This portal enables you to locate documents available in the archival institution.
There are three ways to obtain the search results, namely:
- Simple search
- Advanced search
The simple search interface is designed for users who have little experience or who do not have a specific idea of what they are looking for. You can select a limited set of criteria to filter the results, as explained below.
In its simplest form, a text box will be presented to the user, where she can state the terms that best describe the desired documentation. This option will search the terms in the metadata records, regardless of the field where they are present (1).
IMPORTANT NOTE: When you write the search expressions, DO NOT include words with 3 letters or less, commonly known as "stop words" (of, the, or, and, etc.)
If the user knows when the documentation was produced, then she can fill in the respective fields (2). This will refine the search results. Note that the returned results are derived from the intersections of dates.
Possible search examples:
- If you enter as the starting date the year 1800, the search will return all records dated 1800 and later
- If you enter as the final date the same year, the search will return all records dated 1800 and earlier
- If you enter a range between 1800 and 1850, the search will return all records that:
- Are between the entered period, including extreme dates (1800, 1850)
- Contains one of the dates in the provided period, even if the other date is outside that scope, e.g. there will be retrieved records with an initial date of 1810 and final date of 1900. Note that in this case the final date is outside the period indicated, but not the initial date. For this reason the register is recovered.
Finally, you can also search for documents that have digital representations associated (images, pdfs, etc.) (3).
The results presented will always be derived from the combination of all the selected search criteria. When the user has doughts about the accuracy of the selected criteria, it is wiser to remove it in order to get the expected result.
The advanced search interface is intended for experienced users or users that have a prior knowledge of the document they are looking for. It allows the user to combine a wide range of criteria. Contrary to the simple search, when entering a search term, research will focus on a specific field, instead of searching in all the existing description fields.
The first field allows you to search by the reference code (1). If you possess this value, it will be the best way to get to the record you are looking for.
The second field is the title (2). The terms entered in this field will only be located in the field "Title". In addition to the terms you want to search, you can determine how the search is actually made:
- Contains all words: it's the default option, and searches for documents containing all filled terms. If you enter, for example, the term "inquisition Lisbon" will retrieve records which the terms "inquisition" and "Lisbon" are present in the title field, and the terms can be adjacent or separated.
- Contains exact phrase: similar to the previous option, but only search for documents containing all terms adjacent the indicated order.
- Contains any word: search for records that have at least one of the requested terms. If you enter the term "inquisition Lisbon", it will be retrieved records where the title has the terms "inquisition", "Lisbon" or "inquisition Lisbon"
- Does not contain words: returns records that do not contain all the terms selected. If you enter the term "inquisition lisbon", all records containing these words (alone or combined) will be omitted from the results.
- Does not contain exact phrase: similar to the previous option, but only omit results that contain the selected adjacent terms.
The search by date range is also present, and has the same operating mode that the one explained in the Simple search.
Then, you can search by field "Physical location" (3), often used by experienced users.
All fields listed above correspond to the fields that are used in frequent searches. However, the user can add more fields to the search by clicking "Search other fields." Each time you click, a new field is added to the search form. You change the selected field where you want to focus the search, the search terms and the type of search you want the system to perform (explained above for the "Title" field) (4).
You can select the index terms that the document may have associated. The index terms are filled by the index technician, and correspond to descriptive elements added to the document, in order to facilitate the search in a controlled fashion (5).
You may also search for the description level(s) of the document (6). The documentation is organized according to a structure of archival description that part from the general (Fonds or Collection) to the specific (Composed Document or Simple Document).
Finally, and like the simple search, you can narrow the search to elements that do or do not have representations associated.
The "Highlights" option aims to present predefined searches, or present depict that is intended to highlightbe highlighted for any particular reason (e.g. a temporary virtual exhibition).
The search results shows the number of results of the conducted search and 10 results records per page. For each entry (1) is presented the common information, such as title, scope content, dates, reference code and the current physical location.
You can view the complete record by clicking the respective link (2), or by clicking on the record title. If you want to keep a record for future reference, you can add it to your personal list of records (3). Other available operations are export the records added to the list to CSV (Excel), or send the records by email.
A thumbnail image will appear if the record has associated representations, and you can access the viewer page by clicking on the image (4).
You can also refine your search using the filters available on the right side of the interface. In the end, you should press the button "Apply Filters" (7).
When viewing a metadata record, you will be presented with a page divided into 3 sections:
- Classification plan (1), where it is shown a hierarchical view of fonds that contains the displayed record. The user can browse through the hierarchy to navigate between records.
- Record details (2), where it shows all the record metadata.
- Here you can perform the following operations:
- View the associated representations, if the records has associations to any digital representation (3);
- Add to my list, as explained before, places the record in your personal list;
- Create a request in the Virtual Reference Room – if the institution has this module active, you'll be redirected to the respective form for the submission of a new request (reproduction, consultation, etc.) (4);
- Share on social networks (5);
In this viewer users can see all files (images, videos, pdfs, etc..) associated to the record. If at any time you wish to return to the metadata view, just press the button in (1) to return to viewing the description record.
If you want to switch between thumbnail or tree view, simply press the appropriate icon (2).
To navigate between the various representations, you can press directly on the thumbnail you wish to view (7), use the arrow keys on the keyboard (left and right), or the icons shown in (3).
To change the zoom level, there are a set of options available on the top bar (4), whose function is, respectively (from left to right), zoom in, zoom out, fit to height, fit to width. Another way to change the zoom is by using the mouse wheel directly on the image you are viewing (10).
To rotate the image, use the buttons in (5) to, respectively, turn left, put into the original position, and turn right.
In (6) are the buttons to download the image you are viewing, and also the button to print the current representation.
The details and metadata of the selected representation are displayed in the table below it (8) and, if there is a sponsor associated, it is showned next to this frame (9).