching for Requests
Request searching is probably what you'll use most often. The system provides multiple entry points because requests can be identified in many ways.
Start with What You Know
The most efficient searches use specific identifiers:
- Transaction Number – The unique ILLiad ID for every request
- ILL Number – The OCLC or other system reference number
- ISBN/ISSN – Standard identifiers that work across systems
- Barcode – From items, book straps, or pull slips
When you have any of these, use them first. They'll return exact matches instantly, getting you to the right request without sorting through results.
When You Need to Cast a Wider Net
Sometimes you're working with partial information. A patron might remember the title but not exactly, or you might need to find all requests from a particular department. This is where combination searching becomes powerful.
For title searches, you don't need the exact title. Searching for "introduction psychology" will find "An Introduction to Psychology," "Introduction to Clinical Psychology," and similar titles. The system is smart about word order and common variations.
Author searches work best with last names, but you can combine first and last names for more precision. "Smith" might return hundreds of results, but "Smith, Jennifer" or even "Smith, J" narrows it down considerably.
Advanced Filtering Techniques
The real power comes from combining search criteria with filters. Status filters let you focus on active requests, items currently checked out to patrons, or completed transactions. Date ranges help when you know approximately when something happened but not the exact request details.
Process type filters – Borrowing, Lending, Document Delivery – instantly cut your results by two-thirds or more. If you know you're looking for something your library borrowed, not something you lent, why search through lending requests?
Finding Users
User searches help you manage patron accounts and answer questions about borrowing privileges. The system recognizes that libraries identify patrons in different ways, so it offers multiple search paths.
The Basics of User Search
Username searches require exact matches, but they're the fastest way to find a specific patron if you know their ID. Email searches are also exact-match, but remember that patrons might have multiple email addresses in the system.
Name searches are more flexible. You can search by last name alone, first name alone, or combinations. The system handles common variations – searching for "McDonald" will also find "MacDonald" in many configurations.
Privacy and Purpose
Remember that user searches should always have a legitimate purpose. The system may log searches for security purposes, so only look up patrons when you have a business need. This protects patron privacy and maintains the trust essential to library services.
What You'll Find
User search results show you essential information at a glance: name, username, email, department, and current status. From here, you can dive deeper into request history, check account balances, or update contact information – all based on your permissions.
Locating Lenders
Lender searches help you find library contact information and verify shipping addresses. This is crucial for both sending requests and handling returns.
Search Strategies for Libraries
OCLC symbols are the gold standard for library identification. If you have one, use it – you'll get exact results immediately. But symbols aren't always available or remembered, so the system also searches by library name and location.
Library name searches are forgiving of variations. Searching for "Harvard" will find "Harvard University," "Harvard Medical School," and other related institutions. You can also search by city and state when you know a library's location but not its exact name.
Using Lender Information
Search results display complete addresses, lending policies, and any special notes about a library. This information is invaluable when you're:
- Verifying addresses before shipping
- Checking if a library lends certain material types
- Finding contact information for problem resolution
- Understanding special requirements or restrictions
Mobile Search Considerations
The Staff Web Client adapts search interfaces for mobile devices without sacrificing functionality. On phones and tablets, search fields stack vertically for easy thumb access. Filters collapse into expandable sections to save screen space while remaining accessible.
The mobile interface particularly excels with barcode scanning. Using your device's camera, you can search by scanning without needing dedicated hardware. The system confirms successful scans with haptic feedback, so you know immediately that your search is processing.
Saved Searches – Your Personal Shortcuts
For searches you run regularly, the saved search feature is a massive time-saver. Build your search once, refine it until it returns exactly what you need, then save it with a descriptive name.
Common saved searches might include:
- "Today's incoming returns" – Borrowing requests with today's due date
- "Pending document delivery" – Article requests awaiting scanning
- "New faculty requests" – Recent submissions from faculty patrons
- "Problem lenders" – Requests from libraries with special requirements
You can create personal saved searches for your own use or shared searches that your entire team can access. Edit them as workflows change, delete outdated ones, and build a library of quick access points to your most-needed information.
Search Performance Tips
Understanding how the search system works helps you use it more effectively. The system indexes certain fields for lightning-fast searches – transaction numbers, ISBNs, usernames. When you search these fields, results appear almost instantly.
Text searches in fields like titles or notes take longer because the system must scan more data. You can improve performance by:
- Being as specific as possible
- Using date ranges to limit the scope
- Applying status filters to exclude irrelevant results
- Avoiding wildcards at the beginning of search terms
If searches seem slow, consider whether you're searching during peak times. Complex searches during busy periods may take longer than the same search during quiet times.
When Searches Don't Work as Expected
Sometimes you'll get no results when you expect some, or too many results to be useful. Before assuming there's a problem, check these common issues:
No Results? Double-check spelling, especially for names and titles. Try broader criteria – remove filters, expand date ranges, use partial matches. Verify you're searching in the right tab (Requests vs. Users vs. Lenders).
Too Many Results? Add more specific criteria to narrow your focus. Use exact identifiers when available. Apply status and date filters to exclude old or irrelevant items. Sort results to bring the most likely matches to the top.
Unexpected Results? Make sure you understand what each field searches. "Title" searches the bibliographic title, not your internal notes. "Author" searches formal author fields, not mentioned names in notes. Check if filters from previous searches are still active.
Integration with Other Features
Search doesn't exist in isolation – it's the starting point for most tasks in the Staff Web Client. Find a request, then jump directly to editing it. Locate a user, then view their complete history. Search for a lender, then update their contact information.
This integration means you can build efficient workflows. For example, to process morning returns:
- Run your saved search for "Today's returns"
- Click each result to open in a new tab
- Process check-ins in batch
- Update all statuses at once
Making Search Work for You
The best search strategy depends on your role and workflow. Circulation desk staff might rely heavily on quick barcode searches. Processing staff might use complex saved searches to manage their queues. Supervisors might search across date ranges for reporting.
Take time to experiment with different search approaches. Build and refine saved searches for your common tasks. Learn which fields give the fastest results for your typical queries. The investment in learning search pays off every single day in time saved and frustration avoided.
Remember, search is a tool that amplifies your expertise. It can't replace knowledge of your collection or understanding of ILL workflows, but it can help you apply that knowledge more efficiently. Master search, and you master the foundation of productive work in the Staff Web Client.