This document provides tips for saving searches and pointer files in Adlib, adding records to existing pointer files, keeping saved searches up to date, and using pointer files across different databases. It also describes how to add a status field to the locations database and how to find records with multiple occurrences of a field value.

1. Adlib Tips and Tricks
Axiell European User Conference 2017

2. 1
Axiell ALM Ltd.
Axiell ALM Ltd.
Copyright © 2017 Axiell ALM UK® All rights reserved. Adlib® is a product of Axiell ALM
Netherlands B.V.®
The information in this document is subject to change without notice and should not be
construed as a commitment by Axiell ALM UK. Axiell assumes no responsibility for any errors that
may appear in this document. The software described in this document is furnished under a
licence and may be used or copied only in accordance with the terms of such a licence.
While making every effort to ensure the accuracy of this document, products are continually
being improved.
As a result of continuous improvements, later versions of the products may vary from those
described here. Under no circumstances may this document be regarded as a part of any
contractual obligation to supply software, or as a definitive product description.

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These ‘Tips and Tricks’ were originally presented as part of the Axiell European User
Conference 2017. This document is to expand upon the PowerPoint display which was
presented at the conference.
Contents
How to save your search from ACCESS POINTS or QUERY BY FORM ..........................................3
How to add records to an existing pointer file ..............................................................................4
How to save your search from ADVANCED SEARCH....................................................................5
How to open your saved search in ADVANCED SEARCH............................................................6
How to open your saved searches from the ribbon.....................................................................7
Keeping a saved search up-to-date..............................................................................................8
How to use your pointer file in another database ........................................................................9
How to add a location status to the locations database .........................................................13
How to find multiple occurrences of a field ................................................................................17
Training – UK .....................................................................................................................................23

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How to save your search from ACCESS POINTS or QUERY BY FORM
➢ Find some records using an ACCESS POINT or by using QUERY BY
FORM
➢ Mark the records you want to save
➢ Click the WRITE SET button
Adlib will ask for a pointer file number and title (a pointer file is Adlib jargon for
a saved search)
➢ Enter a title and press OK to save the search
Adlib has saved the record numbers to a list (called a pointer file in Adlib
jargon) which you can retrieve using the pointer files button.
Adlib will overwrite an existing pointer file if the number allocated is already in
use. It is safest to let Adlib allocate the pointer file number automatically.
Click into the
tick box to mark
the record.
Let Adlib
automatically
create your
pointer file
number.
Adlib provides a
basic pointer file
title. Modify it so
that it is
meaningful.

5. 4
How to add records to an existing pointer file
➢ Find some records using an ACCESS POINT or by using QUERY BY
FORM
➢ Mark the records you want to save
➢ Choose the ADD TO POINTERFILE icon .
You will see a list of pointerfiles.
➢ Select the pointer file you wish to add records to and click on ADD
.
The records will now be added to the pointer file.
Click into the
tick box to mark
the record.

6. 5
How to save your search from ADVANCED SEARCH
➢ You will need to be in ADVANCED SEARCH
➢ Find some records using ADVANCED SEARCH
➢ Highlight the search in the RESULT SET box
➢ Click the WRITE SET button
Adlib will ask for a pointer file number and title (a pointer file is Adlib jargon for
a saved search)
➢ Enter a title and press OK to save the search
Adlib will return to the advanced search. Adlib has saved the record numbers
to a list (called a pointer file in Adlib jargon) which you can retrieve using the
pointer files button.
Adlib will automatically allocate a number if you leave pointer file number empty.
If you allocate a number that already exists Adlib will assume you wish to
overwrite the previously saved pointer file. A warning message will be given.
Put something
meaningful in
here.
If this is left
empty then
Adlib will
automatically
allocate a
pointer file
number.

7. 6
How to open your saved search in ADVANCED SEARCH
➢ If you are in the ADVANCED SEARCH SYSTEM you can list all saved
searches by clicking on the POINTER FILES button
This will bring you to the pointer files application
➢ Double click on a saved search to retrieve the results again
You will be brought back to advanced search and the saved search will be in
the result set box
➢ Double click on the search set to see the records
You can sort
the saved
records using
sort
You can
update the
search using
profile
You can
print the
saved
records
using print
These are
the saved
searches
You can view
the exact details
of the search
statement using
properties

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How to open your saved searches from the ribbon
➢ Select a collection
You will see the saved searches button on the toolbar. It is called the
pointer files button
If there are no saved searches then you will just see an empty pointer files
screen
➢ Press this button to list the saved searches
The pointer files application will open up.
➢ Double clicking on a saved search will display the records

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Keeping a saved search up-to-date
➢ Go to your list of saved searches using the pointer files button on the
ribbon bar or in ADVANCED SEARCH
Now you should be in the pointer files application
➢ Highlight your saved search and click on the profile button
Adlib will prompt you for whether you want to change the pointer file number
and pointer file title.
➢ Click on OK
If you left in the same pointer file number, Adlib will ask if it is ok to overwrite (replace)
the old saved search.
➢ Clicking on YES will replace the old saved search with a new one
The new saved search will account for any new records and discard any
deleted records
Clicking no will make Adlib wait for you to assign a new number (or to cancel)
➢ Look at the records by double clicking on the saved search
Using profile will only work if the search was originally done using the advanced
search. It will not work if the search was done by any other means.

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How to use your pointer file in another database
You are creating an exhibition which will have lots (100+?) of items attached
to it. Searching from exhibitions might not be easy to find what you want and
searching in the catalogue will be easier but you will need to do multiple
searches to find what you want. So how can you do these searches in one
database and use the resulting pointer file in another database?
➢ Search for records in the catalogue and save to a pointer file
You can do this using any of the above methods.
➢ Do any more searches that you want adding them to that pointer file
➢ Leave the catalogue and enter your new database that you want to
connect these items to.
In this case, the exhibitions database

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➢ Create a new record (or find the existing record if you are putting this
into an already created exhibition)
➢ Fill in the necessary fields on other tabs
➢ Open the Linked objects tab
➢ Double click to bring up query by form
This is not for a search but you need to go through this stage to get to where the
pointer file appears.
➢ Put * into Object number

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This is not for a search but you need to go through this stage to get to where the
pointer file appears. It does not matter what you search on so long as the next screen
appears.
➢ Press Enter on the keyboard
➢ The find data dialogue box appears
➢ Open VIEW LISTS
➢ Select your pointer file
➢ You will be asked to link the records

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➢ The records from your pointer file will now be linked in the Exhibition
record
➢ Save your record.

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How to add a location status to the locations database
Your organisation has storage locations that are no longer in use, for instance
that building they moved out of two years ago.
This location is still on your list of locations but you don’t want staff to be able
to use it as a new location…
…but it should stay in the record for Location History to show the item was
there some years ago. How do you add a status to your location database to
allow this to happen?
➢ Open Adlib Designer
Don’t forget to check that you are working on the correct system, if not use Change
Working Folder to make sure you are on the correct system.
➢ Open the Application Browser
➢ Open the data folder
➢ Open the Location database
➢ Open fields
➢ Create a new field

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It will need:
A tag
A field name
It should be enumerative.
➢ Fill in the enumeration values.
It is a fixed list.
The values must be the same as depicted and so should the language values.

16. 15
➢ Go to the location database
➢ Choose the advanced tab
➢ Enter the name of the newly created status field into Thesaurus term
status field
➢ Save all
➢ Open the screen that this field will appear on
Either in Screen Manager or in the Application Browser through the list of
attached screens in the application folder.
➢ Add the new field.

17. 16
➢ Click on the Save button
The status is now available and will work like term status in the thesaurus or
name status in Persons and Institutions.

18. 17
How to find multiple occurrences of a field
Can I find all records where field xx has n (or more) occurrences?
E.G. all records with more than one material.
➢ Open Adlib Designer
Don’t forget to check that you are working on the correct system, if not use Change
Working Folder to make sure you are on the correct system.
➢ Open the Application Browser
➢ Highlight your application
➢ Right click and choose New
➢ Choose Adapl file

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This will create the new adapl file within the correct application folder. As a default it
will be called adapl1.ada but you can rename this. The demo example was called
mysort.ada
➢ Enter the required programming
Any line starting with an asterisk * is a comment.
Comments can also be added within a line by using /*
This code basically says count the number of occurrences in the material field and if
they are more than one keep the record otherwise don’t keep the record.
➢ Right click in the text of the adapl
➢ Choose Save
This saves the .ada file.
➢ Choose Compile
Adapl is a semi-compiled programming language. This means there are two files, one
is human readable and the second is machine readable. The .ada file is the human
readable version and to make it machine readable (the.bin file) you must compile it.
This creates the.bin file and means the adapl can now be used.
➢ Open your Adlib application
➢ Go into the database or dataset that you want to find the multiple
occurrences in.

20. 19
➢ Open the Advanced Search
➢ Enter the search statement box and put in a search statement consisting
of the following elements
o Search statement
o Sort
o Tag of field you are sorting on
o Adapl
o Name of adapl
➢ In the demo example this was
All sort %0 adapl mysort

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Or it could have been
Object_name = painting sort IN adapl mysort
➢ Search
In this example, the search has looked for all records then sorted them on the priref
using the adapl that was created to find multiple occurrences.
Adapl can vary greatly in style and approach, another adapl for doing
exactly the same thing is:

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➢ Go to Advanced Search
➢ Enter search statement
This time it isn’t a sort adapl so you just need
Search statement
Adapl
Findmultipleoccs (the name of the adapl)
➢ Enter the tag that you want to find multiple occurrences in
This allows you to use this on different fields without having to rewrite the adapl for
each different field.

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➢ Look at results

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Training – UK
• Contact us:
– Email: ALM.UK.training@axiell.com
– Phone: 0115 900 8000
– http://alm.axiell.com/training/uk