1. In FOLIO, enter the Inventory app
2. Click on the record type you wish to search: Instance, Holdings, or Item
3. Click on the search type drop-down and select “Query search”
4. Type your query in the format: search-field operator “value”
search-field operator “value” and search-field operator “value”5. Click Search
For a list of Search Fields, see below
The operators used in a query are dependent on whether the search fields are full text or term (with some overlap between the two).
title any “semantic web”metadata.updatedDate > “2020-12-12”| Operator | Example | Result |
any |
title any “semantic web” |
Matches records with either “semantic” or “web” in any title field |
all |
title all “semantic web” |
Matches records with both “semantic” and “web” in any title field (including different fields), in any order, not necessarily adjacent (e.g., “semantic computer web”) |
= |
title = “semantic web” |
Works the same as all |
== |
title == “semantic web” |
Matches records with both “semantic” and “web” in a title field, in that order, not necessary adjacent (e.g. “semantic computer web”) |
==/string |
title ==/string “semantic web” |
Matches records with the phrase “semantic web” in a title field |
<> |
title <> “semantic web” |
Matches records with neither “semantic” nor “web” in a title field |
| Wildcard * | title = “mode* europe” |
Allows for wildcards in search terms (i.e., would match both any word beginning with “mode” and any word beginning with “Europe” in any title field) Wild cards may be used either at the beginning or the ends of strings (“*leisure” or “leisure*”) |
| Operator | Example | Result |
= |
hrid = “mobiusin00001” |
Exact match |
== |
hrid == “mobiusin00001” |
Exact match |
<> |
hrid <> “mobiusin000001” |
Does not match |
< |
metadata.createdDate < “2024-10-31” |
Created date is before 10/31/2024 (not inclusive) |
<= |
metadata.createdDate <= “2024-10-31” |
Created date is on or before 10/31/2024 (i.e., inclusive) |
> |
metadata,updatedDate > “2024-10-31” |
Updated date is after 10/31/2024 (not inclusive) |
>= |
metadata.updatedDate >= “2024-10-31” |
Updated date is on or after 10/31/2024 (i.e., inclusive) |
| Wildcard * | hrid == “mobiusin*” |
Allows for wildcards in search terms Wild cards may be used either at the beginning or the ends of strings (“*982” or “mobiusin*”) |
The operators any and all require space characters before and after the operator: title all “semantic web”
The operators =, ==, <>, <, <=, >, >= do not require spaces, but do not object to them either:
hrid=="mobiusin*"
hrid == “mobiusin*”
This documentation will show these operators with and without spaces. Both will work.
Boolean operators are used to combine queries
| Operator | Definition | Sample Query | Result |
and |
Combines criteria to limit results | contributors all “Mary” and contributors all “John” |
Retrieves records with both the values ”Mary” and “John” in a contributor field |
or |
Combines criteria to expand results | contributors all “Mary” or contributors all “John” |
Retrieves records with the value ”Mary” in a contributor field plus records with the value “John” in a contributor field |
not |
Combines criteria to exclude data | contributors all “Mary” not contributors all “John” |
Retrieves records with the value “Mary” in a contributor field minus records with a value “John” in a contributor field |
To exclude a set of data from a query, you can use cql.allRecords=1 which retrieves all records in the database, combined with a not Boolean operator:
cql.allRecords=1 not contributors = "Smith"
(Retrieves all records in the database that do not have the value “Smith” in a contributor field.)
A defined value is one that is present, i.e., the field exists in the record and has a value. An empty value is a field that exists in the record, but has no value. An undefined value isn’t present at all.
For example, item notes are added to Item records. If there is no item note added, the Item Note field is undefined. If an item note has been added, but it has no content, it is defined, but empty.
In the FOLIO record display, empty and undefined fields may look the same for fields that are always present, such as the Series Statement field in Instance records.
cql.allRecords=1 can be used to identify records with undefined fields.
| Conditions | Sample Query | Instance Display |
| Field is defined | items.notes.note="" |
Item Note field is present in the record and has a value (which could be “blank” or something else) |
| Field is defined and not empty | item.notes.note="" not item.notes.note=="" |
Item Note field is present in the record and has a value other than “blank” |
| Field is defined and empty | item.notes.note=="" |
Item Note field is present in the record and has a “blank” value |
| Field is not defined | cql.allRecords=1 not item.notes.note="" |
Item Note field is not present in the record |
| Field is defined and not empty or not defined | cql.allRecords=1 not item.notes.note=="" |
Item Note field is either present in the record with a value other than “blank” or is not present in the record |
Nesting allows clarification of combined Boolean operators
Without nesting, the following query retrieves over 20 thousand records because the Boolean operators are being applied in order ("prarie" is misspelled on purpose).
title all “prarie” AND contributors all “Mary” OR contributors all “John”
By nesting the search terms, the following query correctly retrieves a single record.
title all “prarie” AND ( contributors all “Mary” OR contributors all “John” )
If you want to search for a given value or string over multiple fields in a given record type, you can use record type limits in your query.
| Query Term | Operator Type | Sample Query | Description |
cql.all |
full-text or term | cql.all all “semantic web” |
Matches instances that have given text in instance, item and holding field values |
cql.allItems |
full-text or term | cql.allItems all “book” |
Matches instances that have given text in item field values |
cql.allHoldings |
full-text or term | cql.allHoldings all “it001” |
Matches instances that have given text in holding field values |
cql.allInstances |
full-text or term | cql.allInstances any “1234567” |
Matches instances that have given text in instance field values |
| Field | Accordion | Query Term | Operators | Sample Query |
| Administrative Note | Administrative data | administrativeNotes |
full-text | administrativeNotes all “librarian note” |
| Alternative Title | Title data | alternativeTitles.alternativeTitle |
full-text | alternativeTitles.alternativeTitle all “semantic web” |
| Authority ID | n/a | authorityId |
term | authorityId == "81ae0f60-f2bc-450c-84c8-5a21096daed9" |
| Authority ID (Contributor) | n/a | contributors.authorityId |
term | authorityId == "81ae0f60-f2bc-450c-84c8-5a21096daed9" |
| Classification (Call #) | Classification | classifications.classificationNumber |
term | classifications.classificationNumber==“cl1” |
| Contributor | Contributor | contributors |
full-text | contributors all "John" |
| Contributor Type (Name) | Contributor | contributors.contributorTypeId |
term | contributors.contributorTypeId == "Author" |
| Created | Administrative data | metadata.createdDate |
term | metadata.createdDate > "2021-03-01” |
| Electronic Access (URI + Link Text + Materials Specified + Public Note) |
Electronic access | electronicAccess |
full-text | electronicAccess any "resource" |
| Format Term | Descriptive data | instanceFormatIds |
term | instanceFormatIds == "unmediated -- volume" |
| HRID | Administrative data | hrid |
term | hrid=="mobiusin*" |
| Index Title | Title data | indexTitle |
full-text | indexTitle all "semantic web" |
| ISBN | Identifier data (where Resource Identifier Type = ISBN) | isbn |
term | isbn="1234*" |
| ISSN | Identifier data (where Resource Identifier Type = ISSN) | issn |
term | issn="1234*" |
| Keyword (Resource Title + Alternative Title + Index Title + Series Statement + Resource Identifier + Contributor Name) |
Title data + Identifiers + Contributor | keyword |
full-text | keyword all "semantic web" |
| Language | Descriptive data | languages |
term | languages == "eng" |
| Link Text | Electronic access | electronicAccess.linkText |
full-text | electronicAccess.linkText = “Folio website” |
| Mode of Issuance | Administrative data | modeOfIssuanceId |
term | modeOfIssuanceId=="single unit" |
| Name | Contributor | contributors.name |
full-text | contributors.name all "John" |
| Name Type | Contributor | contributors.contributorNameTypeId |
full-text | contributors.contributorNameTypeId all "Personal name" |
| Nature of Content | Descriptive data | natureOfContentTermsIds |
term | natureOfContentTermIds=="journal" |
| Note | Instance notes | notes.note |
full-text | notes.note all "librarian note" |
| OCLC # | Identifier data (where Resource Identifier Type = OCLC) | oclc |
term | oclc="1234*" |
| Primary (Contributor) | Contributor | contributors.primary |
term | contributors.primary==truecontributors.primary==false |
| Public Note | Electronic access | electronicAccess.publicNote |
full-text | electronicAccess.publicNote="a rare book" |
| Public Note (where “Staff only” is not selected) |
Instance notes | publicNotes |
full-text | publicNotes all "public note" |
| Publisher | Descriptive data | publisher |
full-text | publisher all "Publisher of Ukraine" |
| Resource Identifier | Identifiers | identifers.value |
term | identifiers.value = "(OCoLC)*" |
| Resource Identifier Type | Identifiers | identifiers.identifierTypeId |
term | identifiers.identifierTypeId==”OCLC” |
| Resource Type | n/a | instanceTypeId |
term | instanceTypeId == "text" |
| Series Statement | Title data | series |
full-text | series all "series" |
| Source | Administrative data | source |
term | source=="MARC" |
| Staff suppress | Administrative data | staffSuppress |
term | staffSuppress==truestaffSuppress==false |
| Status (Instance) Term | Administrative data | statusId |
term | statusId == "Marked for deletion" |
| Subject Heading | Subjects | subjects |
full-text | subjects all "Chemistry" |
| Suppress From Discovery | Administrative data | discoverySuppress |
term | discoverySuppress==truediscoverySuppress==false |
| Tags | Term | instanceTags |
term | instanceTags=="important" |
| Title (Resource Title + Alternative Title + Index Title + Series Statement) |
Title data | title |
full-text | title all "semantic web" |
| Uniform Title | Title data | uniformTitle |
full-text | uniformTitle all "semantic web" |
| Updated | Administrative data | metadata.updatedDate |
term | metadata.updatedDate > "2020-12-12" |
| URI | Electronic access | electronicAccess.uri |
term | electronicAccess.uri=“http://folio.org*” |
| UUID | n/a | id |
term | id=="db2fdba3-1764-5354-9efb-ad2be1d6b404" |
| Field | Accordion | Query Term | Operators | Sample Query |
| Administrative Note | Administrative data | holdings.administrativeNotes |
full-text | holdings.administrativeNotes all "librarian note" |
| Call Number (Call Number Prefix + Call Number + Call Number Suffix) |
Location | holdingsFullCallNumbers |
term | holdingsFullCallNumbers="cn*434" |
| Call Number (normalized) |
Location | holdingsNormalizedCallNumbers |
term | holdingsNormalizedCallNumbers="cn434" |
| Created | Administrative data | holdings.metadata.createdDate |
term | metadata.createdDate > "2020-12-12" |
| Electronic Access (URI + Link Text + Materials Specified + Public Note) |
Electronic access | holdings.electronicAccess |
full-text | holdings.electronicAccess any "resource" |
| Holdings Identifiers (UUID + HRID + Former Identifier) |
Administrative data | holdingsIdentifiers |
term | holdingsIdentifiers == "ho00000000006" |
| Holdings Notes | Holdings Notes | holdings.notes.note |
full-text | holdings.notes.note all "librarian note" |
| Holdings Public Notes | Holdings Notes, where the Staff Only box is unchecked | holdingsPublicNotes |
full-text | holdingsPublicNotes all "public note" |
| Holdings Type | Administrative data | holdings.holdingsTypeId |
term | holdings.holdingsTypeId=="Physical" |
| Holdings Type ID | n/a | holdingsTypeId |
term | holdingsTypeId=="3*" |
| HRID | Administrative data | holdings.hrid |
term | holdings.hrid==”atsuho*" |
| Link Text | Electronic access | holdings.electronicAccess.linkText |
full-text | holdings.electronicAccess.linkText="Folio website" |
| Permanent Location | Location | holdings.permanentLocationId |
term | holdings.permanentLocationId=="CCIS General Stacks" |
| Public Note | Electronic access | holdings.electronicAccess.publicNote |
full-text | holdings.electronicAccess.publicNote="a rare book" |
| Source | Administrative data | holdings.sourceId |
term | holdings.sourceId=="FOLIO" |
| Statistical Code ID (NOT the code type and NOT the code) |
n/a | holdings.statisticalCodeIds |
term | holdings.statisticalCodeIds=="123765" |
| Suppress from Discovery | Administrative data | holdings.discoverySuppress |
term |
|
| Tags | n/a | holdingsTags |
term | holdingsTags=="important" |
| Updated | Administrative data | holdings.metadata.updatedDate |
term | metadata.updatedDate > "2020-12-12" |
| URI | Electronic access | holdings.electronicAccess.uri |
term | holdings.electronicAccess.uri="http://folio.org*" |
| UUID | n/a | holdings.id |
term | holdings.id=="db2fdba3-1764-5354-9efb-ad2be1d6b404" |
| Field | Accordion | Query Term | Operators | Sample Query |
| Administrative Note | Administrative data |
|
full-text |
|
| Barcode | Administrative data | item.barcode |
term |
|
| Call Number, Full (Call Number Prefix + Call Number + Call Number Suffix) |
Item data |
|
term |
|
| Call Number, Normalized | Item data |
|
term |
|
| Call Number Type (Supported values: “lc”, “dewey”, “nlm”, “sudoc”, “local”, “other”) |
Item data | callNumberType |
term | callNumberType = "lc" |
| Circulation Note | Loan and availability | item.circulationNotes.note |
full-text | item.circulationNotes.note all "circulation note" |
| Effective Location ID* | n/a |
|
term |
|
| Created | Administrative data |
|
term |
|
| Electronic Access (URI + Link Text + Materials Specified + Public Note) |
Electronic access |
|
full-text | item.electronicAccess any "resource" |
| HRID | Administrative data | item.hrid |
term | item.hrid=="atsuit*" |
| Link Text | Electronic access |
|
full-text | item.electronicAccess.linkText="Folio website" |
| Identifiers (UUID + HRID + Former Identifier + Accession Number + Item Identifier) |
Administrative data | itemIdentifiers |
term | itemIdentifiers all "i*:bridges" |
| Material Type** (Material Type ID, not the actual code value) |
Item data |
|
term |
|
| Note (Item Note + Check In/Check Out Note) |
Item notes + Loan and availability | item.notes.note |
full-text | item.notes.note all "librarian note" |
| Public Note | Electronic access |
|
full-text | item.electronicAccess.publicNote="a rare book" |
| Public Note (Item Note (Staff Only unchecked) + Check In/Check Out Note) |
Item notes + Loan and availability | itemPublicNotes |
full-text | itemPublicNotes all "public note" |
| Shelving Order | Item data |
|
term |
|
| Status | Loan and availability | item.status.name |
term |
|
| Suppress from Discovery | Administrative data |
|
term |
|
| Tags | n/a | itemTags |
term | itemTags="important" |
| Updated | Administrative data |
|
term |
|
| URI | Electronic access |
|
term |
|
| UUID | n/a | item.id |
term |
|
* To obtain the Effective Location ID, in Inventory, limit an empty search to the Location in question, then click Actions, then “Save instances CQL query”.
** To obtain the Material Type ID, in Inventory, limit an empty search to the Material Type in question, then click Actions, then “Save instances CQL query”.
| Field | Accordion | Query Term | Operators | Sample Query |
| Administrative Note | Administrative data | item. administrative Notes |
full-text | item.administrative Notes all "librarian note" |
| Barcode | Administrative data | item.barcode | term | item.barcode== " 39835000386924" |
| Call Number, Full (Call Number Prefix + Call Number + Call Number Suffix) |
Item data | itemFullCall Numbers |
term | itemFullCallNumbers= "cn*434" |
| Call Number, Normalized | Item data | itemNormalized CallNumbers |
term | itemNormalizedCall Numbers="cn434" |
| Call Number Type (Supported values: “lc”, “dewey”, “nlm”, “sudoc”, “local”, “other”) |
Item data | callNumberType | term | callNumberType = "lc" |
| Circulation Note | Loan and availability | item.circulationNotes.note | full-text | item.circulationNotes.note all "circulation note" |
| Effective Location ID | n/a | item. effectiveLocation Id |
term | item.effective LocationId=="be64699e-10fe-48e1-8ca3-4c5785cdbf22" |
| Created | Administrative data | item.metadata. createdDate |
term | item.metadata. createdDate > "2020-12-12" |
| Electronic Access (URI + Link Text + Materials Specified + Public Note) |
Electronic access | item.electronic Access |
full-text | item.electronicAccess any "resource" |
| HRID | Administrative data | item.hrid | term | item.hrid=="atsuit*" |
| Link Text | Electronic access | item. electronicAccess. linkText |
full-text | item.electronicAccess.linkText="Folio website" |
| Identifiers (UUID + HRID + Former Identifier + Accession Number + Item Identifier) |
Administrative data | itemIdentifiers | term | itemIdentifiers all "i*:bridges" |
| Material Type | Item data | item.materialType Id |
term | item.materialTypeId= "430d7452-9f83-4fe6-9cf0-b6abf0cdfac6" |
| Note (Item Note + Check In/Check Out Note) |
Item notes + Loan and availability | item.notes.note | full-text | item.notes.note all "librarian note" |
| Public Note | Electronic access | item.electronic Access.publicNote |
full-text | item.electronicAccess.publicNote="a rare book" |
| Public Note (Item Note (Staff Only unchecked) + Check In/Check Out Note) |
Item notes + Loan and availability | itemPublicNotes | full-text | itemPublicNotes all "public note" |
| Shelving Order | Item data | item.effective ShelvingOrder |
term | item.effectiveShelving Order="A 12" |
| Status | Loan and availability | item.status.name | term | item.status.name== "Withdrawn" |
| Suppress from Discovery | Administrative data | item.discovery Suppress |
term | item.discovery Suppress=true item.discovery Suppress=false |
| Tags | n/a | itemTags | term | itemTags="important" |
| Updated | Administrative data | item.metadata. updatedDate |
term | item.metadata. updatedDate > "2020-12-12" |
| URI | Electronic access | item.electronic Access.uri |
term | item.electronic Access.uri= "http://folio.org*" |
| UUID | n/a | item.id | term | item.id== "db2fdba3-1764-5354-9efb-ad2be1d6b404" |