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## Saved Find Galleries

### Standard Saved Galleries versus Find Galleries

A special type of Saved Gallery, called a Find Gallery, allows you to automatically open a Saved Gallery using preselected Find criteria. A Find Gallery does not contain a specific record set, but rather has a Saved Find attached to it which is executed when the gallery is opened. The options for creating a Find Gallery are accessed on the Saved Options tab of the Customize Gallery dialog.

This powerful feature lets you automatically search for and select records (matching the specified Find criteria) that have been added since the last time the Saved Gallery was opened, while preserving any customized layouts for the gallery. Since a Find Gallery changes each time records are changed, you may want to save particular finds as a standard Saved Gallery to preserve their contents.

To set up a Saved Find Gallery:

1. Open a Gallery window.

2. Create a Saved Find using the criteria that you wish to search on each time the Find Gallery is opened.

3. From the View menu, choose “Customize...”. Or click the Customize button on the Toolbar.

   The Customize Gallery dialog will be displayed.

4. Select the “Saved Options” tab.

5. In the Found Gallery section, select “Load Saved Find when Opened.”

6. From the pop-up menu, select the Saved Find that you wish to use.

7. (Optional) Using other options available in the Customize Gallery dialog, set up the Gallery just as you want it be.

8. When you have completed customizing the Gallery, click “OK.”

   You will be returned to the active gallery.

9. Save the Gallery to the name of your choice.

10. Each time your Find Gallery is opened, the records will be searched and selected using the Find criteria in the Saved Find that you designated in step 6.

To open a Saved Find Gallery: Once a Find Gallery has been set up and saved, select and open it for viewing just as you would any Saved Gallery.

### Making changes to a Saved Find Gallery

Any changes that you make to a saved Find Gallery (such as manually adding records) can have a serious impact on future uses of this gallery. Since Find Galleries will most commonly be used over and over “as is” to find records matching certain criteria, you will want to be careful not to accidentally overwrite a Saved Find Gallery. Portfolio provides specific warnings to prevent a saved Find Gallery from being inadvertently overwritten as a standard Saved Gallery.

For Example:

1. We created a Saved Find.

   In this example, we created a Find to search for items with the keyword “child.” We created a Saved Find with this criteria and named it “Children.”

2. Next, we set up a Find Gallery using this Saved Find.

3. Then we executed the Saved Find by choosing it from the Saved Finds list in the Find dialog (or from the Toolbar or on the Finds palette).

   In this example, three items matching the Saved Find search criteria were found and displayed.

   Note: When a Find Gallery is saved, the next time you open the Gallery the Saved Find will automatically be executed.

   If you elect to add items to the Gallery, delete items from the Gallery, or change it in any way, the Gallery is no longer a Saved Find Gallery, and an alert is given when the Gallery is closed.

4. In our example, we manually added an item to the Find Gallery from another catalog.

   The forth item does not belong to the found set, and the Gallery name (“Children”) now has an asterisk (*) after it, to indicate that the contents of the Gallery has changed.

5. If you attempt to Save a changed Find Gallery, you will be presented with an alert.

   This is to prevent a Find Gallery from being inadvertently overwritten as a standard Saved Gallery.

   Cancel: Returns to the Gallery.

   Save As...: Allows you to create a new Saved Gallery that represents the specific record set rather than only items searched for and displayed using the Saved Find.

   Don’t Save: Discards the changes and closes the Gallery.