The Entry Editor > Finding Entries & Retrieving Batches

Here you will learn how to bring data into the Entry Editor in order to begin the editing process. As you will have learned from the description of the DPS Workflow, the data is held in the Repository, so it needs to be loaded into the Entry Editor before you can begin working on it.

In this section you will learn about the four ways of finding entries to load into the Entry Editor:

►	Retrieve batches of entries that have been allocated to you by your project manager.

►	Search for entries from within the Entry Editor.

►	Using the Quick Edit function on the DPS website which brings you into the Entry Editor.

►	Using the Edit Section function on the DPS website which brings you into the Entry Editor.

►	Important Note about 'Not in Batch'.

Once you have found the data you wish to load, using the above techniques, you can Download the Entries.

Retrieving a Batch

The drop-down list immediately below the 'Navigation Panel' title contains the batches that have been allocated to you. When you choose a batch from this list, all the entries in that batch are displayed in the Navigation panel.

The list of batches allocated to you and the lists of entries that compose each batch are not updated automatically. To update them, you need to access your batches using the Entry Editor Home Page.

Searching for Entries

To search for entries, enter the headword you wish to search for in the 'Search' text box and click the 'OK' button:

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Searches are not case sensitive. You can use the * wildcard character with its usual meaning:

•	ab* will find all Headwords beginning with 'ab'.

•	*ab will find all Headwords ending with 'ab'.

•	ab*t will find all Headwords beginning with 'ab' and ending with 't'.

•	abdn* will find all Headwords starting with 'ab' followed by a 'd' and an 'n' (in that order) somewhere within the headword: abdication, abdominal, abduction, abundance, etc. Note that in this example the 'n' can be the last character in the headword.

You can also search for entries in named groups or tags:

•	group: will find all entries in the group called.

•	tag: will find all entries in the tag called.

If you think this syntax looks familiar, you are correct: it is exactly the same as that used by a Headword Search on the DPS Website.

Search results are displayed below the Search text box. To keep entries found by searching distinct from those allocated to you in batches, they are placed in a special batch called 'Not in Batch'.

Once you have completed your search you can Download the Entries in to the Entry Editor.

Opening Entries Through the DPS Website

The two functions described below are DPS Website functions, however they will both automatically launch the Entry Editor application for you to view/edit your entries.

'Quick Edit' Function

When you use the 'Quick Edit' function within the DPS Website your selection of entries will be loaded into a new Entry Editor window. You do not need to launch the Entry Editor yourself, the DPS will do this automatically.

Once opened in the Entry Editor, your entries will be allocated to the 'Not in Batch' category indicating that they are not part of a Batch. For full instructions on using the Quick Edit function see Editing Whole Entries Using 'Quick Edit'.

Using the 'Edit Section' Function

When you use the 'Edit Section' function within the DPS Website's WYSIWYG screen your selected entry will be loaded into a new Entry Editor window. You do not need to launch the Entry Editor yourself, the DPS will do this automatically.

Once opened in the Entry Editor, your entry will be allocated to the 'Not in Batch' category indicating that it is not part of a Batch. For full instructions on using the Edit Section function see Editing Part of an Entry.

Downloading Entries

When you have completed a Search for Entries in the Navigation Panel, you can load any or all of them into the Entry Editor. To do this:

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1)	Select the Entries you wish to load. You can do this either with a mouse click or by clicking the 'Select all' button.

Tip: to select multiple entries, hold down the 'Ctrl' key on your keyboard as you click each entry. To select a range of entries, click on one end of the range then hold down the 'Shift' key on your keyboard as you click on the other end.

Click on the 'Download' button. This transfers the selected entries from the DPS server to your computer and loads them into the Entry Editor. Once entries have been loaded, they remain loaded between Entry Editor sessions until you Upload or Unload (Lose Edits) them. See Uploading & Submitting Entries.

Tip: A handy shortcut to load a single entry is to double-click on the headword.

Note: if you wish to load entries found using a Search for entries (rather than by retrieving batches) the 'Not in Batch' label must be displayed in the batch drop-down list. 'Not in Batch' entries that have been downloaded are displayed above the Search text box.

Important Note re: 'Not in Batch'

Entries that are not part of a Batch will display under the category 'not in batch'. It is very important to note that 'not in batch' entries are for reference only, therefore any compilation or editing done on an entry will not be recorded in the project.

There's another item in the drop down lixst called 'Imported entries' - it is for advanced users and described here