Suppose I have four records in the Groups module that all link to records in Catalog. Is there any way I can call up all the linked Catalog records associated with all four Groups records at once? I had hoped I'd be able to do it by selecting all four Groups records, then using "Edit -> "View Attached" -> "Selected Records", but when I try this both "Selected Records" and "Current Records" are grayed out.
I don't think I can do this via Catalog (using the "Tools" -> "Group" -> "Retrieve Group" dialogue) but if it is indeed possible I'd certainly like to know how. In any case, I would prefer to do it from the Groups module, because then I could easily query for a certain set of Groups (e.g., all Groups records created on a given date) rather than having to pick and choose them from the "Restore Groups..." window.
Thomas J. Trombone
American Museum of Natural History
It is not possible to retrieve all records associated with a set of group records from within the Groups module itself. As the records within the Groups module contain links to records within any other module it is problematic retrieving all associated records. For example, if you performed a query in the Groups module and retrieved two records, one with links to the Catalogue and another with links to Parties, what should happen if you wanted to retrieve all associated records? Should you get a new Catalogue module with the catalogue links and a new Parties module with the parties links? As this may be confusing (with potentially a lot of modules starting up) the functionality was not added.
You can however retrieve all the catalogue records from a number of groups from within the Catalogue module itself. The mechanism requires multiple steps but is quite flexible. The steps are:
1) Open up a new Catalogue module (do not perform a query).
2) Select Tools->Group->Retrieve Group.
3) Select the first group to retrieve and click the Retrieve button.
4) The group will be retrieved and the records displayed.
5) Select File->Additional Search->Merge (OR).
6) You will now be placed back in query mode with record held (look at the status bar)
7) Go to step 2 and select the next group and continue until all the required groups are retrieved.
If you wanted to find records common to all groups then select File->Additional Search->Intersect (AND) rather than File->Additional Search->Merge (OR). You can also use File->Additional Search->Subtract (NOT) if you want to exclude records in a certain group.
As you start in the Catalogue module only catalogue based groups can be retrieved. This avoids the issues with different modules associated with different records in the Groups module.
More information can be found in the EMu help file. From the table of contents select:
1) Working with EMu records
3) How to Run a Search
4) How to run an Additional Search