Use the bibliographic save file

Transcript

1 OCLC Connexion Browser Guides Use the Bibliographic Save File Last updated: May 2014 OCLC 6565 Kilgour Place Dublin, OH 43017-3395

2 Revision History Section title Description of changes Date he diacritics window. Shortcut key is May 2014 Updated text on how to open t All no longer available. Updated content on file aging. Records in the saved file are no longer purged from the saved file. Only locked tion date. After the expiration master records have a 14-day expira date, the master records are retained in the save file. tionality for actions on saved Revised to reflect enhanced func August 2004 3. View and use records: export and label creation. save file results 5. Show flagged SF Revised to reflect enhanced func tionality for actions on flagged records: export and label creation. records; 7. Export flagged records June 2006 Minor clarification on save file record aging. 1. Use save file November 2005 2. Search save f ile Added list of stopwords for searching the bibliographic save file. Updated to remove the for records retrieved specific Source status May 2006 1. Use save file; 2. All PICA GGC records are now from the PICA GGC database. Search save file; 4. loaded into WorldCat. Use record status; 5. Show flagged records; 6. Set status for multiple records December 2006 1. Use save file; 3. Updated to add information about display of saved records that contain non-Latin scripts. Save file search results All Removed references to pathfinder. September 2012 © 2014 OCLC, Inc. 6565 Kilgour Place Dublin, OH 43017-3395 USA The following OCLC product, service and business names are tr ademarks or service marks of OCLC, Inc.: CatExpress, Connexion, DDC, Dewey, Dewey Decimal Classification, OCLC, WorldCat, WorldC at Resource Sharing and “The world’s libraries. Connected.” In addition, the WorldCat symbol and OCLC symbol are service marks of OCLC. Third- party product and service names are trade- photocopy this publication as needed. marks or service marks of their respec tive owners. OCLC grants permission to page 2 of 53

3 Table of Contents 1 Use bibliographic save file About the bibliographic save file, 5 Save a bibliographic record, 7 Statuses for saved bibliographic records: overview, 7 Supply default My Status for saved records, 9 System-assigned save file record numbers, 10 Non-Latin script records in the Connexion browser, 10 Record in use message for saved record, 10 Resave after final action to keep record in save file, 10 Actions on saved bibliographic records, 11 2 Search the bibliographic save file Find all saved records, 14 Find saved records by status, 14 Reviewer: View records for review, 15 Notes on status searching, 16 Show saved records by status, 17 Find specific saved records, 18 Stopwords, 19 Search history: view and use previous searches, 19 Save file indexes, 20 Delayed indexing for newly saved records, 22 Include variant terms: truncation and wildcards, 22 Combine terms in one index, 23 Search for singular or plural, 23 Search with diacritics or special characters, 23 Combine terms in multiple indexes, 24 Statuses for saved bibliographic records: overview, 24 3 View and use bibliographic save file search results Results display, 27 Query display, 27 Sort save file results (500 or fewer records), 28 Check expiration dates of saved records, 28 Check save file numbers (slot numbers) of saved records, 28 Check statuses of saved records, 28 Edit or display full record, 29 Non-Latin script records in the Connexion browser, 29 Show or hide record viewing buttons, 29 Move through list (View List and View Record jump bar), 29 Move between records (View Record jump bar), 30 WorldCat quick search from record view, 30 Flag saved bibliographic records, 30 Unflag saved bibliographic records, 31 Print screens of save file results list, 31 page 3 of 53

4 Use the Bibliographic Save File Actions on saved bibliographic records, 31 4 Use record status (bibliographic records) Statuses for saved bibliographic records: overview, 35 Supply default My Status for saved records, 36 Source status categories defined, 37 Find saved records by status, 37 Notes on status searching, 39 Show saved records by status, 40 Change status for multiple saved records, 40 5 Show Flagged SF Records screen Use Flagged SF Records screen, 42 Use list of flagged records, 42 Actions on brief entry, 43 Show or hide record viewing buttons, 43 Move between records (View Record jump bar), 43 Actions on saved bibliographic records, 44 No flagged records in the bibliographic save file, 47 6 Set status for multiple saved records About the Set Status screen, 48 Use this screen, 48 Statuses for saved bibliographic records: overview, 48 7 Export flagged bibliographic records About the flagged record export screen, 51 Use this screen, 51 Export formats for bibliographic records, 52 Caution: Exporting flagged records, 52 page 4 of 53

5 Use the Bibliographic Save File 1 Use bibliogr aphic save file The bibliographic save file is a working storage area for use when completing About the  bibliographic save file new bibliographic records or modify ing existing records from WorldCat.  able to users from that library only. Each library’s saved records are avail  A library can store up to 9,999 records in the bibliographic save file. The system prevents you from saving a record that would exceed the limit.  When saved, each record is assign ed a sequential number. The first number assigned is 1. Locked master record unlocked when expired. A locked master record is  unlocked automatically after 14 days if you do not resave the record before the 14 day limit. To maintain the lock you need to resave the record before the lock expires. If the lock on the master record expires, then the record is retained in the save file. After this time, you will have to go back to the WorldCat master record and lock it again. The changes that you made previously are stored in the save file; however, you will need to transfer this information to the new version of the locked master record.  Check expiration dates. In each brief entry on a save file results list, or in the header in a full record, check the locked master record Lock expires in __ . The number of days (shown in red type) is updated daily. days  field in a brief entry Modified: The last modified date in the record (shown in the on a results list) is the beginning of the current 14-day window.  To reset the counter, retrieve the locked master record from the save file and save it again. Or flag the locked master records you want to resave and then Reset Expiration action on the Show Flagged SF Records screen. take the Resaving a master record also extends the long-term lock on the record in  WorldCat. Changing the status of multiple saved records does not reset the expiration counter for the records.  New records generated by the multiple-record creation function are added to the save file with the status Extracted .  New records created singly (by extracting, deriving, or completing a blank workform) are not automatically added to the save file. If you do not plan to complete the record and add it to WorldCat during your current session, use the Save Record action to store the record in the save file.  Imported records are added to the save file and assigned the status Imported . :  You can save an existing bibliographic record page 5 of 53

6 Use the Bibliographic Save File While editing the master record. The system places a long-term lock (14 — days) on the master record in WorldCat and adds a working copy of the record to the save file. Other users can retrieve and display the record or edit the record locally. No other user can change the master record until you replace it with the edited copy or release the lock ( Cancel Changes action). — While editing the record locally. The master record is not locked, so other users can lock it and modify it. The sy stem places a working copy of the record in the save file. You cannot use the saved (locally edited) record to modify the master record unless you lock and replace the master record. When you lock the master record, you lose changes made while editing locally (unlocked). You can export a record saved while in local edit mode. export  You can if the record has an OCLC a record from the save file only record number. You cannot export a new record from the save file; you must add the record to  WorldCat before you can export it. Save a bibliographic record Action 1 Retrieve an existing bibliographic record in display mode or edit mode. Or Create a new record by extracting, by der iving, or by completing a workform. 2 Open the Action list and click Save Record . and to select a workflow status. The system asks you to confirm the action page 6 of 53

7 Use the Bibliographic Save File Action 3 Select a workflow status appropriate for the record's position in your cataloging workflow. you want to assign to this record. Open the status list and click the status er in the My Status text box. If desired, enter a note or identifi In-process Default workflow status: Yes to add the record 4 Click to the save file. the record (display mode) with the The system saves the record and redisplays em assigns the appropriate source status to the save file number. The syst record. When you save a locked master record, The system Locked master record. master record in WorldCat. Other users places a long-term (14-day) lock on the can retrieve a copy from WorldCat, but cannot change the master record. Or Click No to cancel saving the record. The system redisplays the record in the mode you were using. Statuses for saved Status values stored in saved records only. bibliographic records: overview  Values for all types of record status are stored with the working copy of a record in the bibliographic save file. They are not retained in the master record. you in managing and processing records  Record statuses exist only to assist you are using for cataloging. Displayed in Status Purpose Values Actions: Bibliographic records Show actions taken Action Delete Holdings retrieved from on record. (Supplied Export WorldCat (edit Show record is and Label mode). marked for an action updated Produce Bibliographic records Ready ( value for by Update Holdings retrieved from the Export or Label system) Validate bibliographic save file status). Marked for Export (edit mode or display Show outcome of or Label: mode). each action. R (Ready) Brief entries in Outcomes: bibliographic save file C (Completed) search results. F (Failed) page 7 of 53

8 Use the Bibliographic Save File Values Displayed in Purpose Status Derived Bibliographic records Source Show the origin of a Extracted retrieved from the (Supplied record in the Imported bibliographic save file by bibliographic save Workform (edit mode or display system) file. OCLC mode). Supplied by the Brief entries in system when you bibliographic save file save a record or search results. when a system function (such as import or multiple record creation) adds a record to the save file. New Bibliographic records Show a record’s Workflow In process retrieved from the position in the (Selected In review bibliographic save file cataloging workflow. by user Completed (edit mode or display Let users assign from mode). workflow status when system- Brief entries in saving a record. supplied bibliographic save file Let users change list) search results. workflow status while editing a record or by flagging a group of records. Master Record In bibliographic Let users retrieve Lock Locked record, under OCLC only locked master status Master Record Not number in record records from save Locked header file. Search Save File screen, as a check box at the bottom of the search entry form. Show By Status screen, as a Lock Status category and check box page 8 of 53

9 Use the Bibliographic Save File Values Displayed in Purpose Status Submitted Bibliographic record Review Indicate that a record retrieved from the Status is available for review file. review. Brief entries in Let reviewer retrieve bibliographic save file records for review. search results. Let reviewee retrieve Brief entries in review all submitted records. file results show owning and reviewing institutions. Search Save File screen, as a check box at the bottom of the search entry form. Show By Status screen, as a Review Status category and check box User-defined Bibliographic records Let users assign and My Status Free text, up to 40 retrieved from the change a custom (Defined characters bibliographic save file by user) status as needed for (edit mode or display management of mode). saved records. Brief entries in Let users supply My bibliographic save file Status text when search results. saving a record. Let users change My Status text while editing a record or by flagging a group of records.  On the Cataloging Options screen, you can enter default text for My Status. Supply default My Status for saved  The default text appears in the My Status box when you save a record. records  You can delete or edit the default text as needed. page 9 of 53

10 Use the Bibliographic Save File System-assigned save  When anyone at your library saves a bibliographic record, the system assigns it file record numbers the first available bibliographic save file record number, including any numbers vacated by deleted records. If you take a final action on a save file record, the system automatically deletes it from the save file, and its number is free to be assigned to another record. If you resave your record after another record has been saved, save file record numbers can shift and records may be numbered out of sequence. Examples:  — You edit a record and take an Update Holdings action, which deletes the record from the save file. Before you resave the record, another cataloger at your library saves a record that takes your previous record number. Now if you resave, the record gets a different save file number. — You may have 123 records in the save file, but when you save the current record, it is not assigned the next sequential number, 124. Instead, it is assigned the first available number, 78, which was previously assigned to a record that is now deleted. Non-Latin script  WorldCat records . Non-Latin script data in a WorldCat record does not display records in the when you open the record using the Connexion browser. "Non-Latin script Connexion browser suppressed" displays in the upper right of the record. You cannot lock or replace these records.  Online save file records. If you save a record containing non-Latin scripts to the online bibliographic save file usi ng the Connexion client and then open the record in the Connexion browser: — The record opens in display mode only with a warning at the top: This record contains non-Latin script data and c annot be edited using this interface. You cannot edit or take final actions on the record. — All non-Latin script data is displayed in 880 fields at the end of the record. — You can view the record, print it, or copy and paste data from it. — You cannot flag records containing non-Latin scripts.  can edit a saved record. Others who try to edit the Record in use Only one user at a time message for saved same record receive a message informing them that the record is already in record use.  Resave the record to allow others to use it. If you are editing a saved record, but another user needs to modify the record, resave the record. Taking the Save Record action preserves changes you made and ends your editing session. Another user can retrieve and edit the resaved record. Resave after final  The system automatically deletes both workforms and existing records from the action to keep record save file after you take the following actions Update Holdings, Produce and in save file Update Holdings, Alternate Produce and U pdate, Lock Master Record, Replace Record, Replace and Update Holdings  To keep a record in the save file after you take these actions, resave the record when the system confirms that the action is successful.  Exported records not deleted. The system does not delete a record after Export. page 10 of 53

11 Use the Bibliographic Save File Actions on saved Note: Actions on more than 100 records bibliographic records  Export, create labels, save, delete, apply constant data, or change status. Connexion can process more than 100 records for these actions. After processing 100 records, the system as ks you to confirm that you want to continue. How to Action Apply Default 1. Retrieve and flag saved records to which you want to apply default constant data. Constant Data to Flagged Records 2. (Optional) To list flagged records not in the current results set, on the Cataloging tab, under Show, click Flagged SF Records . 3. On the save file results screen or on the Flagged SF Apply Records screen, open the Action/Sort list and click Default CD to Flagged Records . The system adds the default constant data.  MARC constant data fields applied. Depending on the option you select for MARC Fields to Apply , the system adds the entire record, the fixe d field only, or the variable fields only.  Dublin Core elements in constant data are added to the bibliographic record; constant data elements do not replace corresponding elements in the bibliographic record. Edit the resulting record to combine or delete unwanted repeated elements.  The system does not check No format mismatch warning. you apply default CD to for MARC format mismatch when flagged records. desired, you can indicate the My Status to indicate format. If MARC format in the My Status text in a saved record. Retrieve a saved record. Resave locked On the Action list, click Save Record . master record Click Yes to save the record. (with or without The system resets the 14-day expiration counter and extends modifying) the long-term lock in WorldCat. Retrieve and flag locked master records you want to resave to Resave (reset reset the expiration dates. expiration dates To list flagged records not in the current results set, (Optional) for) multiple Flagged SF on the Cataloging tab, under Show, click locked master . Records records On the save file results screen or on the Flagged SF Records screen, open the Action/Sort list and click Save Flagged Records . The system changes the expiration date for each flagged record to 14 days. Delete record Retrieve a saved record you want to delete. . from save file On the Action list, click Delete Save File Record page 11 of 53

12 Use the Bibliographic Save File How to Action Retrieve and flag saved records you want to delete. Delete multiple To list flagged records not in the current results set, saved records (Optional) Flagged SF on the Cataloging tab, under Show, click Records . On the save file results screen or on the Flagged SF Records screen, open the Action/Sort list and click Delete Flagged . Records Click to confirm that you want to delete the flagged OK records. The system removes the flagged records from the bibliographic save file. The master records remain in WorldCat. The system releases the long-term locks (in WorldCat) on master records associated with the deleted save file records. Retrieve and flag saved records for which you want to change Change status the status. on multiple (Optional) To list flagged records not in the current results set, saved records on the Cataloging tab, under Show, click Flagged SF (workflow status Records . and/or My On the save file results screen or on the Flagged SF Records Status) screen, open the Action/Sort list and click Change Flagged Record Status . select the check box(es) for Set At the Set Status To screen, Workflow Status to or or both options. Set My Status to Open the Set Workflow Status to: list and click the appropriate status. Available workflow statuses: New, In Process, In Review, Complete. x, type the new My Status value In the Set My Status to: text bo for the flagged records. Click OK to change the records’ statuses as specified. Edit saved Save file results list record Click the hyperlinked entry number of the record you want to edit. Locked record in display mode On the Edit list, click Edit Record . Unlocked record in display mode On the Action list, click Lock Master Record or on the Edit list, Edit Record click . Export saved Retrieve a saved record that has an OCLC control number. On the Action list, click Export Record in MARC record xport or E or Export Record in DC RDF . Record in DC HTML Current edit view (MARC or Dublin Core) determines the available export format(s). page 12 of 53

13 Use the Bibliographic Save File How to Action 1. Retrieve and flag a group of saved records that you want to Export multiple saved records export. The records must have OCLC control numbers. To list flagged records not in the current results 2. (Optional) set, on the Cataloging tab, under Show, click Flagged SF Records . 3. On the save file results screen or on the Flagged SF Records screen, open the Action/Sort list and click Export Flagged Records . Default format set  If you set a default export format in Cataloging Options (General tab, Preferences), the system exports records immediately in the specified format. No default export format export format, the system  If you did not set a default displays the Export Flagged Records screen, where you select the export format. screen, click th e button for  At the Export Flagged Records or DC or MARC the export format you want: DC HTML . RDF The system exports flagged records in the format you  select. Create label file Retrieve and flag a group of saved records for which you want for multiple to create labels. The reco rds must have call numbers. (Optional) saved records To list flagged records not in the current results set, on the Cataloging tab, under Show, click Flagged SF Records . On the save file results screen or on the Flagged SF Records screen, open the Action/Sort list and click Create Labels for Flagged Records . . At the Create Label File screen, click OK Results The system creates an appendable label file (or adds labels to an existing file) on the Connexion server. Import the label file to the OCLC Cataloging Label Program to process and print the labels. Flag record Save file results list Click the open box in front of the title of the record. Or open the Flag All on Page or Flag All Action/Sort list and click . Records Retrieved Full record On the Action list, click Flag Record . Unflag record Save file results list Click the check mark in front of the title of the flagged record. Clear Flags on Page or Or open the Action/Sort list and click . Clear All flags Full record On the Action list, click UnFlag Record . page 13 of 53

14 Use the Bibliographic Save File 2 Search the bibliographic save file Find all saved records Action . Save File 1 On the Cataloging tab, under Search Options, click Or Press . The Search Save File screen appears. 2 In the search form, leav e all text boxes empty. 3 Click or press . Search  Use status criteria only or combine them with search terms. Find saved records by status  Use the boxes in the lower area of the search form to specify values for workflow status, action status, and/or source status.  Use the to search for text you have entered in the My Status My Status index fields of saved records.  Select the check box to retrieve records submitted by Submitted for Review your institution for review by other institutions. check box to retrieve only locked master Master Record Locked Select the  records. Action 1 On the Cataloging tab, under Search Options, click Save File . Or Press . The Search Save File screen appears. Specify action, workflow, and/or source status 2 lect a value for each type of status you In the lower area of the search form, se want to specify. Open the list to the right of the status type and click the value you want. Multiple status criteria You can specify a value for one, two, or all three status types.  Combining status criteria with AND (t he default operator) specifies that retrieved records must have all selected status values.  Combining status criteria with OR specifies that retrieved records must have at least one of the selected status values. 3 Retrieve records submitted for review Select the Submitted for Review check box to retrieve records submitted by your institution for review by other institutions. page 14 of 53

15 Use the Bibliographic Save File Action Limit results to locked master records 4 cords only, at the bottom of the search form, select To retrieve locked master re Master Record Locked check box. the You can use the Master Record Locked limit without other search criteria to  retrieve all your lo cked master records.  Combine the Master Record Locked limit with search terms or other status values to retrieve lo cked records that also match other criteria. 5 Specify value for My Status Type the My Status text you want in on e of the boxes in the upper area of the search form. Select the My Status index from the lis t to the right of the box in which you enter the term. Multiple My Status values You can retrieve records with either of two My Status values. Type the two terms in separate text boxes and select the My Status index for both terms. Then change the operator to OR; use the list of operators at the left end of the box in which you enter the second term. 6 Check the status specifications for errors. Clear search . Clear Search  To clear the text boxes and specified status values, click  st index you selected. Index lists retain the la  Operator lists retain the last operator you selected.  Check boxes below the search form retain their settings (selected or cleared). 7 Click Search or press . The system displays a list of records in yo ur library’s save file with the specified status (es). Retain search Retain Search  To preserve status values you specified, select the check box. default setting  If Retain Search is not selected (the ), the system clears the status values. Index lists always retain the last index you selected. Lists of Boolean operators always retain the last operator you selected. Check eir last settings. boxes always retain th Reviewer: View records for review Action 1 On the Cataloging tab, under Search Options, click Save File . page 15 of 53

16 Use the Bibliographic Save File Action e Review File area, type 1 or more On the Search Save File screen, in th 2 OCLC institution symbol(s) in the text box. Or To retrieve all records available for your review, leave the text box empty. Click 3 or press . Search Result rds available for review by the institutions whose The system retrieves all reco symbols you specified. trieves records for bols, the system re If you did not specify any institution sym which your institution is designated as a reviewer. Note: Functions for reviewers can Reviewers  View a submitted record in display mode (read only). Change the record view by selecting from the View list.  cannot Reviewers  Edit records.  Flag records.  Take any other action. Reviewee can act on a record while a reviewer views the record Note:  While you are reviewing a record, the reviewee (submitte r) has full access to that record. The rd or delete it from the save  reviewee can recall a submitted reco file at any time. Your view of the record remains open, but the recalled or deleted record is not retrieved when you re-search the Review File.  The reviewee can edit the record while you are viewing it. To view the revised record, return to the Review File results screen and reopen the record. You need not repeat the search.  narrows Notes on status the search: retrieved records must Combining status criteria with AND searching contain all specified status values. types. Use two or three of the status — You can AND status values of different boxes on the search form to search for records with a specific action status, us. For example, you could specify workflow status, and/or source stat Action: Validate Workflow: New AND Source: Extracted AND . Completed — You can AND action status values to search for records on which you have in 2 or 3 list boxes and then Action Status taken multiple actions. Select select the specific value for each. — You retrieve no records if you try to AND multiple values for the same action AND Export Failed category (such as ). A record can Export Completed have only one value for each action. — You retrieve no records if you try to AND multiple values for workflow status ). A record can have only or source status (such as Extracted AND Derived one value for each of these status types. page 16 of 53

17 Use the Bibliographic Save File  broadens the search. Retrieved records can Combining status criteria with OR contain any of the specified status values. — You can search for records with at least one of 2 or 3 possible values for example, you could specify Workflow: New OR different status types. For Source: Extracted Action: Export Completed . OR — You can OR 2 or 3 possible values for the same status type. Select the same status type in 2 or 3 list boxes, select OR as the operator, and then select the status values. For example, you could specify Source: Extracted OR Source: Imported .  Master Record Locked status is always ANDed with any other search criteria, limiting results to locked records that also match other specified terms, statuses, etc. Show saved records  Retrieve records with a specific action, source, or workflow status. by status  Select multiple status types and values to retrieve records that have any one or more of the specified statuses.  The Show By Status function does not let you specify Not used for My Status. a value for My Status. To find records with specific text in the My Status field, search the bibliographic save file and select the My Status index. Under Lock Status, select the check box to retrieve all  Master Record Locked locked master records. If you specify other statuses, the system retrieves records that satisfy at least one of the status criteria. Results may include records that are not locked but that have another specified status value. Action 1 On the Cataloging tab, under Show Options, click By Status . The system displays the Status List screen for your library. 2 Under Show Save File , select the check box(es) fo r the status categories of the records you want to retrieve. ia combined with OR Multiple status criter You can select multiple values for each type of status. The system treats multiple status categories as search terms combined with Boolean OR operators. That is, retrieved records must have at least one of the specified statuses, but need not match more than one of the criteria. 3 Click Show Records . The system displays a list of records in yo ur library’s save file with any of the specified status. page 17 of 53

18 Use the Bibliographic Save File Find specific saved records Action Save File . 1 On the Cataloging tab, under Search Options, click Or Press . The Search Save File screen appears. specify the record(s) you want to retrieve. 2 Construct a search to  Type search term(s) in 1 or more boxes in the form.For each term, select the index to search from the list to the right of the box in which you enter the term. Open the list and then click the index you want to use.  To search for 2 or more terms in the same index, type the terms in 1 text box and select an index. Spaces between words are treated as operators; and you can also combine terms with or and/or exclude terms with not .  To search for 2 terms in different indexes, type each te rm in a separate text box and select the index to search for each term. Select the Boolean operator with which to co mbine the term(s). Use the list of operators at the left end of the box in which you enter the second term. Specify status criteria 3 (Optional)  Open the list of Select workflow status, action status, source status. values to the right of the status catego ry. Click the status value you want to use.  Supply My Status text. In one of the text boxes at the top of the search ou want to search for. Select My Status from form, type the My Status text y the list to the right of the box in which you enter the term. Open the list and then click the index you want to use. You can specify one or more status(es) as your only search criteria or combine a status limit with other search terms. 4 Retrieve records submitted for review Select the Submitted for Review check box to retrieve records submitted by your institution for review by other institutions. Limit results to locked master records 5 To retrieve locked master re cords only, at the bottom of the search form, select the Master Record Locked check box.  You can use the Master Record Locked limit without other search criteria to retrieve all your lo cked master records.  Combine the Master Record Locked limit with search terms or other status cked records that also match other criteria. values to retrieve lo page 18 of 53

19 Use the Bibliographic Save File Action 6 Check the search form for errors in the terms, index selections, or operators. Clear search . Clear Search To clear the text boxes and specified status values, click   st index you selected. Index lists retain the la Operator lists retain the last operator you selected.  Check boxes below the search form retain their settings (selected or  cleared). 7 When finished constructing the search, click or press . Search Retain Search  To preserve keywords you typed in th e text boxes and status values you specified, select the Retain Search check box.  ), the system clears the default setting is not selected (the Retain Search If text boxes and status values. Index lists always retain the last index you selected. Lists of Boolean operators always retain the last operator you retain their last settings. selected. Check boxes always Stopwords Omit the following words from a save file search. If you include them, the system removes them before processing the query. If a query contains only stopwords, no records are retrieved. Stopword list: a an and are as at be by for from in is of on or that the to with http www Search history: view  Use the Search History window to and use previous — View your previous 10 save file searches. searches — Repeat a previous search. — Revise a previous search.  Previous searches are associated with your authorization number and are retained between Connexion sessions. The search history is not cleared when you log off. Search History function How to use Open Search History window At th e Search Save File screen,  or press <=>. Click Search History List of previous searches For ea ch listed search, the window shows Search type: Bibliographic Save File.   Timestamp: date and time the search was performed.  Search criteria: all search elements, including terms, indexes, and specified status values. Repeat a previous search  Click Repeat . Connexion immediately performs the selected search. Revise a previous search  Click Revise . Results  Connexion displays th e Search Save File screen. The selected search is ready for revision. page 19 of 53

20 Use the Bibliographic Save File How to use Search History function Click Clear History (at the top of the Search  Clear search history History window). Close the Search History Close (at the top of the Search History  Click window window). Save file indexes Index Definition Retrieves (label) Format / example Single saved Type the number for the Sequential number Save File record with this record you want. Save file assigned when you Number unique numbers can be up to 4 saved the record. (sn) identifier. digits, ranging from 1 to Save Appears in the (Slot 9,999 field at the top of File number) the record. Single saved Type the complete number Record OCLC control number record with this exactly as it appears in the assigned by the number unique record. system when you add (rn) identifier. 44332144 In record: a record to In search form: 44332144 WorldCat). MARC fields: 001 (fixed field) and 019 (cross reference to merged/deleted record). Appears in the OCLC: field at the top of the record. Saved records Type 1 or more distinctive Title (ti) Word(s) in the title. whose Title words from the title, MARC: 245 subfields fields contain separated by spaces. a, b, f, g, k, n, p the specified A space is treated as an Dublin Core: Title word(s). AND operator. Combine words with OR to expand the search; exclude to focus the words with NOT search. In record: Smithsonian Institution: American Inventors and Innovation In search form: smithsonian innovation page 20 of 53

21 Use the Bibliographic Save File Index Format / example Definition (label) Retrieves All saved URL (id) Exact text of the URL Include as much of the URL records that for the resource. as you know. You can contain a URL include or omit http:// . Enter exactly the complete URL, matching your beginning with www. (or search term. other first segment) and all and . / separator characters ( ) to retrieve exact matches. If unsure of the parts following the domain name, type a single slash after the domain and then add an asterisk to match any URLs that begin with this domain. http:// In record: www.nws.noaa.gov/ http:// In search form: www.nws.noaa.gov/ or http://www.noaa.gov/* Saved records Type all 8 digits of the date, Date the record was Used last modified on in order as in record: last modified or date (ud) the specified yyyymmdd. resaved. Appears in date. Omit hyphens or any other the Modified field in separators. the brief entry. Example: In record: 2000-06-04 20000604 In search form: Saved records Type the My Status text you My User-defined custom with the want in one of the boxes in status. Status specified text in the upper area of the search Free text, up to 40 (ms) the My Status form. characters field (that meet Select the My Status index any other from the list to the right of criteria set in the box in which you enter the search the term. form). (My Status: In record: rush) In search form: rush page 21 of 53

22 Use the Bibliographic Save File Delayed indexing for  When you save a record to the bibliographic save file, the save file number for newly saved records the record is indexed immediately. Complete indexing of the record may take up to one minute.  To retrieve a record immediately after saving it, search by the save file number.  The system reports the save file number in the confirmation message displayed when the record is saved successfully. Include variant terms: truncation and Technique How to wildcards to expand a term to include variant endings or truncation Use Search for when you know only the first part of a term. the first part Type the first characters of the term (include as many characters of a word or a as you know); then type an asterisk (*). URL; include http://www.uic.edu/* , Examples: librar* , comput* variant word endings to expand a term to include character masking (wildcards) Use Include variant spellings or when you are un sure of the corr ect spelling for variant part of a term. Type a question mark (?) or a number sign (#) in spellings or place of the character(s) you want to mask. variant Use the question mark to retrieve variants of 0 or more characters. segments of a retrieves retrieves ; int?net Examples: col?r colour color or URL or intranet . internet Use the number sign to retrieve variants of exactly 1 character. retrieves both wom#n women woman and Example: . Combine terms in one index To specify Enter Example transportation safety [term1] [term2] Multiple terms, all Or terms required [term1] and [term2] (AND) A space between terms is and . treated as an Multiple terms, at [term1] or [term2] radiography or radiology least one term required (OR) college education not [term1] [term2] not [term3 One or more Or elementary terms that must [term1] or [term2] not [term3] not be found (NOT) clinical (trial* or research) [term1] ([term2] or [term3]) One or more [term1] or ([term2] or [term3]) groups of terms [term1] or ([term2] [term3]) combined with other terms (parentheses) page 22 of 53

23 Use the Bibliographic Save File Search for singular or  To retrieve records that contain either the singular or the plural form of a word, plural type both singular and plural forms in one text box and type between the or Examples: system or systems ; catalog or catalogs . terms. Enter the precise word(s) you want to retrieve. The system does not  automatically search for the singular form of a word when you enter only the plural form. Search with diacritics To search for words with diacritics and/o r special characters, you must enter the or special characters characters in your search query.  Note: Diacritic follows letter. To insert a diacritic, first type the letter it modifies. Then insert the diacritic following the letter. Example: To enter the letter u umlaut , type u . Then open the Enter with an Diacritics and Special Char acters window and, in the character chart, click the umlaut symbol. Use any of these methods to enter diacritics or special characters:  Enter Diacritics and Special Characters window (Internet Explorer for Windows only) a. Place the cursor where you want to in sert a diacritic or special character. b. From the . Edit menu, select Enter Diacritics c. In the Enter Diacritics and Special Characters window, click a character or diacritic to insert it at the cursor position. Use bar syntax to represent the character.  For example, to enter an umlaut, type | um| following the character it modifi es. To enter the Scandinavian slashed o, type |so| . Bar syntax codes. Diacritics to view a On the Connexion header bar click table that shows the bar syntax codes for diacritics and special characters.  Copy and paste from the Diacritics table. Click Diacritics on the header bar and find the desired character in the table. Copy the typographic form of the character from the Diacriti cs table and paste it into the text box on the search screen. Delete any blank spaces afte r the inserted character (unless the character appears at the end of the word).  Copy and paste from another record. Find the character in a word in another record, copy the character, and paste it into the text box on the search screen. If you copy from a record in display mode, you copy the typographic form of the character. If you copy from a record in edit mode, you copy the typographic form or the character as represented in bar syntax (depends on a setting in Cataloging Options; default setting: display of typographic form). Consistent results. Use the method that you find most convenient. Your query retrieves the same set of records, no matter how you insert the necessary diacritics or special characters. page 23 of 53

24 Use the Bibliographic Save File Combine terms in multiple indexes Example Operator Retrieves AND food [Title] and 20001205 [Used Records that contain both of Date] terms in the the combined (default) food [Title] and safety [Title] field(s) specified for each term food [Title] or 20001205 [Used OR Records that contain at least 1 Date] of the combined terms in the field(s) specified for that term; records can contain either term or both terms Records that NOT do not contain the food [Title] not 20001205 [Used term that follows NOT in the Date] field(s) specified. Statuses for saved Status values stored in saved records only. bibliographic records: overview  Values for all types of record status are stored with the working copy of a record in the bibliographic save file. They are not retained in the master record.  Record statuses exist only to assist you in managing and processing records you are using for cataloging. Status Purpose Displayed in Values Actions: Bibliographic records Show actions taken Action Delete Holdings retrieved from on record. (Supplied Export WorldCat (edit Show record is and Label mode). marked for an action updated Produce Bibliographic records Ready ( value for by Update Holdings retrieved from the Export or Label system) Validate bibliographic save file status). Marked for Export (edit mode or display Show outcome of or Label: mode). each action. R (Ready) Brief entries in Outcomes: bibliographic save file C (Completed) search results. F (Failed) Derived Bibliographic records Show the origin of a Source Extracted retrieved from the record in the (Supplied Imported bibliographic save file bibliographic save by Workform (edit mode or display file. system) OCLC mode). Supplied by the Brief entries in system when you bibliographic save file save a record or search results. when a system function (such as import or multiple record creation) adds a record to the save file. page 24 of 53

25 Use the Bibliographic Save File Values Displayed in Purpose Status New Bibliographic records Show a record’s Workflow In process retrieved from the position in the (Selected In review bibliographic save file cataloging workflow. by user Completed (edit mode or display Let users assign from mode). workflow status when system- Brief entries in saving a record. supplied bibliographic save file Let users change list) search results. workflow status while editing a record or by flagging a group of records. Master Record In bibliographic Lock Let users retrieve Locked record, under OCLC only locked master status Master Record Not number in record records from save Locked header file. Search Save File screen, as a check box at the bottom of the search entry form. Show By Status screen, as a Lock Status category and check box Submitted Bibliographic record Indicate that a record Review retrieved from the is available for Status review file. review. Brief entries in Let reviewer retrieve bibliographic save file records for review. search results. Let reviewee retrieve Brief entries in review all submitted records. file results show owning and reviewing institutions. Search Save File screen, as a check box at the bottom of the search entry form. Show By Status screen, as a Review Status category and check box page 25 of 53

26 Use the Bibliographic Save File Values Displayed in Purpose Status User-defined Bibliographic records My Status Let users assign and Free text, up to 40 retrieved from the (Defined change a custom characters bibliographic save file by user) status as needed for (edit mode or display management of mode). saved records. Brief entries in Let users supply My bibliographic save file Status text when search results. saving a record. Let users change My Status text while editing a record or by flagging a group of records. page 26 of 53

27 Use the Bibliographic Save File c save file search results 3 View and use bibliographi Results display Number of Records Results Display Found The system redisplays the Search screen and notifies you No records found that no records were found. The search entry form reta ins the search term(s) you used. The system 1 record found displays the full record. Up to 10 records  The results screen lists t he titles of all retrieved records. Results are sorted by save file number.  y number is hyperlinked to In each brief entry, the entr  the full record. 11 or more records The results screen lists titles for the first 10 retrieved  records.  Results are sorted by save file number.  In each brief entry, the entr y number is hyperlinked to the full record. box lets you type an entry number to  The View List display 10 entries beginning with that number. The left and right arrow buttons let you move forward or back 10 entries. The View Record box lets you type an entry number to view the full record. s, the system displays a message that At the top of the first screen of result Query display includes the number of records retrieved and the query that produced the results. The message provides feedback that lets you see how the system interpreted your search criteria.The display shows:  Your institution symbol as the first term in any query. Save file searches retrieve records for your library only . Example: sm:(OCL) and cs=(OCL:New)  Each term preceded by an index label identifying the index in which it was sm:(OCL) and id=(“http://petstation.com/ searched. Example: dogs.html”)  Term groups (terms entered in the same box on the search form and searched in the same index). Example: sm:(OCL) and ti:(college education)  Boolean operators specified to combine terms entered in different boxes on the search form. Example: sm:(OCL) not ti:(university) Use this displayed query to  Diagnose causes for unsatisfactory search results.  Refine your search to improve results. page 27 of 53

28 Use the Bibliographic Save File Sort save file results (500 or fewer records) Action 1 Scroll to the top of the first screen of search results. Sort by Ascending Date 2 On the Action/Sort list, click Sort by Descending or Date . Sort by Title or The system sorts entries in the entire result set by the Modified date Date sort: in brief entry). of the record (shown  Records with the ea Ascending date sort: rliest Modified date appear first. Descending date sort:  Records with the most recent Modified date appear first. The system sorts all entries alphabetically by title (245 field). For Title sort: appears in the brief No Title Provided records with no text in the 245 field, entry in place of a title. After a title so rt, records without a title appear at the end of the results list. Check expiration dates of saved records Action In each brief entry, check the item Expires in __ days . The same information appears in the record header in a full record. is updated daily. Locked master records The number of days (shown in red type) not modified or resaved are retained in the save file after 14 days. To restart aging, resave the record. Or fl ag record(s) you want to resave and then take the action on the results screen or the Show Save Flagged Records Flagged SF Records screen. em resets the co When you resave the record, the syst unter to 14 days. Check save file numbers (slot numbers) of saved Action records The save file number appears in each brief entry. Save file numbers can be up to 4 digits. The save file number also appears in the header in a full record. You can search by save file number to retrieve a Save file number search: specific record. Check statuses of saved records Action Workflow Status In each brief entr y, check the items , , Source Status . Action Status , and My Status The same status information appears in the record header in a full record retrieved from the save file. Edit or display full record To Do this Begin editing the Click the hyperlinked entry nu mber in the brief entry. record page 28 of 53

29 Use the Bibliographic Save File To Do this Display button to the left of the brief entry. View full record in Click the display mode Non-Latin script . Non-Latin script data in a WorldCat record does not display WorldCat records  records in the when you open the record using the Connexion browser. "Non-Latin script Connexion browser suppressed" displays in the upper right of the record. You cannot lock or replace these records.  If you save a record containing non-Latin scripts to Online save file records. ng the Connexion client and then open the the online bibliographic save file usi record in the Connexion browser: This record — The record opens in display mode only with a warning at the top: You contains non-Latin script data and c annot be edited using this interface. cannot edit or take final actions on the record. in 880 fields at the end of the record. — All non-Latin script data is displayed — You can view the record, print it, or copy and paste data from it. — You cannot flag records containing non-Latin scripts. Record viewing buttons are hidden by default. Press to show the  Show or hide record viewing buttons buttons to the left of each entry. button to view a record in display mode (read-only). Display Click the  Action Display Press to insert a button to the left of each brief entry. To hide the buttons, press again. Move through list The View List jump bar appears at the top and bottom of each screen of the  (View List and View results list. Record jump bar) jump bar appears at the top and bottom of each screen of  The View Record the results list. Action How to Move forward 10 Click the right arrow button (right of View List box). entries box). Move back 10 View List Click the left arrow button (left of entries View List box and press . View 10 entries Type an entry number in the beginning with specific entry View a specific Click the hyperlinked en try number for the re cord you want to view. record Or Type an entry number in the View Record box and press . page 29 of 53

30 Use the Bibliographic Save File  The View Record jump bar appears at the top and bottom of each record Move between records (View Record jump screen. bar)  The record position indicator ( Record _ of _) appears at the top and bottom of each record screen. As you move through the records, the indicator changes to reflect your current position in the results list. How to Action (right of View Record Click the View next record box). right arrow button in list left arrow button Click the View previous View Record box). (left of record in list box and press View a specific Type an entry number in the View Record . record Search Results Return to search Click the button at the top or bottom of the record screen. results Or On the Cataloging tab, under Se arch Options, Save File, click Search Results .  WorldCat quick search Quick Search. While viewing a saved bibliographic record, you can search from record view WorldCat via a Quick Search area at the top of the record screen. You can enter any WorldCat command line search in the Quick Search box. At a record view, if Quick Search is not visible, press .  Quick Search History. Searches performed via WorldCat Quick Search are included in the WorldCat Search History li st. To view, repeat, or revise previous Search History or press <=>. searches, in the Quick Search area, click Flag saved bibliographic records Single records All on a page Result set in Click the open box On the Action/Sort list, click On the Action/Sort list, click Flag All on Page . front of the record you Flag All Records want to flag. Retrieved . A check mark appears in front of each brief entry you have flagged. Unflag saved bibliographic records Single records Result set All on a page Click the check mark On the Action/Sort list, click On the Action/Sort list, click in front of the record Clear Flags On page . . Clear All flags you want to flag. A open box appears in front of each unflagged brief entry. page 30 of 53

31 Use the Bibliographic Save File Print screens of save file results list Action mp to the screen you want to print. 1 If the list includes multiple screens, ju 2 Click once in the frame that contains the record list. or on the toolbar click the Print Print 3 In your browser, on the File menu, click button. or press . 4 In the Print dialog box, click OK Actions on saved Note: Actions on more than 100 records bibliographic records  Export, create labels, save, delete, apply constant data, or change status. Connexion can process more than 100 records for these actions. After ks you to confirm that you want to processing 100 records, the system as continue. Action How to Apply Default 1. Retrieve and flag saved records to which you want to apply Constant Data to default constant data. To list flagged records not in the current results Flagged Records 2. (Optional) set, on the Cataloging tab, under Show, click Flagged SF . Records 3. On the save file results screen or on the Flagged SF Records screen, open the Action/Sort list and click Apply Default CD to Flagged Records . The system adds the default constant data. MARC constant data fields applied. Depending on the  option you select for MARC Fields to Apply , the system adds the entire record, the fixe d field only, or the variable fields only. Dublin Core elements in constant data are added to the  bibliographic record; constant data elements do not replace corresponding elements in the bibliographic record. Edit the resulting record to combine or delete unwanted repeated elements.  No format mismatch warning. The system does not check for MARC format mismatch when you apply default CD to flagged records. My Status to indicate format. If desired, you can indicate the MARC format in the My Status text in a saved record. page 31 of 53

32 Use the Bibliographic Save File How to Action Resave locked Retrieve a saved record. master record On the Action list, click Save Record . (with or without Yes to save the record. Click modifying) The system resets the 14-day expiration counter and extends the long-term lock in WorldCat. Retrieve and flag saved records you want to resave to reset Resave (reset the expiration dates. expiration dates To list flagged records not in the current results set, (Optional) for) multiple on the Cataloging tab, under Show, click Flagged SF locked master Records . records On the save file results screen or on the Flagged SF Records Save Flagged screen, open the Action/Sort list and click Records . The system changes the expiration date for each flagged locked master record to 14 days, as appropriate. Retrieve a saved record you want to delete. Delete record On the Action list, click Delete Save File Record . from save file Retrieve and flag saved records you want to delete. Delete multiple (Optional) To list flagged records not in the current results set, saved records on the Cataloging tab, under Show, click Flagged SF Records . On the save file results screen or on the Flagged SF Records Delete Flagged screen, open the Action/Sort list and click . Records to confirm that you want to delete the flagged OK Click records. The system removes the flagged records from the bibliographic save file. The master records remain in WorldCat. The system releases the long-term locks (in WorldCat) on master records associated with the deleted save file records. Retrieve and flag saved records for which you want to change Change status the status. on multiple (Optional) To list flagged records not in the current results set, saved records on the Cataloging tab, under Show, click Flagged SF (workflow status . Records and/or My On the save file results screen or on the Flagged SF Records Status) Change Flagged screen, open the Action/Sort list and click . Record Status At the Set Status To screen, select the check box(es) for Set or Set My Status to or both options. Workflow Status to Open the Set Workflow Status to: list and click the appropriate status. Available workflow statuses: New, In Process, In Review, Complete. In the Set My Status to: text bo x, type the new My Status value for the flagged records. Click OK to change the records’ statuses as specified. page 32 of 53

33 Use the Bibliographic Save File How to Action Save file results list Edit saved record Click the hyperlinked entry number of the record you want to edit. Locked record in display mode Edit Record On the Edit list, click . Unlocked record in display mode or on the Edit list, Lock Master Record On the Action list, click Edit Record . click Export saved Retrieve a saved record that has an OCLC control number. or E xport Export Record in MARC record On the Action list, click Export Record in DC RDF . Record in DC HTML or Current edit view (MARC or Dublin Core) determines the available export format(s). 1. Retrieve and flag a group of saved records that you want to Export multiple export. The records must have OCLC control numbers. saved records 2. (Optional) To list flagged records not in the current results set, on the Cataloging tab, under Show, click Flagged SF Records . 3. On the save file results screen or on the Flagged SF Records screen, open the Action/Sort list and click Export Flagged Records . Default format set If you set a default export format in Cataloging Options  (General tab, Preferences), the system exports records immediately in the specified format. No default export format  If you did not set a default export format, the system displays the Export Flagged Records screen, where you select the export format.  screen, click th e button for At the Export Flagged Records or DC HTML the export format you want: DC MARC or . RDF  The system exports flagged records in the format you select. Retrieve and flag a group of saved records for which you want Create label file for multiple rds must have call numbers. to create labels. The reco (Optional) To list flagged records not in the current results set, saved records Flagged SF on the Cataloging tab, under Show, click . Records On the save file results screen or on the Flagged SF Records screen, open the Action/Sort list and click Create Labels for . Flagged Records At the Create Label File screen, click . OK Results The system creates an appendable label file (or adds labels to an existing file) on the Connexion server. Import the label file to the OCLC Cataloging Label Program to process and print the labels. page 33 of 53

34 Use the Bibliographic Save File How to Action Save file results list Flag record Click the open box in front of the title of the record. Or open the or Flag All on Page Action/Sort list and click Flag All Records Retrieved . Full record Flag Record . On the Action list, click Unflag record Save file results list the title of the flagged record. Click the check mark in front of Clear Flags on Page or Or open the Action/Sort list and click . Clear All flags Full record On the Action list, click UnFlag Record . page 34 of 53

35 Use the Bibliographic Save File 4 Use record status (bibliographic records) Statuses for saved Status values stored in saved records only. bibliographic records: overview  Values for all types of record status are stored with the working copy of a record in the bibliographic save file. They are not retained in the master record. you in managing and processing records  Record statuses exist only to assist you are using for cataloging. Purpose Displayed in Values Status Actions: Bibliographic records Show actions taken Action Delete Holdings retrieved from on record. (Supplied Export WorldCat (edit Show record is and Label mode). marked for an action updated Produce Bibliographic records Ready ( value for by Update Holdings retrieved from the Export or Label system) Validate bibliographic save file status). Marked for Export (edit mode or display Show outcome of or Label: mode). each action. R (Ready) Brief entries in Outcomes: bibliographic save file C (Completed) search results. F (Failed) Derived Bibliographic records Show the origin of a Source Extracted retrieved from the record in the (Supplied Imported bibliographic save file bibliographic save by Workform (edit mode or display file. system) OCLC mode). Supplied by the Brief entries in system when you bibliographic save file save a record or search results. when a system function (such as import or multiple record creation) adds a record to the save file. New Bibliographic records Show a record’s Workflow In process retrieved from the position in the (Selected In review bibliographic save file cataloging workflow. by user Completed (edit mode or display Let users assign from mode). workflow status when system- Brief entries in saving a record. supplied bibliographic save file Let users change list) search results. workflow status while editing a record or by flagging a group of records. page 35 of 53

36 Use the Bibliographic Save File Values Displayed in Purpose Status Master Record Lock Let users retrieve In bibliographic Locked status only locked master record, under OCLC Master Record Not records from save number in record Locked file. header Search Save File screen, as a check box at the bottom of the search entry form. Show By Status screen, as a Lock Status category and check box Submitted Bibliographic record Review Indicate that a record retrieved from the is available for Status review file. review. Brief entries in Let reviewer retrieve bibliographic save file records for review. search results. Let reviewee retrieve Brief entries in review all submitted records. file results show owning and reviewing institutions. Search Save File screen, as a check box at the bottom of the search entry form. Show By Status screen, as a Review Status category and check box User-defined Bibliographic records My Status Let users assign and Free text, up to 40 retrieved from the (Defined change a custom characters bibliographic save file by user) status as needed for (edit mode or display management of mode). saved records. Brief entries in Let users supply My bibliographic save file Status text when search results. saving a record. Let users change My Status text while editing a record or by flagging a group of records. Supply default My  On the Cataloging Options screen, you can enter default text for My Status. Status for saved  The default text appears in the My Status box when you save a record. records  You can delete or edit the default text as needed. page 36 of 53

37 Use the Bibliographic Save File Source status categories defined Definition Source status New record created by deriving it (from an existing record). Derived Not yet added to WorldCat. Extracted New record produced by extracting data from a user-specified URL. Or One of a group of new records produced by the Create Multiple Records function, which extracts data from a web resource to generate new record for each link within the site. Not yet added to WorldCat. New record produced by importing MARC records via copy/ Imported paste or via transfer from a web-accessible file. Not yet added to WorldCat. Workform New record created from a blank workform. Not yet added to WorldCat. Working copy of a master record (locked or unlocked) in OCLC WorldCat. When you add a new record to WorldCat, the source Note: OCLC statuses change to . Find saved records by  Use status criteria only or combine them with search terms. status  Use the boxes in the lower area of the search form to specify values for workflow status, action status, and/or source status.  Use the to search for text you have entered in the My Status My Status index fields of saved records.  check box to retrieve records submitted by Submitted for Review Select the your institution for review by other institutions. Master Record Locked  Select the check box to retrieve only locked master records. page 37 of 53

38 Use the Bibliographic Save File Action Save File 1 On the Cataloging tab, under Search Options, click . Or Press . The Search Save File screen appears. 2 Specify action, workflow, and/or source status In the lower area of the search form, se lect a value for each type of status you want to specify. Open the list to the right of the status type and click the value you want. Multiple status criteria You can specify a value for one, two, or all three status types. Combining status criteria with AND (t he default operator) specifies that  retrieved records must have all selected status values.  Combining status criteria with OR specifies that retrieved records must have at least one of the selected status values. 3 Retrieve records submitted for review check box to retrieve records submitted by Select the Submitted for Review your institution for review by other institutions. 4 Limit results to locked master records cords only, at the bottom of To retrieve locked master re the search form, select Master Record Locked check box. the  You can use the Master Record Locked limit without other search criteria to retrieve all your lo cked master records.  Combine the Master Record Locked limit with search terms or other status values to retrieve lo cked records that also match other criteria. 5 Specify value for My Status Type the My Status text you want in on e of the boxes in the upper area of the search form. Select the My Status index from the lis t to the right of the box in which you enter the term. Multiple My Status values You can retrieve records with either of two My Status values. Type the two terms in separate text boxes and select the My Status index for both terms. Then change the operator to OR; use the list of operators at the left end of the box in which you enter the second term. page 38 of 53

39 Use the Bibliographic Save File Action 6 Check the status specifications for errors. Clear search  To clear the text boxes and specified status values, click Clear Search .  Index lists retain the la st index you selected. Operator lists retain the last operator you selected.  Check boxes below the search form retain their settings (selected or  cleared). or press . Search 7 Click The system displays a list of records in yo ur library’s save file with the specified status (es). Retain search  To preserve status values you specified, select the Retain Search check box.  If Retain Search is not selected (the default setting ), the system clears the status values. Index lists always retain the last index you selected. Lists of Boolean operators always retain the last operator you selected. Check boxes always retain th eir last settings. Combining status criteria with AND narrows the search: retrieved records must  Notes on status searching contain specified status values. all types. Use two or three of the status — You can AND status values of different boxes on the search form to search for records with a specific action status, workflow status, and/or source stat us. For example, you could specify AND Workflow: New AND Action: Validate Source: Extracted Completed . — You can AND action status values to search for records on which you have in 2 or 3 list boxes and then taken multiple actions. Select Action Status select the specific value for each. — You retrieve no records if you try to AND multiple values for the same action category (such as AND Export Completed ). A record can Export Failed have only one value for each action. — You retrieve no records if you try to AND multiple values for workflow status Extracted AND Derived ). A record can have only or source status (such as one value for each of these status types.  the search. Retrieved records can broadens Combining status criteria with OR contain any of the specified status values. — You can search for records with at least one of 2 or 3 possible values for OR Workflow: New example, you could specify different status types. For . Action: Export Completed OR Source: Extracted page 39 of 53

40 Use the Bibliographic Save File — You can OR 2 or 3 possible values for the same status type. Select the same status type in 2 or 3 list boxes, select OR as the operator, and then select the status values. For example, you could specify OR Source: Extracted Source: Imported . Master Record Locked  status is always ANDed with any other search criteria, limiting results to locked records that also match other specified terms, statuses, etc. Show saved records  Retrieve records with a specific action, source, or workflow status. by status  Select multiple status types and values to retrieve records that have any one or more of the specified statuses.  Not used for My Status. The Show By Status function does not let you specify a value for My Status. To find records with specific text in the My Status field, search the bibliographic save file and select the My Status index.  Under Lock Status, select the Master Record Locked check box to retrieve all locked master records. If you specify other statuses, the system retrieves records that satisfy at least one of the status criteria. Results may include records that are not locked but that have another specified status value. Action . 1 On the Cataloging tab, under Show Options, click By Status The system displays the Status List screen for your library. Show Save File , select the check box(es) fo r the status categories of 2 Under the records you want to retrieve. Multiple status criter ia combined with OR You can select multiple values for each type of status. The system treats multiple status categories as search terms combined with Boolean OR operators. That is, retrieved records must have at least one of the specified statuses, but need not match more than one of the criteria. Show Records 3 Click . The system displays a list of records in yo ur library’s save file with any of the specified status. Change status for multiple saved records Action which you want to change the status. 1 Retrieve and flag saved records for 2 (Optional) Show flagged save file record s not in the curr ent results set. On the Cataloging tab, under Show, click Flagged SF Records . 3 On the bibliographic save file results screen or on the Flagged SF Records screen open the Action/Sort list and click Change Flagged Record Status . 4 At the Set Status To screen, select the check box(es) for Set Workflow Status or both options. to or Set My Status to page 40 of 53

41 Use the Bibliographic Save File Action 5 Change workflow status of flagged records Open the Set Workflow Status to: list and click the appropriate status. Available workflow statuses: New, In Process, In Review, Complete. 6 Change My Status of flagged records the new My Status value for the flagged In the Set My Status to: text box, type records. 7 Click OK to change the records’ statuses as specified. page 41 of 53

42 Use the Bibliographic Save File 5 Show Flagged SF Records screen Review a list of brief entries for records in the bibliographic save file flagged Use Flagged SF  Records screen during the current session.  Clear flags from all or selected records.  Set a status for the flagged records.  Reset the expiration period (Save Flagged Records) for the flagged locked master records.  Delete flagged records from the bibliographic save file.  Export the flagged records. You can export saved records only if the records exist in WorldCat (they have OCLC control numbers). You cannot export a new record not yet added to WorldCat.  Create a label file that contains labels for the flagged records.  View a full bibliographic record.  Edit a bibliographic record. Use list of flagged records Action Result Flag All on Page A check mark appears in the box to the left of each entry on this page of the result set. Flag all records in the result set. Flag All Records Retrieved Clear Flags on Page Check marks removed from all entries on this page of the results list. Check marks removed from all entries on all pages of the Clear All flags results list. (right of View List Click the right arrow button box). Move forward 10 entries Move back 10 box). Click the left arrow button (left of View List entries View 10 entries box and press Type an entry number in the View List beginning with . specific entry page 42 of 53

43 Use the Bibliographic Save File Action Result Click the hyperlinked entry numb er for the record you want View a specific record to view. Or View Record box and press Type an entry number in the . Print a page of the Jump to the screen you want to print. list of flagged Print . In your browser, on the File menu click records Or button. Print On the toolbar click the Actions on brief entry How to Action button to the left of the brief entry. Click the View full Display bibliographic record Begin editing the Click the hyperlinked en of the brief entry. try number in front record (do not lock record) Unflag record Click the check mark to th e left of the brief entry. The check mark changes to an open box. entry. The open box Flag record Click the open box to the le ft of the brief changes to a check mark. Show or hide record Record viewing buttons are hidden by default. Press to show the  viewing buttons buttons to the left of each entry.  button to view a record in display mode (read-only). Click the Display Action Press to insert a Display button to the left of each brief entry. To hide the buttons, press again.  jump bar appears at the top and bottom of each record View Record The Move between records (View Record jump screen. bar) appears at the top and bottom of The record position indicator (  Record _ of _) each record screen. As you move through the records, the indicator changes to reflect your current position in the results list. Action How to View Record View next record box). Click the right arrow button (right of in list View previous Click the left arrow button (left of View Record box). record in list page 43 of 53

44 Use the Bibliographic Save File How to Action box and press View Record Type an entry number in the View a specific . record Click the Return to flagged Flagged Records button at the top or bottom of the records list record screen. Actions on saved Note: Actions on more than 100 records bibliographic records Export, create labels, save, delete, apply constant data, or change status.  Connexion can process more than 100 records for these actions. After ks you to confirm that you want to processing 100 records, the system as continue. Action How to Apply Default 1. Retrieve and flag saved records to which you want to apply default constant data. Constant Data to Flagged Records 2. (Optional) To list flagged records not in the current results set, on the Cataloging tab, under Show, click Flagged SF Records . 3. On the save file results screen or on the Flagged SF Apply Records screen, open the Action/Sort list and click Default CD to Flagged Records . The system adds the default constant data.  Depending on the MARC constant data fields applied. option you select for MARC Fields to Apply , the system d field only, or the variable adds the entire record, the fixe fields only.  Dublin Core elements in constant data are added to the bibliographic record; constant data elements do not replace corresponding elements in the bibliographic record. Edit the resulting record to combine or delete unwanted repeated elements.  No format mismatch warning. The system does not check you apply default CD to for MARC format mismatch when flagged records. Use My Status to indicate format. If desired, you can indicate the MARC format in the My Status text in a saved record. Retrieve a saved record. Resave locked On the Action list, click Save Record . master record Yes Click to save the record. (with or without The system resets the 14-day expiration counter and extends modifying) the long-term lock in WorldCat. page 44 of 53

45 Use the Bibliographic Save File How to Action Retrieve and flag saved records you want to resave to reset Resave (reset the expiration dates. expiration dates (Optional) To list flagged records not in the current results set, for) multiple on the Cataloging tab, under Show, click Flagged SF locked master . Records records On the save file results screen or on the Flagged SF Records screen, open the Action/Sort list and click Save Flagged Records . The system changes the expiration date for each flagged locked master record to 14 days. you want to delete. Delete record Retrieve a saved record . Delete Save File Record On the Action list, click from save file Retrieve and flag saved records you want to delete. Delete multiple (Optional) To list flagged records not in the current results set, saved records on the Cataloging tab, under Show, click Flagged SF Records . On the save file results screen or on the Flagged SF Records screen, open the Action/Sort list and click Delete Flagged Records . Click OK to confirm that you want to delete the flagged records. The system removes the flagged records from the bibliographic save file. The master records remain in WorldCat. The system releases the long-term locks (in WorldCat) on master records associated with the deleted save file records. Retrieve and flag saved records for which you want to change Change status the status. on multiple (Optional) To list flagged records not in the current results set, saved records Flagged SF on the Cataloging tab, under Show, click (workflow status Records . and/or My On the save file results screen or on the Flagged SF Records Status) Change Flagged screen, open the Action/Sort list and click Record Status . Set At the Set Status To screen, select the check box(es) for Set My Status to or both options. Workflow Status to or Open the Set Workflow Status to: list and click the appropriate status. Available workflow statuses: New, In Process, In Review, Complete. In the Set My Status to: text bo x, type the new My Status value for the flagged records. OK Click to change the records’ statuses as specified. Edit saved Save file results list record Click the hyperlinked entry number of the record you want to edit. Locked record in display mode Edit Record On the Edit list, click . Unlocked record in display mode On the Action list, click Lock Master Record or on the Edit list, click Edit Record . page 45 of 53

46 Use the Bibliographic Save File How to Action Retrieve a saved record that has an OCLC control number. Export saved Export Record in MARC or E xport record On the Action list, click Export Record in DC RDF . Record in DC HTML or Current edit view (MARC or Dublin Core) determines the available export format(s). Export multiple 1. Retrieve and flag a group of saved records that you want to export. The records must have OCLC control numbers. saved records (Optional) 2. To list flagged records not in the current results Flagged SF set, on the Cataloging tab, under Show, click Records . 3. On the save file results screen or on the Flagged SF Export Records screen, open the Action/Sort list and click Flagged Records . Default format set If you set a default export format in Cataloging Options  (General tab, Preferences), the system exports records immediately in the specified format. No default export format export format, the system  If you did not set a default displays the Export Flagged Records screen, where you select the export format.  At the Export Flagged Records screen, click th e button for MARC or DC HTML the export format you want: DC or RDF . The system exports flagged records in the format you  select. Create label file Retrieve and flag a group of saved records for which you want to create labels. The reco rds must have call numbers. for multiple saved records (Optional) To list flagged records not in the current results set, on the Cataloging tab, under Show, click Flagged SF . Records On the save file results screen or on the Flagged SF Records screen, open the Action/Sort list and click Create Labels for Flagged Records . OK At the Create Label File screen, click . Results The system creates an appendable label file (or adds labels to an existing file) on the Connexion server. Import the label file to the OCLC Cataloging Label Program to process and print the labels. Flag record Save file results list Click the open box in front of the title of the record. Or open the Flag All on Page Action/Sort list and click Flag All or Records Retrieved . Full record On the Action list, click Flag Record . page 46 of 53

47 Use the Bibliographic Save File How to Action Save file results list Unflag record the title of the flagged record. Click the check mark in front of Clear Flags on Page or Or open the Action/Sort list and click . Clear All flags Full record UnFlag Record . On the Action list, click No flagged records in If you have not flagged records in the bibliographic save file during the current the bibliographic save session, the system displays the message file You currently have no Flagged Records If you flagged records and then exited the system or closed your browser without exiting properly, the system unflagged the records when your session ended. You must reflag the records to work with them in your current session. page 47 of 53

48 Use the Bibliographic Save File 6 Set status for multiple saved records  Change Flagged Record About the Set Status The system displays this screen when you take the screen action on a group of records flagged in the bibliographic save file. Status When you select a workflow status and/or supply a value for My Status, the  system assigns the specif ied status(es) to the saved bibliographic records. Changing the workflow status of multiple saved records does  reset the not expiration date for the records. To reset the expiration counter, retrieve the record from the save file and save it again. Or flag record(s) you want to resave and then take the Save Flagged Records action. Resaving a master record also extends the long-term lock on the record in WorldCat.  More than 100 records. After changing status for the first 100 flagged records, the system asks you to confirm that you want to continue. Use this screen Action How to Set status for Set select the check box for At the Set Status To screen, multiple saved . Workflow Status to records Open the Set Workflow Status to: list and click the appropriate status. Available workflow statuses: New, In Process, In Review, Complete. to change the records’ statuses as specified. Click OK select the check box for At the Set Status To screen, Set My Status for Set My multiple saved Status to . In the Set My Status to: text box, type the new My Status value records for the flagged records. to change the records’ statuses as specified. OK Click Status values stored in saved records only. Statuses for saved bibliographic records: overview  Values for all types of record status are stored with the working copy of a record in the bibliographic save file. They are not retained in the master record. you in managing and processing records  Record statuses exist only to assist you are using for cataloging. page 48 of 53

49 Use the Bibliographic Save File Displayed in Values Status Purpose Actions: Bibliographic records Show actions taken Action Delete Holdings retrieved from on record. (Supplied Export WorldCat (edit Show record is and Label mode). marked for an action updated Produce Bibliographic records ( Ready value for by Update Holdings retrieved from the Export or Label system) Validate bibliographic save file status). Marked for Export (edit mode or display Show outcome of or Label: mode). each action. R (Ready) Brief entries in Outcomes: bibliographic save file C (Completed) search results. F (Failed) Derived Bibliographic records Show the origin of a Source Extracted retrieved from the record in the (Supplied Imported bibliographic save file bibliographic save by Workform (edit mode or display file. system) OCLC mode). Supplied by the Brief entries in system when you bibliographic save file save a record or search results. when a system function (such as import or multiple record creation) adds a record to the save file. New Bibliographic records Show a record’s Workflow In process retrieved from the position in the (Selected In review bibliographic save file cataloging workflow. by user Completed (edit mode or display Let users assign from mode). workflow status when system- Brief entries in saving a record. supplied bibliographic save file Let users change list) search results. workflow status while editing a record or by flagging a group of records. Master Record In bibliographic Lock Let users retrieve Locked record, under OCLC status only locked master Master Record Not number in record records from save Locked header file. Search Save File screen, as a check box at the bottom of the search entry form. Show By Status screen, as a Lock Status category and check box page 49 of 53

50 Use the Bibliographic Save File Values Displayed in Purpose Status User-defined Bibliographic records My Status Let users assign and Free text, up to 40 retrieved from the (Defined change a custom characters bibliographic save file by user) status as needed for (edit mode or display management of mode). saved records. Brief entries in Let users supply My bibliographic save file Status text when search results. saving a record. Let users change My Status text while editing a record or by flagging a group of records. page 50 of 53

51 Use the Bibliographic Save File 7 Export flagged bibliographic records You see this screen only if you do not specify a default export format for About the flagged  record export screen bibliographic records (Export Options screen). The system displays this screen when you retrieve bibliographic records  flagged during the current session and then take the Export Flagged Records action.  Note: You can export saved records only if the records exist in WorldCat (they have OCLC control numbers). You cannot export a new record. The system exports the authority records using your current export method. For  export to a file, the system stores the records in an appendable file on the Connexion server. For TCP/IP export, the system sends the records directly to your local system. Use this screen Action . At the top of the Export screen, click MARC or DC HTML or DC RDF 1 Results  , the system exports the records to a file on the export to a file For Connexion server. The system creates a new file or, if an export file exists, adds the records to the open file. For TCP/IP export , the system exports the reco rds directly to your local  system. 2 If you export to a file, when ready to download exported records: Go to the Download Export Files screen. Download Export Files . On the General tab, on the Admin Options list, click 3 e file(s) you want to download. 1. In the list of files, find th 2. Click to select the ch eck box for the file. Download multiple files: You can download 2 or more files at once. However, files downloaded together must contain records in the same format . Before sending the files to the browser, the system creates one file selected export files. that contains records from all page 51 of 53

52 Use the Bibliographic Save File Action The next step depends on which browser you use. 4  Internet Explorer. or press Save In the File Download dialog box, select .  . Save File In the Unknown File Type dialog box, click Netscape Navigator. 5 1. In the Save As dialog box, use the Save In box to select the location (drive and folder) where you want to save the exported record. 2. In the File Name box, use the supplied name. Or Change the supplied file name and add the appropriate extension: — Supply a name that identifies the file as containing records exported from Connexion. You may want to incl ude a date or day of the week and/ or the type of records contained in the export file. — Add an extension to the filename. .exp .dat or Note: , identifies the file .mrc or An extension, such as extension may be required if you plan format and/or content. A specific other software. to a local system or to import record(s) from the file — Note: To change the default file name for export files, use the Export File Name setting on the Export Options screen. Export formats for bibliographic records Format Description MARC Complies with MARC21 standard. Formatted as for records exported from OCLC WorldCat. Dublin Core metadata formatted as HTML. The content of Dublin Core HTML each DC element appears enclosed in flags; a name attribute identifies the specific DC element. Dublin Core RDF Dublin Core metadata formatted as XML using the Resource Description Framework. The content of each DC element is enclosed in flags. When you export flagged records, the system exports a snapshot of each record Caution: Exporting flagged records as it appeared when flagged. Changes made to the record after you flag it are not reflected in the exported record. ect all your editing, use the following To avoid exporting records that do not refl workflows when editing records for export.  Records retrieved from WorldCat — Edit the record locally. When finished modifying the record, update holdings. Then save the record. If desired, mark the record for export and/or assign a My Status value that identifies it as ready for export. — At the end of your session, retrieve the list of saved records, flag them, and then export them. — To make further changes to any one of the edited, updated, saved, flagged records, modify the record, unflag the record, and then reflag the edited record. page 52 of 53

53 Use the Bibliographic Save File Note: Flagging works the same way whether or not you lock the master record before editing. A snapshot is taken when the record is flagged and the snapshot does not change if you continue to edit the record after flagging. page 53 of 53

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