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Finding Items Using Advanced Search

Updated Jun 11, 2021

Initially by default, a basic search by Item ID or item title is available at the top of the Items list page and there is a filter on the left side for finding items. See Finding Items for more information.

To find items using more complex search criteria based on specific properties and/or tags, an Advanced Search is available. The Advanced Search finds items based on combinations of rules and groups of rules. The searches run instantly, but ItemLogic also allows you to save your Advanced Search criteria so that you can use it again later.

To view a video on this topic, refer to Training Videos.

To access the Advanced Search functionality, click the Advanced link, located to the right of the search bar at the top of the items list.

This opens the Advanced Search area where you may add rules that specify what kind of items you'd like to find. 

To return to the basic search by Item ID, click Basic at any time; anything you entered into Advanced Search is disregarded. (However, if you go back to Advanced Search, your last filter/search selections are retained.)

Add a Rule

A rule specifies:

  1. Which filter to use (a property or tag) (e.g., Grade Level, Subject, Interaction Type, etc.)
  2. A conditional operator (e.g., is, is not, in, etc.)
  3. A value(s) for the property or tag (e.g., Grade 5, Math, Gap Match, etc.)

For example, you could search for items whose "Subject" "is" "Math."

Combining multiple rules makes the most use of the Advanced Search capability. 

Create Single Rule

Create Single Rule

To create a single rule:

  1. In the first field of a rule, click the "Select Filter" field.  
  2. From the drop-down menu, choose any type of item metadata (properties or tags) by which you’d like to search.

Add Conditional Operator

Add Conditional Operator

From the center drop-down menu, choose a conditional operator. The choices here vary, depending on the filter you selected. The following image shows these operators:

Is (item has the filter value)
Is Not (item does not have the filter value)
Set (item has something for the filter)
Not Set (item has nothing for the filter)
In (filter value is present in the item)
Not In (filter value is not present at all)

Select Values

Select Values

From the last field, choose one or more values from the drop-down menu or type them in. (Whether the field has a drop-down menu, a calendar to choose from, or a field for key-entering text depends on what filter you selected in the first field.) Note: If you add more than one value, you'll finds items that have both values.

Note: To indicate a complete phrase, enclose the phrase in double quotes. For example, searching on "Title is" and entering "Why does" will give all the items containing "Why does" in the title. Without the double quotes, the search finds any item containing "why" or "does".

Start Search with Rule

Start Search with Rule

After the values are selected, the item list adjusts automatically to show only items that satisfy the rule you constructed. You may also click Search from the top of the Advanced Search area to trigger a search.

Add More Rules

Add More Rules

To add an additional rule, click +Rule. A new row for adding a rule becomes available below the first one and within the same group.

Join Rules

Join Rules

All the rules you add at the same level are joined by either AND (all the rules must be satisfied) or OR (any of the rules must be satisfied). In the image above, the rules are joined with OR. The following rules find items whose "Subject is Mathematics" AND whose "Grade Level is not Grade 4."

Change Joining Operator

Change Joining Operator

To change the joining operator from AND to OR or vice versa, click the operator and it changes to the other one.

The group of rules shown above finds items that have their Subject as Social Studies OR History.

Adding New Groups of Rules

Adding New Groups of Rules

You may add additional groups of rules that are under another rule or group (the parent) and joined by either AND or by OR.

To add a new group:

Identify the rule group to be the "parent" of the new group. Click +Group from the top of the parent group.

View Grouping Options

View Grouping Options

A new grouping is created below, with space for one rule.

Enter Group Rules

Enter Group Rules

Enter rules into this group by clicking +Rule within this new group. The new group can have multiple rules joined by either AND or OR.

Groups are joined to the parent group above with either AND or OR, as the parent group indicates. 

For example, the construction above finds items whose "Subject is Math AND Grade Level is not Grade 4" AND items whose "Depth of Knowledge is Recall OR whose Bloom's Taxonomy is Remembering." 

Note: Adding multiple groups and multiple rules can quickly become complex. It is a good idea to use as few rules as needed to find the items you want.

Deleting or Clearing Rule

Deleting or Clearing Rules

To eliminate all the rules you entered and any other filters that are selected, click the x located to the right of the word "Basic."

Eliminate a Single Rule

Eliminate a Single Rule

To eliminate a single rule, click the x located to the right of the rule.

Eliminate Rule Group

Eliminate Rule Group

To eliminate an entire group of rules, click Remove.

Move Rules

Move Rules

To move rules or groups around within the Advanced Search:

Hover the cursor over the handle, located on the left side of the rule or group, until the move cursor appears.

Click, hold, and drag the Move Cursor to another location until a blue bar and the word "Items" appear.

When you let go of the mouse, the rule or group is in the new location.

Saving a Search

If the Advanced Search fields are set in a way that you would like to save and use again later in order to repeat the search, you can save them and load them later.

To save a search:

  1. Verify that the search fields are set the way you want.
  2. Click Save, located at the top of the Advanced Search area.

In the dialog box that appears, enter a title for the search.

Click the Submit button.

To load a saved search:

  1. Click Load, located at the top of the Advanced Search area.
  2. Select the saved search you want and click Select.

The criteria associated with the loaded search appears, and item list adjusts accordingly.

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