Connexion client 4: Save files and batch processing

1:24 pm - 3:24 pm  Tuesday, March 25, 2025 | (UTC-04:00) Eastern Time (US & Canada)



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Crystal Rodriguez 00:37:09.220 --> 00:37:14.500
All right, give me just a moment I'm gonna grab a few things here. And then we'll be ready to go.

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Crystal Rodriguez 00:37:27.380 --> 00:37:45.780
So hello and welcome today to today's session on save files and batch processing. This training will enable you to use the online and local save files in Connection Client and the client's batch processing features to efficiently process large numbers of records.

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Crystal Rodriguez 00:37:48.980 --> 00:37:55.940
And my name is Crystal Rodriguez and I'm joined by my colleague Mallory. She'll be monitor helping to monitor the chat for any questions.

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Crystal Rodriguez 00:38:02.620 --> 00:38:18.220
After this class, you will be able to work with online and local save files, understand the difference between connection online and offline cataloging, understand local file management and set up for offline cataloging.

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Crystal Rodriguez 00:38:19.660 --> 00:38:40.020
Along with offline cataloging processes such as entering bibliographic search keys, taking action on save file records, and process processing holdings by OCLC number. Also Mallory is going to add the link for the learner guide that is in a companyment to.

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Crystal Rodriguez 00:38:40.220 --> 00:38:49.060
Class. It's a living document, so you can always refer back to that for additional information. And I maybe referring to it throughout the session as well.

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Crystal Rodriguez 00:38:56.820 --> 00:39:15.460
When working with records in connection client, you have the option to use save files to store unfinished work. This option allows you to store the record if you need to verify data, review your work or have someone else review your work. There are two types of save files.

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Crystal Rodriguez 00:39:16.620 --> 00:39:36.060
With the online save file, files are stored at OCLC. Saving records to the online save file is optional. Records that are saved in the online save file can be shared amongst others at your institution and they can be viewed in both connection client and world Share Record manager.

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Crystal Rodriguez 00:39:37.260 --> 00:39:44.220
Using the my status option enables you to identify your records from those of others at your institution.

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Crystal Rodriguez 00:39:46.340 --> 00:40:06.020
Local save files are stored on your computer or network hard drive. Typically a mystatus value is not needed. The local save file allows easy individual access for online or offline cataloging. It also allows you to select and or take action on.

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Crystal Rodriguez 00:40:06.540 --> 00:40:11.060
Groups of records. The local save file allows for batch processing.

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Crystal Rodriguez 00:40:15.580 --> 00:40:17.940
Alright I'm gonna go ahead and open connection here.

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Crystal Rodriguez 00:40:20.020 --> 00:40:39.180
And I'm gonna start by logging on, I'm going to file log on. Now I've already set up my authorization, However, if you need to add your authorizations, you can click on setup authorizations, and keep in mind that you must have an authorization set up for offline batch processing.

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Crystal Rodriguez 00:40:39.900 --> 00:40:46.660
So you see my authorization is already entered. I'm just going to go ahead and click OK, and I'm going to close my welcome here.

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Crystal Rodriguez 00:40:50.900 --> 00:41:08.860
My library has several cataloggers saving records to the online save file. And I want to be able to easily identify and locate the records that I've saved. So before working with the online save file, I'm going to set up the optional My status to help me locate my saved files.

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Crystal Rodriguez 00:41:11.140 --> 00:41:28.500
My saved records. So I'm going to go to the tools menu and then options, and I'm gonna click on the My status tab, and you'll see here that there is the option for adding a my Status for billographic records. That's what we're gonna be working with today. So I'm going to add that in there.

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Crystal Rodriguez 00:41:30.660 --> 00:41:40.580
And typically I will just add my initials, but you can add anything here that helps you identify your records. So I'm just adding that in and I'm gonna click apply and then close.

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Crystal Rodriguez 00:41:43.300 --> 00:41:55.500
Now that I have that entered I'm going to go ahead and search for a record. So I'm going to go to the cataloging menu, search, and then Worldcat, and I'm going to clear out my previous search here.

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Crystal Rodriguez 00:41:57.300 --> 00:41:59.060
And I'm just gonna enter an OCLC number.

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Crystal Rodriguez 00:42:03.060 --> 00:42:03.580
And click enter.

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Crystal Rodriguez 00:42:08.420 --> 00:42:08.740
Okay.

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Crystal Rodriguez 00:42:11.500 --> 00:42:20.900
And you can see at the bottom of the screen here, oops, let me resize that again. You can see the my status down at the bottom that shows my initials there.

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Crystal Rodriguez 00:42:23.260 --> 00:42:37.580
Now if you had not set that default, you can add that after the fact by going to action and then choosing set status and then you can add a status there if one isn't already there and you would click ok to enter that.

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Crystal Rodriguez 00:42:41.740 --> 00:42:57.180
Now for this record I'm going to go ahead and add an additional six fifty field after the existing six fifty. So I'm just gonna hit click in there that six fifty hit enter to add a field, and I'm going to add a field for entermology.

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Crystal Rodriguez 00:43:00.060 --> 00:43:01.660
If I can spell it correctly.

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Crystal Rodriguez 00:43:03.260 --> 00:43:03.660
There we go.

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Crystal Rodriguez 00:43:05.940 --> 00:43:25.460
Now that I've edited the record, there are a few options to save this record to the online save file. I can use the shortcut of control alt and the letter V I can click on the action menu and choose save record to online save file. Or I can use the.

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Crystal Rodriguez 00:43:25.620 --> 00:43:42.620
Toolbar button if I have that enabled. And if you're not sure, you can just click over hover over to see what each of those functions are. I'm going to go ahead and just use the menu option for action and then save record to online file.

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Crystal Rodriguez 00:43:45.660 --> 00:44:00.500
Also, if you don't save that record manually, when you attempt to close a record, a rec a warning message displays with options to continue, and it'll let you know, give you the option to save that record.

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Crystal Rodriguez 00:44:03.300 --> 00:44:12.980
And I kind of zoomed through that really quickly, but once you save the record, you do get an online save file number. Let me go ahead and do that one more time.

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Crystal Rodriguez 00:44:16.220 --> 00:44:26.580
So here I see that the record was added as number one sixty four. And that's going to be, those are automatically assigned to the lowest available number in the save file.

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Crystal Rodriguez 00:44:31.260 --> 00:44:50.820
Now to search for all records in a safe save file, I'm going to go to the cataloging menu and then search, and then I'm going to choose online save file. I also see that I could use the shortcut of control plus F three. And again, you can use your toolbar as well.

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Crystal Rodriguez 00:44:52.020 --> 00:44:54.380
I'm gonna go ahead and click on that option.

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Crystal Rodriguez 00:44:56.420 --> 00:45:01.940
And to see the entire safe file, I'm going to leave the search box blank and just click ok.

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Crystal Rodriguez 00:45:03.780 --> 00:45:16.940
Now I get a notice letting me know that I'm only viewing the first one hundred records and that I need to go to the view menu and then choose next one hundred records to see the remaining records. So let's do that. I'm gonna go to view.

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Crystal Rodriguez 00:45:18.260 --> 00:45:38.460
And then it's under navigate records and lists, and then I can choose next one hundred records, and then I'm taken to the next one hundred records, and then I see my records that I had saved. And here we see my status listed. So that's how I know that those are the ones that I used. Now speaking about the.

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Crystal Rodriguez 00:45:38.740 --> 00:45:47.860
My status, I can also search specifically for those records. So again, I'm gonna bring up my option to search the online save file.

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Crystal Rodriguez 00:45:50.260 --> 00:45:51.420
And here I'm going to.

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Crystal Rodriguez 00:45:53.460 --> 00:45:53.820
Choose.

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Crystal Rodriguez 00:45:55.620 --> 00:46:00.260
Sorry, one second, I'm gonna choose the dropdown at the beginning here to choose my status.

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Crystal Rodriguez 00:46:01.780 --> 00:46:13.860
And then I'm going to enter my initials in to the search box and click ok. And then I only receive those two records that I've added that have my status listed.

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Crystal Rodriguez 00:46:18.460 --> 00:46:38.660
I also have the option of searching for a specific safe file records. So again, opening up that safe file search box, I can choose to search by an OCLC control number, by title, and a few other options here. I'm going to go ahead and use save file number and I.

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Crystal Rodriguez 00:46:38.820 --> 00:46:42.380
Can enter in one sixty four and click ok there.

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Crystal Rodriguez 00:46:44.700 --> 00:46:47.140
And then just that record opens up for me.

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Crystal Rodriguez 00:46:53.100 --> 00:47:11.740
I see a question is the modification date for adding to the online safe file or does it only represent if you've made changes to the file? I'm honestly not a hundred percent sure. I believe that the first date is when you added and then the modification date is if you've changed it. I will look into that and get back to you after the class.

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Crystal Rodriguez 00:47:13.620 --> 00:47:13.900
Alright.

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Crystal Rodriguez 00:47:19.140 --> 00:47:38.860
And something to note here, once you perform an update or a replace action on a record, the record is going to be removed from the online safe file. So, if you don't want it removed after you've performed an action, you're going to want to re save it, but then to remove the records manually, you want to go to.

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Crystal Rodriguez 00:47:39.020 --> 00:47:40.020
The action menu.

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Crystal Rodriguez 00:47:41.620 --> 00:48:01.820
And then choose delete record. It seems a little confusing because it doesn't say delete from save file, but that's what it means in this case. So I'm going to go ahead and click delete record and I'm gonna be asked, do I really want to do that? I'm going to say yes, and now if I were to search by my status again, I would only.

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Crystal Rodriguez 00:48:03.700 --> 00:48:07.700
The one record that I had chosen previously. So I'm gonna do that real quick.

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Crystal Rodriguez 00:48:09.220 --> 00:48:09.580
Oops.

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Crystal Rodriguez 00:48:13.060 --> 00:48:17.220
Actually, I, oh, because I chose used date by mistake, there we go.

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Crystal Rodriguez 00:48:19.700 --> 00:48:21.620
So there's just the one record remaining.

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Crystal Rodriguez 00:48:30.340 --> 00:48:49.860
So that is the online save file. Now, I want to store my records on my local workstation now. So I'm going to use the local safe file instead. Before working with the local safe file, we must first set up local files. These are set up within.

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Crystal Rodriguez 00:48:50.100 --> 00:49:02.620
The local file manager of connection. Connection will create a default, and there is an option to set up multiple local files. Let's take a look at that. So, under the file menu.

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Crystal Rodriguez 00:49:04.220 --> 00:49:19.460
I see local file manager, and I have my default here already. Actually, I need to make sure I'm looking at the correct file type, so I'm gonna choose bitly graphic here, and then that is my default bidly graphic file type.

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Crystal Rodriguez 00:49:21.500 --> 00:49:26.500
But I want to go ahead and create a new file. So I'm going to click on create file.

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Crystal Rodriguez 00:49:28.500 --> 00:49:48.460
And then I get the I'm open up my Explorer here, and I'm going to just create a new file. I don't really want to do that in this, in this connection folder. You want to choose a folder that's local to your computer. So you can use documents or desktops something to that nature. So I'm just going to call this.

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Crystal Rodriguez 00:49:49.660 --> 00:49:50.220
Local test.

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Crystal Rodriguez 00:49:54.660 --> 00:50:05.900
And click open, and now that shows as a path, and then to select that path, I can just double click on it or I can click once and choose set as default.

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Crystal Rodriguez 00:50:07.540 --> 00:50:12.940
And now any records that I save are going to be saved to this file. So I'm going to go ahead and close that.

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Crystal Rodriguez 00:50:19.140 --> 00:50:27.340
Alright, now let's take a look at saving a record to the local save file. So again I'm going to open up Worldcat to search.

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Crystal Rodriguez 00:50:29.260 --> 00:50:31.580
And I'm going to search for that same OCLC number.

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Crystal Rodriguez 00:50:35.100 --> 00:50:53.500
And here to save to the local save file, I can use the F four key. I can use the action menu or I can use the toolbar button. I'm gonna go ahead and use F four. I do want to note that that happens pretty quickly, so you may not actually see an action taking place, but i'll.

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Crystal Rodriguez 00:50:53.660 --> 00:50:56.500
Note how you know it took place. So I'm gonna go ahead and use F four.

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Crystal Rodriguez 00:50:58.780 --> 00:51:00.260
And connections taking a minute to think.

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Crystal Rodriguez 00:51:04.460 --> 00:51:06.020
That's a little longer than it typically takes.

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Crystal Rodriguez 00:51:07.740 --> 00:51:23.980
There we go. Okay, so now I see the save file number was added. So this is added as number one because currently I don't have anything in my save file. Again, with the local save file, the safe file number is going to be the next available number.

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Crystal Rodriguez 00:51:26.180 --> 00:51:28.340
So that's how I know that it was in fact saved.

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Crystal Rodriguez 00:51:33.580 --> 00:51:42.260
Alright, now I'm going to go ahead and add a second title. I'm gonna use my quick search toolbox this time. So let me add my OCLC number here.

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Crystal Rodriguez 00:51:49.260 --> 00:51:50.420
And then I'm just gonna hit enter.

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Crystal Rodriguez 00:51:52.500 --> 00:52:05.740
And here I have a different title, and I want to go ahead and save that to the local save file. So this time I'm going to use the action menu and then choose save record to local file, and I see that that was added as save file number two.

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Crystal Rodriguez 00:52:09.740 --> 00:52:29.500
And just like with the, with the online safe file, if I were to edit this record and then attempt to close it, I would get that warning message asking me if I want to save that record. So let's just say I'm gonna add just a quick five hundred here.

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Crystal Rodriguez 00:52:31.540 --> 00:52:50.340
And I'm just just for speed I'm just gonna add the word note. I know that typically we would add something else there, but I just want to demonstrate how I'm asked to save this. So if I click to close this record, I'm given the box asking me if I want to save it to my local safe file online or if I just want to close.

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Crystal Rodriguez 00:52:50.900 --> 00:52:54.540
Or cancel. I'm gonna go ahead and close it though.

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Crystal Rodriguez 00:52:56.820 --> 00:53:16.460
Alright, and again with the local slave file, I have the option of searching for all of the records in the file or using some of those search options to search for individual records. So I'm going to go ahead and go to cataloging search and then choose local safe file. Again I could have used the F three.

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Crystal Rodriguez 00:53:16.980 --> 00:53:37.140
Option. Now in this case you do want to make sure that you're searching the correct local file. If you do have more than one. So I see that my local test file is the one that I'm searching, and then I just want to leave that blank to search all of my records. So I'm gonna click ok and both of the records that I've saved, now appear.

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Crystal Rodriguez 00:53:41.380 --> 00:53:54.700
And when I search these, these are returned in number order as that is the default retriever order order, but this can be changed. However, that selection is retained for future searches until you search again.

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Crystal Rodriguez 00:53:58.620 --> 00:54:05.540
And you can also sort this, these also just by clicking on the column that you want to sort.

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Crystal Rodriguez 00:54:07.500 --> 00:54:23.820
And again, you can search for a specific records by going and opening up the local safe file search, and again I have the option for title, OCLC number, my status, and a few other options. Save file number as well. So I'm going to go ahead and choose save file number and I'll just put number two there.

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Crystal Rodriguez 00:54:25.460 --> 00:54:30.220
And I'm gonna click OK, and then I get that record retrieved.

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Crystal Rodriguez 00:54:32.780 --> 00:54:37.620
Okay, I'm not seeing any questions that I'm checking check for that before I move on.

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Crystal Rodriguez 00:54:42.140 --> 00:54:43.020
Let me go back over here.

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Crystal Rodriguez 00:54:47.580 --> 00:55:07.020
Okay, so connection client offers the option for online processing and offline processing. Connection online processing allows you to evaluate, edit, and or perform actions one record at a time. To use connection online processing, you must log on.

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Crystal Rodriguez 00:55:07.860 --> 00:55:10.860
With your nine digit authorization number and password.

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Crystal Rodriguez 00:55:14.420 --> 00:55:33.180
I see a question. If someone else edits a record in our safe file, will it update in the safe file? In the online safe file yes. But your local safe file remember that is specific to your workstation. So unless that person is signing into your workstation, they would not be.

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Crystal Rodriguez 00:55:33.300 --> 00:55:35.540
Able to change those records.

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Crystal Rodriguez 00:55:38.580 --> 00:55:57.500
Okay, getting back to our slide here, so connection offline processing allows you to work with groups of records without having to log on. You can search, add holdings, and export multiple records in one process. But it is important to note that the local safe file.

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Crystal Rodriguez 00:55:57.660 --> 00:55:59.700
Is mandatory for this process.

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Crystal Rodriguez 00:56:04.180 --> 00:56:07.140
In response to the question, if they edit the record in connection in general.

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Crystal Rodriguez 00:56:09.180 --> 00:56:22.780
If they're not working from the online safe file and they have searched that record and they're editing just right there in connection, no, that won't save to the online safe file record. So they would need to open up that record that you've saved.

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Crystal Rodriguez 00:56:24.500 --> 00:56:27.180
In order for those changes to be seen by everyone.

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Crystal Rodriguez 00:56:28.980 --> 00:56:29.980
I hope that answered your question.

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Crystal Rodriguez 00:56:33.140 --> 00:56:33.420
Okay.

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Crystal Rodriguez 00:56:37.980 --> 00:56:43.060
So now I'm gonna go ahead and go back to connection and show you a few options here.

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Crystal Rodriguez 00:56:47.460 --> 00:56:47.740
Okay.

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Crystal Rodriguez 00:56:51.700 --> 00:57:09.420
No need to apologize, that's what the questions are for. All right, now my library has received a large order of books from a vendor and my catalogger wants to process those records offline and in batch. So first of all, I'm gonna need to sign out because for our previous demo I was logged on.

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Crystal Rodriguez 00:57:09.940 --> 00:57:10.820
So I'm gonna log off.

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Crystal Rodriguez 00:57:14.420 --> 00:57:25.540
And then in order to begin, to prepare for offline cataloging, we do need to set up a few things. So I'm going to go ahead and go to the tools menu and then options.

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Crystal Rodriguez 00:57:27.220 --> 00:57:28.700
And then I'm gonna click on general.

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Crystal Rodriguez 00:57:30.380 --> 00:57:50.780
And choose offline cataloging options. Now here you need to make sure that you are setting up your classification scheme, so if your library uses library of Congress or if you use NLM or do we for classification, you can select that here. I'm gonna go ahead and keep mine as library of con.

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Crystal Rodriguez 00:57:51.020 --> 00:58:09.540
This, and then I need to add my holding code, which is a four digit code. This is found in the O four nine of your records and for most libraries that have three character symbols, it's going to be the symbol with the letter A afterward.

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Crystal Rodriguez 00:58:11.420 --> 00:58:25.540
And for most other libraries, it's just gonna be the word main. If you're unsure what you're a holding library code is, you can reach out to support for additional information there. And then the same for your OCLC symbol. Your OCLC symbol is gonna be a three or five character.

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Crystal Rodriguez 00:58:27.620 --> 00:58:34.100
Symbol that identifies your library within connection and worldcap. So I'm adding mine there.

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Crystal Rodriguez 00:58:35.740 --> 00:58:49.900
And then note here that if you are a Naco cataloger, you would also need to add your mark organization code, and again, any questions about that, you can reach out to our support team. So I'm gonna go ahead and click OK. I've added those settings there.

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Crystal Rodriguez 00:58:53.700 --> 00:59:12.020
Alright, now after I've done that, it's also important to set batch processing options to tell connection what to search, how many results to download, and or what actions to perform offline. So for that, I'm still in the options menu. Remember I got there by going to tools and then option.

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Crystal Rodriguez 00:59:12.940 --> 00:59:14.620
I'm going to select batch.

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Crystal Rodriguez 00:59:17.940 --> 00:59:36.140
And then the first thing I want to do is to select the maximum number of matches to download. Now what this means is when I'm searching, if there are, if there's more than one match, I am telling connection how many matches I want it to bring back from me. The default is a hundred and fifty.

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Crystal Rodriguez 00:59:36.620 --> 00:59:38.380
I'm going to change this to fifty.

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Crystal Rodriguez 00:59:42.900 --> 00:59:44.460
And then you also do want to indicate.

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Crystal Rodriguez 00:59:46.300 --> 01:00:05.460
If you, when you're using batch processing, if you get results that show too many matches or a record isn't found, do you want to retain those search keys so that you can make edits to them in order to adjust your batching searching? I personally recommend using both of those.

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Crystal Rodriguez 01:00:06.580 --> 01:00:09.820
At least especially until you get more familiar with using batch processing.

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Crystal Rodriguez 01:00:13.780 --> 01:00:32.020
And, going back a minute to the number of batch matches to download, you may want to choose a lower number here if you have a student worker and you want them to review one match or just a few matches at a time. And like I said, I'm going to use fifty because my library catalogger wants to.

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Crystal Rodriguez 01:00:32.140 --> 01:00:48.100
Review multiple matches to find the best match. And this means that connection will download all the records that match my search up to fifty titles. However, if there are more than fifty matches, none will be downloaded and I'll need to narrow that search.

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Crystal Rodriguez 01:00:50.500 --> 01:01:10.420
Alright, now under the record actions area, you want to select whether or not you want to delete attached LH lhrs in local bib data when deleting holdings. This applies to batch processing only, and if this option is checked, and you perform.

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Crystal Rodriguez 01:01:10.540 --> 01:01:30.900
A delete holdings action, any attached LHR local holdings record or LBD, which is a local bibiographic data, will be removed. If it's unchecked, then the action will fail and you'll have that opportunity to make the change. And at that point then you can review and edit the LHR and LBD.

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Crystal Rodriguez 01:01:31.620 --> 01:01:34.820
In World Share Record Manager if your library's working with those.

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Crystal Rodriguez 01:01:37.660 --> 01:01:55.940
Alright, and then also here in the same section, this is where I can indicate what actions I want connection to process in batch. So I'm going to go ahead and check the graphic record export. I also could select label printing or authority record export.

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Crystal Rodriguez 01:01:57.420 --> 01:02:06.620
Now it is important to note that if you later want to stop processing in batch, you will need to come back here and uncheck the graphic record export.

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Crystal Rodriguez 01:02:08.220 --> 01:02:28.580
If you don't do that and you try to work with just one record at a time, you're not gonna see that export happening because connection thinks it's going to do it in batch. Once you've made those changes, I'll also hear, I am going to go ahead and display my batch reports automatically. I'm not going to print them automatic.

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Crystal Rodriguez 01:02:29.340 --> 01:02:36.500
But that option is just after you've performed a badge, you're gonna get a report. And here you're telling connection what you want it to do with that.

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Crystal Rodriguez 01:02:38.380 --> 01:02:41.940
So now I'm going to go ahead and click apply and click close.

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Crystal Rodriguez 01:02:55.660 --> 01:03:13.740
Alright, so here's a little bit more about batch processing. Using batch processing, you can enter biblographics search keys, edit records, set holdings actions, and or export. And perform quick batches for holdings. When searching, it's important to remember a few.

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Crystal Rodriguez 01:03:15.420 --> 01:03:34.220
Enter search keys in the same format that you would, that you would use if you were doing online searches. Numeric searches are preferred as they will generally return less record results. An OCLC number search will return one record for the item. You can enter.

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Crystal Rodriguez 01:03:34.500 --> 01:03:51.780
Keyword derived, and or phrase searches as well. Index labels and qualifiers maybe set for all searches or entered with the search keys. And you can also import a file for searching such as when you have a list of OCLC numbers.

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Crystal Rodriguez 01:03:53.820 --> 01:04:12.140
When you're editing, you will use the same record editing techniques as when you're working online. And then you may need to take actions such as adding holdings, deleting holdings or exporting. And I'm gonna show some of this shortly in connection. Alright.

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Crystal Rodriguez 01:04:20.580 --> 01:04:23.020
All right I'm just waiting for connection to open up again for me here.

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Crystal Rodriguez 01:04:27.780 --> 01:04:29.460
I'm. Sorry, it's taken a minute, there we go.

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Crystal Rodriguez 01:04:33.660 --> 01:04:53.740
Now remember, my library has just received a shipment of books from our local vendor. For most of the titles, the vendor provided the OCLC number. However, in some cases, we will need to search by ISPN or title. So now let's see batch searching in connection at work. So for that, I'm going to start by.

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Crystal Rodriguez 01:04:53.940 --> 01:05:02.740
Going to the batch menu, and I'm going to choose enter biblographics search keys cause I'm going to tell connection what to search.

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Crystal Rodriguez 01:05:05.100 --> 01:05:24.780
I want to start by making sure that my default index is set to none. So this is where if I can choose to tell connection to use a specific index for all of my search keys, but I don't want to do that because I'm going to be entering different types of searches here. Now I'm going to import a.

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Crystal Rodriguez 01:05:25.620 --> 01:05:25.860
A file.

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Crystal Rodriguez 01:05:27.260 --> 01:05:35.060
This is a file that I already created in Notepad with my search keys, so you can do that or you can enter your search keys directly.

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Crystal Rodriguez 01:05:36.900 --> 01:05:39.900
So because I'm going to import, I'm going to go ahead and click the import button.

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Crystal Rodriguez 01:05:41.340 --> 01:06:01.700
And then I have this file here of batch search keys that I previously created. I'm just gonna open that up. Now I'm asked if I want to delete my original import file. I personally say no here, because I may need to go back and make changes and I can always delete that manually later. So i'.

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Crystal Rodriguez 01:06:01.700 --> 01:06:02.860
I'm going to go ahead and say no.

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Crystal Rodriguez 01:06:07.540 --> 01:06:19.580
And then here we see that the OCLC numbers were added and you can also see that in some cases I have a qualifier here for the language of catalogging as English.

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Crystal Rodriguez 01:06:21.940 --> 01:06:29.220
And then I have some other types of searches with different indexes here. So for example, I have a title phrase, whole phrase search here.

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Crystal Rodriguez 01:06:35.060 --> 01:06:50.140
And as I mentioned, another option is to add enter those search queries manually. So when you're adding your search query manually, you can add the index or you can use the default index dropdown. So to add an index, I'm going to go ahead and.

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Crystal Rodriguez 01:06:51.660 --> 01:06:59.580
And click add. Oh, I'm sorry, first I'm going to enter it in my search keys area here. So I'm going to go ahead and enter in an ISPN.

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Crystal Rodriguez 01:07:06.540 --> 01:07:23.260
And then this is where I can either leave the default as none or choose. I know that I need to search for an ISPN index, so I actually am going to go ahead and use that dropdown and start searching for ISP and I can just start to type I and then it does bring that up for me.

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Crystal Rodriguez 01:07:25.540 --> 01:07:30.700
And then I'm going to go ahead and click add, and that will add that search down into.

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Crystal Rodriguez 01:07:34.500 --> 01:07:35.420
My search queries here.

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Crystal Rodriguez 01:07:37.420 --> 01:07:37.620
Alright.

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Crystal Rodriguez 01:07:39.900 --> 01:07:56.060
Now I kind of got ahead of myself on something, so I'm gonna actually remove it and then discuss it here. So you'll note that right now I have applied default world cat qualifiers, which I mentioned a minute ago. So once you add that, if you don't uncheck it, it's going to apply to all of your qualifiers.

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Crystal Rodriguez 01:07:58.180 --> 01:08:17.819
Yeah, so I'm getting to the I'd see a question about this. No, it's not necessary. So, the question is when searching by OCLC numbers is that necessary? Nope, I did that by mistake actually. So actually, you know what, I'm gonna go ahead and jump a little ahead and remove these cause I was going to demonstrate deleting anyway. So I'm just going to.

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Crystal Rodriguez 01:08:18.020 --> 01:08:27.980
Highlight all of these, click delete, so that's once you've added a search key, if you need to, you can delete that, and I'm going to reimport that file real quick.

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Crystal Rodriguez 01:08:29.660 --> 01:08:39.540
And you'll see that that is not that, is not added. Whoops, i made another reboot. Sorry guys, here we go. Let me remove that again.

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Crystal Rodriguez 01:08:41.060 --> 01:08:44.100
And let me change my default index back to no.

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Crystal Rodriguez 01:08:46.299 --> 01:08:47.980
None I mean, alright.

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Crystal Rodriguez 01:08:50.660 --> 01:09:07.299
Now I get just the OCLC number. So that was actually a little bit of a setting I had forgotten to remove, but it's good that that happened because it shows you what that the apply default worldcat qualifiers is. Once you have it added, it's always there.

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Crystal Rodriguez 01:09:10.940 --> 01:09:23.339
Alright, and I do see that there was another question. How do you enter more than one qualifier? I'm gonna actually demonstrate that soon I believe, if not, I'll get back to that. But the, the default worldcat qualifier.

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Crystal Rodriguez 01:09:24.620 --> 01:09:25.940
Well, yeah, we'll talk about that in a moment.

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Crystal Rodriguez 01:09:28.660 --> 01:09:34.220
Okay, so, sorry I got a little ahead of myself again like I said, but here is our imported.

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Crystal Rodriguez 01:09:35.500 --> 01:09:55.940
OCLC numbers in a couple of search keys without any qualifiers. I want to go ahead and add in that ISPN so I'm gonna change my default to ISBN, again, and I'm gonna click add to add that to my search queries. All right. And then I do want to add one more search query. So I'm gonna.

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Crystal Rodriguez 01:09:58.140 --> 01:10:05.140
Removing the youth, changing the use default index to none. I'm going to delete that previous query.

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Crystal Rodriguez 01:10:06.900 --> 01:10:15.780
And the reason i'm using none here is because I'm entering my search index of TI equals for title, and then I'm going to enter in that search here.

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Crystal Rodriguez 01:10:17.860 --> 01:10:25.700
In my query box. And again, once I've got that entered, I just click add, and then that adds it to my search query.

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Crystal Rodriguez 01:10:28.060 --> 01:10:46.620
Alright, so yes, you can also apply default worldcat qualifiers. So as we saw, if I check the apply default world cat qualifiers right now I have the language of learning of English added. To answer the question of how can you add.

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Crystal Rodriguez 01:10:47.980 --> 01:11:08.260
More than one. It's just adding it right there in that box, so I can add LL colon E ENG for English, and then let's say I wanted to do a material type, then I can just I, I believe it's adding space MT, and then I'm going to add a quo that index.

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Crystal Rodriguez 01:11:08.420 --> 01:11:24.740
And then I'm going to say like VIS for visual. And then I can go ahead and add a search query, and when I do that it's going to add those worldcat qualifiers, so let's test that. Let me go ahead and do a title here. I'll use my favorite childhood book.

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Crystal Rodriguez 01:11:28.220 --> 01:11:44.460
And going I'm gonna go ahead and add that, and now that I have the applied default role cat qualifiers selected I'm going to click add and you see that it did in fact add those qualifiers and I'm noticing that there's no space here, so I do believe I have to remove that.

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Crystal Rodriguez 01:11:46.820 --> 01:11:55.460
So this gives me the opportunity to show you how you can edit a search query when it's in here. So I'm gonna leave that search query highlighted.

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Crystal Rodriguez 01:11:58.260 --> 01:12:06.860
And double click it so that it shows up in my search query box, and then I can edit to remove that space, and this time I'm going to say replace.

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Crystal Rodriguez 01:12:08.500 --> 01:12:11.140
And you see that that replaced that. Query there.

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Crystal Rodriguez 01:12:12.900 --> 01:12:16.300
And we will see shortly whether those spaces are needed or not.

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Crystal Rodriguez 01:12:18.700 --> 01:12:18.980
Alright.

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Crystal Rodriguez 01:12:20.700 --> 01:12:24.700
So now that I've added these, I'm going to click save to save all of my queries.

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Crystal Rodriguez 01:12:26.420 --> 01:12:27.780
And then I'm going to close my box.

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Crystal Rodriguez 01:12:30.300 --> 01:12:39.140
Once I've added my search keys I now have to process the batch. So for that I'm going to go to batch, and then I choose process batch.

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Crystal Rodriguez 01:12:40.500 --> 01:13:00.740
And here I see my options for my local files. So I'm going to choose the local test file that I created, so I'm just gonna highlight check in that box to choose that. And then I need to tell connection what processes I want to performed. So I can choose.

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Crystal Rodriguez 01:13:00.940 --> 01:13:21.180
Searches, record actions, exports or label printing. I'm going to go ahead and choose online searches. I also want to note this option for retaining the file selection. So this is helpful if you know you're gonna be working within that same local file. That way the next time I won't have to select that.

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Crystal Rodriguez 01:13:21.420 --> 01:13:25.900
File. So I'm going to leave that checked and then I'm gonna go ahead and click ok.

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Crystal Rodriguez 01:13:27.260 --> 01:13:29.380
And we see my batches being searched.

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Crystal Rodriguez 01:13:32.900 --> 01:13:38.020
And in a moment, my batch report will display and will discuss that shortly.

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Crystal Rodriguez 01:13:40.580 --> 01:13:48.540
Now a little note there too, if you happen to be logged on when you clicked on process batch, connection will automatically log you off.

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Crystal Rodriguez 01:13:51.620 --> 01:13:53.580
So that it can perform those batch searches.

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Crystal Rodriguez 01:13:56.060 --> 01:14:14.460
And we note here that our errors display first. So let's take a little bit of look at those. Our first error, we see that I have a typing error, and then yep, it does look like with the wrinkle and time, it did search properly, but I got more than fifty results.

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Crystal Rodriguez 01:14:15.900 --> 01:14:20.780
Oh actually I apologize, no records were found based on the way I searched. So we'll check that one here shortly.

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Crystal Rodriguez 01:14:22.700 --> 01:14:26.860
Because I think actually I need to have some spaces in, in between those qualifiers.

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Crystal Rodriguez 01:14:29.540 --> 01:14:34.020
Alright, but we do see that we see we have the.

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Crystal Rodriguez 01:14:35.620 --> 01:14:55.740
Lepard gecko title whole search that returned fifty one records and because I had set my batch settings to fifty, it doesn't return the fifty one records. It just tells me that that's how many are there. So that gives me the opportunity to adjust that. And then we do see all of our successful searches.

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Crystal Rodriguez 01:14:59.180 --> 01:15:18.980
You can view this most recent report at any time by going to batch and then click on view reports, and then you can search your bibiographic search report or whatever action you took, you can see that report. But do note that that is only going to be the most recent report. So that's where.

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Crystal Rodriguez 01:15:19.140 --> 01:15:20.860
You may want to print this report.

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Crystal Rodriguez 01:15:24.980 --> 01:15:26.580
Okay I'm going to go ahead and close my report.

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Crystal Rodriguez 01:15:28.820 --> 01:15:48.540
And then I want you to go ahead and correct those errors. So let's go to batch, and then we're gonna choose enter people graphics search keys again, and you'll note that only the records that had errors are showing for me to edit. So I'm going to first edit my typing error, so let's go ahead and.

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Crystal Rodriguez 01:15:48.660 --> 01:15:54.260
Double click that and that sends it up to the query, and I'm just going to fix my typing.

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Crystal Rodriguez 01:15:56.420 --> 01:16:16.020
And again, I don't want to click add. I want to click replace here. And when I do that, the option in the search box will be corrected. So note that it now is spelled correctly. And with the lepard Gecko, I'm probably going to want to go ahead and add a qualifier to narrow that down, and I.

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Crystal Rodriguez 01:16:16.100 --> 01:16:26.980
I am actually going to add a space here. Do you believe that's why it didn't search properly? So in your qualifiers, you do need to add that space before you add your qualifier.

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Crystal Rodriguez 01:16:28.900 --> 01:16:40.740
And so I'm just going to click replace. Oops, nope, that was not what I needed to do. Sorry about that. I didn't realize that I had not added that there. So let me.

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Crystal Rodriguez 01:16:43.820 --> 01:17:02.460
What I did wrong there was that I didn't, when I, when I clicked replace, I had not yet put it into the search keys. So remember that when you're making your edits here, you do want to double click so that it shows into the query search keys area. And then I can apply that default there.

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Crystal Rodriguez 01:17:08.820 --> 01:17:11.420
Not sure why it didn't add it, so I'm just going to manually add that here.

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Crystal Rodriguez 01:17:16.380 --> 01:17:21.260
And then click replace. And then I'm going to double click the wrinkle in time.

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Crystal Rodriguez 01:17:22.740 --> 01:17:24.420
And again, I'm gonna add my spaces here.

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Crystal Rodriguez 01:17:25.940 --> 01:17:26.740
And click replace.

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Crystal Rodriguez 01:17:29.060 --> 01:17:29.900
Now I can save this.

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Crystal Rodriguez 01:17:32.380 --> 01:17:35.340
And close, and then I'm gonna go back to batch.

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Crystal Rodriguez 01:17:36.820 --> 01:17:51.140
Process batch, note that because I checked on retained files selection, my file is selected for me and I'm gonna go ahead and click online searches, click ok, and then connection begins to process my batch.

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Crystal Rodriguez 01:17:53.500 --> 01:17:54.700
And I do see that.

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Crystal Rodriguez 01:17:57.900 --> 01:18:18.300
Ethiopa create Ethiopia creativity and the wrinkling time, they do search, but again, I have more than fifty records so I don't get anything back there. So I could limit again or just decide to search in a different way. But I do get back the two lepard Gecko and again this does confirm my apologize that.

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Crystal Rodriguez 01:18:18.660 --> 01:18:38.580
I had forgotten to mention adding that space before the qualifiers, but you do need to do that. Does it matter if there is a colon versus the equal sign after TI? Yes. In our second class on biblographics searching, we discussed the difference between title keyword, title phrase.

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Crystal Rodriguez 01:18:38.820 --> 01:18:47.780
And title whole phrase. So TI colon is going to just be a title keyword search, TI equals is going to search the entire title.

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Crystal Rodriguez 01:18:49.740 --> 01:18:58.020
And if you need additional information on that, I would recommend that second class or the learner guide for that second class mentioned that as well.

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Crystal Rodriguez 01:19:02.540 --> 01:19:16.020
So yeah, the index is determined de determines how connection's going to search. Also, we can add the link to our world cat index documentation that provides information on those indexes. We'll add that shortly.

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Crystal Rodriguez 01:19:19.540 --> 01:19:23.820
Okay, so I demonstrated how to replace and rerun that batch.

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Crystal Rodriguez 01:19:25.620 --> 01:19:45.300
And how to review there, and then as I mentioned, we see what happens with the download error, so if you find that that's happening frequently, you may want to go into your settings and change that option so that remember, that's under tools options batch. So you may want to increase the maximum number of matches.

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Crystal Rodriguez 01:19:46.740 --> 01:20:06.340
If you find that frequently. Or, you can then minimum, add additional qualifiers to narrow your search. Okay, so now that I've performed those searches, all of those records were added to my local safe file, so again, I'm going to go ahead and open my local safe file. I'm going to use the F three key to.

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Crystal Rodriguez 01:20:06.500 --> 01:20:26.340
Do that, to open my search box, and again I'm just gonna leave the search blank because I want to look at everything, and I'm going to click ok. And now we see quite a few records were added from my searching. So some of these are from the OCLC number. Here we see the lepard gecko search that I.

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Crystal Rodriguez 01:20:26.980 --> 01:20:27.420
Performed.

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Crystal Rodriguez 01:20:31.260 --> 01:20:49.340
And you will see some duplicate examples. This is where you have the opportunity to review the results to determine which match is best for your library. As we've mentioned in previous classes, some libraries prefer to, for example, look for DLC records or they may.

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Crystal Rodriguez 01:20:49.460 --> 01:21:01.780
Look to see which records have more holdings, things like that to sort of give them a starting point. And we also showed in previous classes how you can compare records side by side.

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Crystal Rodriguez 01:21:05.820 --> 01:21:23.620
Now within your local safe file, as I had mentioned earlier, you can customize the list settings here for your local safe file, so you may want to choose which columns to display and in what order. Maybe there's columns you don't really need to see. So to do that, we've got our open.

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Crystal Rodriguez 01:21:24.420 --> 01:21:30.340
We've got our local save file open. I'm going to do a right click and I'm going to choose list settings.

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Crystal Rodriguez 01:21:31.740 --> 01:21:42.700
And here I can select which columns I want to show and in what order. So I am going to uncheck a couple of these here.

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Crystal Rodriguez 01:21:46.340 --> 01:21:47.380
I'm going to uncheck the.

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Crystal Rodriguez 01:21:50.420 --> 01:21:50.780
Library.

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Crystal Rodriguez 01:21:52.860 --> 01:21:57.220
And I don't really need to worry about produced, so I'm gonna uncheck that one as well.

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Crystal Rodriguez 01:22:00.580 --> 01:22:06.500
And then let me I'm gonna remove format as well. Just cause I'm not really too concerned with that yet.

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Crystal Rodriguez 01:22:08.780 --> 01:22:28.220
And then you also, so removing all you have to do is click that box to uncheck it, but then I also can move some of the items further up or down. So let's say I want OCLC number to be first, so I can click on control number and then just choose move up until it moves to where I want it within.

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Crystal Rodriguez 01:22:31.940 --> 01:22:46.900
And then if you go through this and you decide, yeah, you know what, I don't really want to make those changes, then you can just click on reset. I'm going to go ahead and click ok and you can see how my columns got a little smaller here cause some of those went away.

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Crystal Rodriguez 01:22:52.540 --> 01:23:11.260
And then as I had showed earlier, you can then click on one of the columns in order to sort that. So let's say I want to sort by title, I just click on title and it sorts alphabetically and then let's say I want to reverse alphabetical order, I can click on title again and get that reverse alphabetical order.

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Crystal Rodriguez 01:23:15.460 --> 01:23:25.580
Now what if I want to make changes to more than one record in my local safe file? I can do that. I can open one record at a time just by double clicking. So if I click on one of these.

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Crystal Rodriguez 01:23:27.140 --> 01:23:47.220
Records, I'm gonna open that. It'll open up that record. But if I want to view rec more than one record at a time, I can click on one record and then I can use the shift key to select titles that are in sequence or I can use control to select titles.

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Crystal Rodriguez 01:23:47.420 --> 01:23:56.780
That are not sequenced. So here I've I've clicked the first title and then I can click control and click the second title, and then I can do that again with the third title.

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Crystal Rodriguez 01:23:58.460 --> 01:23:58.700
Okay.

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Crystal Rodriguez 01:24:02.860 --> 01:24:06.700
I'm just pausing and see if there's any additional questions. I think we've got to all of them.

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Crystal Rodriguez 01:24:10.540 --> 01:24:10.740
Alright.

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Crystal Rodriguez 01:24:16.220 --> 01:24:18.420
Okay I'm gonna go ahead and unclick those.

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Crystal Rodriguez 01:24:21.300 --> 01:24:24.380
And then let me I'm gonna search for a different item here.

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Crystal Rodriguez 01:24:28.500 --> 01:24:43.260
So once again we can search for specific records and just as a reminder, when editing you will use the same record record editing techniques as when you're working online. So I'm going to go ahead and go to cataloging search and choose local safe file.

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Crystal Rodriguez 01:24:46.420 --> 01:25:00.460
And again, you can search by local say file number if you know that. I'm going to go ahead and search by OCLC number because I know I want to look at a specific OCLC number record. So I'm going to enter that in here.

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Crystal Rodriguez 01:25:04.900 --> 01:25:12.420
And I've make sure that I've chosen OCLC control number as my dropdown and I'm gonna click OK, and I'm must have a typo there.

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Crystal Rodriguez 01:25:17.260 --> 01:25:22.340
Looks right. Let me try searching by title instead. I may have just have a typing error there.

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Crystal Rodriguez 01:25:29.220 --> 01:25:29.620
There we go.

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Crystal Rodriguez 01:25:30.980 --> 01:25:34.100
Yep. I did have a typing error. I think I transposed a couple numbers there.

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Crystal Rodriguez 01:25:36.740 --> 01:25:55.740
Okay, so now I have the record for the northern lights, and I want to go ahead and add a note here, so I'm going to add a five hundred note. So again I'm just gonna highlight the five twenty the last of the existing five XX fields. Hit enter to add a field, and then I'm gonna start typing in.

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Crystal Rodriguez 01:25:55.940 --> 01:25:57.020
The five hundred note.

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Crystal Rodriguez 01:25:58.620 --> 01:26:01.460
And I want to indicate that this is a title from cover.

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Crystal Rodriguez 01:26:06.860 --> 01:26:25.380
And now that I've entered that I want to go ahead and reformat. We've talked about this in our previous class, but I'm going to use the toolbar option. I also could use the menu options as well. And once I reformat connection just kind of flashes real quick, you don't get an announcement letting you know that it's been done.

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Crystal Rodriguez 01:26:26.420 --> 01:26:29.100
But I know I can tell that it happened because.

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Crystal Rodriguez 01:26:31.300 --> 01:26:39.460
I saw sort of that re reformat blinking and depending on what you're editing, you may see that the field you added moves into a different position.

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Crystal Rodriguez 01:26:44.780 --> 01:26:59.340
Okay, and then again once I, if I try to close, I will be asked if I want to save the record to the local save file. Because I made changes, I am going to go ahead and say yes here, and it's just going to resave it as the same number.

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Crystal Rodriguez 01:27:03.380 --> 01:27:03.700
Okay.

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Crystal Rodriguez 01:27:07.260 --> 01:27:25.100
In addition to editing, you may also need to take actions on records such as setting holdings or exporting. And again, this can be performed with the record open or I'll talk about how you can do it without opening in a moment. So I'm gonna start by opening up a specific record.

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Crystal Rodriguez 01:27:26.260 --> 01:27:28.780
So again, I want to open up my search option here.

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Crystal Rodriguez 01:27:32.660 --> 01:27:39.340
And I am going to look for the title silver view, and I already have titles selected, so I'm going to click OK.

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Crystal Rodriguez 01:27:41.620 --> 01:27:43.500
And then that record opens up for me.

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Crystal Rodriguez 01:27:46.980 --> 01:27:59.700
And with the record open, I want to set my holdings. So I have a few options to do that. I can either use the F eight key, I can use my toolbar action or again, I can use my action menu. So.

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Crystal Rodriguez 01:28:02.100 --> 01:28:21.780
The action menu would be action and then holdings and update holdings. And we talked about this in the last class, but, produce an update holdings does the same thing as update holdings. This is kind of a remaining from years ago when we still produced cards. So it's best.

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Crystal Rodriguez 01:28:21.860 --> 01:28:41.860
To just use update holdings there. But I'm going to go ahead and use the F eight key and again you'll, it kind of happens really quickly in a flash, but what will tell me that that action is ready to be taken place is if I look down in my status bar, I see update holdings with an R for ready.

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Crystal Rodriguez 01:28:44.900 --> 01:29:05.260
And we'll talk a little more about that shortly as well. Okay, so that's adding taking action on one record, but let's say I want to take action on several records within my file. So I'm going to go ahead and open up that search file again search box. I want to open all of the records, so I'm going to leave it blank and hit.

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Crystal Rodriguez 01:29:05.500 --> 01:29:05.900
Hit enter.

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Crystal Rodriguez 01:29:08.140 --> 01:29:26.100
I see a question. When updating in local safe file, the change only go to the local record, correct? Yes, until you complete the batch processing. So right now with the example of what I just showed, your action is ready, but.

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Crystal Rodriguez 01:29:27.900 --> 01:29:47.620
In a little while you'll see what happens when the action is actually completed. So it's kind of a half and half answer there. All right, I see another question. Can you fix a bunch of records offline and do a batch replace? No, you cannot replace in batch.

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Crystal Rodriguez 01:29:49.980 --> 01:29:55.980
But you can edit. And to be honest, I don't know that you would want to do a batch replace.

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Crystal Rodriguez 01:29:57.220 --> 01:30:14.260
Because when you replace a record, it affects all WorldCat users and if that takes you a while to do someone else may have come and made that change, the only exception is if you were to lock the record, but also it's not helpful to have that record locked for a long time.

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Crystal Rodriguez 01:30:15.940 --> 01:30:20.820
If you need more specifics on a, on a workflow like that I might suggest that you reach out to our support team.

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Crystal Rodriguez 01:30:26.780 --> 01:30:46.020
Alright, so to perform actions on multiple records, I can do that with the entire file open, and just like I showed a little bit ago, I can highlight one record and then use shift and clicking to choose adjacent records or control and click to choose records that are.

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Crystal Rodriguez 01:30:47.900 --> 01:30:48.860
Not in sequence.

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Crystal Rodriguez 01:30:53.260 --> 01:31:12.740
So I'm going to go ahead and select a few records here. I'm going to choose the record number four, and then I want to use control and choose the last record, and then I think I'm gonna choose record number fourteen as well. So with all of those highlighted.

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Crystal Rodriguez 01:31:13.380 --> 01:31:19.140
I then can choose the action for updating using any of those methods that connection offers me.

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Crystal Rodriguez 01:31:21.220 --> 01:31:36.460
Okay, I see a question. We have a local field that we want to remove from a bunch of records. They were added by accident by OCLC when they processed our data seat. For that issue Sue, I would actually recommend that you reach out to our support team especially if it was something that.

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Crystal Rodriguez 01:31:37.940 --> 01:31:43.100
Appears to have been incorrect in a data sync, because especially also it depends on the number.

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Crystal Rodriguez 01:31:45.060 --> 01:31:50.900
So definitely reach out to our support team and let them know about that situation, cause we maybe able to rectify that on our end.

265
Crystal Rodriguez 01:31:53.740 --> 01:32:12.860
Or at least give you some ideas of how best to fix that. Okay, alright, so with all three of these titles highlighted I want to go ahead and take action on all of them. So I can either click F eight or here I'm going to go ahead and click on the action menu holdings, and I'm going to choose update.

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Crystal Rodriguez 01:32:12.980 --> 01:32:27.620
Holdings. And when I do that, I see that all of them now show within R in the update holdings column. So that again is telling me that this is a ready status, so these are ready to be processed.

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Crystal Rodriguez 01:32:30.060 --> 01:32:46.820
Now, as I showed earlier, you can sort in your local say file and you can sort by that update status. So I'm going to go ahead and click once and they all go down to the bottom, but I want them at the top. So I'm going to click again, and now I have all of my ready records together.

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Crystal Rodriguez 01:32:50.260 --> 01:32:57.980
Now let's assume that I'm mistakenly added one of these to have the updates holding and I realized that I actually don't want to do that.

269
Crystal Rodriguez 01:33:00.260 --> 01:33:16.820
So I can either display the record itself to correct that. So let me do that. I'm gonna go ahead and click on this get go lepard skin record, double, double click on that to open it. I can go to action and then I can choose set status.

270
Crystal Rodriguez 01:33:18.300 --> 01:33:37.860
And here I see the option to remove the ready status for batch. So I've realized I don't actually want to update the holdings, so I'm going to click on the update holdings option there. Click ok. And now when I close this record, I see that it no longer shows as ready.

271
Crystal Rodriguez 01:33:40.100 --> 01:33:45.740
And you can also do that with multiple records at one time. So again I'm just gonna highlight all three of these.

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Crystal Rodriguez 01:33:47.060 --> 01:33:53.260
And same process I would click on action, set status, and then I would choose update holdings there.

273
Crystal Rodriguez 01:33:55.420 --> 01:34:13.860
And click OK, and then that would make those go away. I'm not gonna do that though, because I think I may want actually, no, I'm not going to actually add my holdings here. So I'm going to go ahead and choose update holdings and click ok and we see now none of these records have the ready update holdings there.

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Crystal Rodriguez 01:34:19.380 --> 01:34:19.700
Okay.

275
Crystal Rodriguez 01:34:22.220 --> 01:34:31.820
But I am gonna go ahead and do that again. So I want to add those now. So action holdings, update holdings, so I added the R for all three of those again. So I did want to keep that there.

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Crystal Rodriguez 01:34:39.140 --> 01:34:56.060
Now I also want to set these to export, so these same three records I'm gonna leave these highlighted and then I'm going to choose action, and then export. I also could choose F five or use the toolbar.

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Crystal Rodriguez 01:34:58.060 --> 01:35:01.060
So again, I see that all of these now are ready to export.

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Crystal Rodriguez 01:35:05.340 --> 01:35:24.500
And with those statuses, I can also search specifically by status, so let's say this is very helpful if you are working with more than just eighteen records. So I'm going to go ahead and close out of my local file real quick, and then I'm opening up that search box, and here we see that one of our options is to choose action status.

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Crystal Rodriguez 01:35:25.620 --> 01:35:30.420
So I can specifically search for action status export ready.

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Crystal Rodriguez 01:35:32.060 --> 01:35:41.980
And there's several other options, so when I choose that and click ok, now I'm only seeing the three records that I have showing as ready to export.

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Crystal Rodriguez 01:35:44.500 --> 01:35:53.100
And now that those are ready, it is time to do batch processing again. So recall that that's under the batch rec batch menu.

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Crystal Rodriguez 01:35:54.420 --> 01:36:14.620
And now I'm going to choose process batch, my selection is my file is selected, and this time I want to choose both the online record actions and exports because I have these both as ready to update holdings and ready to export. So I'm going to go ahead and click.

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Crystal Rodriguez 01:36:18.140 --> 01:36:21.060
And then connection begins to process the batch.

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Crystal Rodriguez 01:36:27.980 --> 01:36:28.900
It's taking just a moment.

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Crystal Rodriguez 01:36:32.220 --> 01:36:42.260
But we can see that what's being done in the meantime, so that's nice, we can sort of watch. And since we're looking here, I will note too, there is this option to cancel the batch if you.

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Crystal Rodriguez 01:36:43.660 --> 01:36:48.740
Realize, oh wait, this is taking too long or wait, I didn't actually mean to do that, there is that option.

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Crystal Rodriguez 01:36:54.900 --> 01:37:08.620
Not really sure why it's taking so long. I'm actually going to go ahead and click the cancel batch. I realized that I don't think I have my export files set up because I had removed that for the purposes of this class, so I'm actually gonna cancel that.

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Crystal Rodriguez 01:37:10.180 --> 01:37:30.220
And to be able to show you, I'm gonna choose batch process batch, and this time instead of choosing exports I'm just going to choose online records. Click ok. And that should happen pretty quickly. Yep. So that's what happened there. The reason that it was taking a while is because I did not set up my export file, and we did.

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Crystal Rodriguez 01:37:30.420 --> 01:37:33.340
Discuss that in a previous class as well if you need to review that.

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Crystal Rodriguez 01:37:37.540 --> 01:37:53.020
And so I got that report and then I can make sure to review that more like I showed earlier, I can go to batch view reports and this time I would look at the bidbly graphic record action, and I can see those records that were processed.

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Crystal Rodriguez 01:37:58.860 --> 01:38:15.820
Okay, now after you process or after you've identified duplicates, you may want to remove the unused records from your local safe file. So to do that, I'm going to open up the whole safe file again. So I'm going to use the F three key.

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Crystal Rodriguez 01:38:18.020 --> 01:38:18.180
I think.

293
Crystal Rodriguez 01:38:20.700 --> 01:38:31.260
That's just go ahead and go to cataloging search local save file, and I'm gonna leave that blank, click OK, and here are all my records. Now let me use this opportunity to show you that.

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Crystal Rodriguez 01:38:33.300 --> 01:38:45.220
Two of my options actually did update the s this one, this last one I don't think it updated because I actually had already added my holdings. So that's why it didn't actually work.

295
Crystal Rodriguez 01:38:47.180 --> 01:38:55.700
But it's actually I need to look at that cause it's still showing as ready. Ah, it's because it's in use. I think it's because I still have that open.

296
Crystal Rodriguez 01:38:58.420 --> 01:39:09.300
Because so the reason I know that there was more to that is the fact that it's showing as ready not failed, so if there was an issue, it would have showed as failed. So I would need to go ahead and reprocess that.

297
Crystal Rodriguez 01:39:18.500 --> 01:39:37.980
To remove the duplicates, I can sort alphabetically or by status, so I'm gonna go ahead and sort alphabetically, and I see here I have quite a few of this insearch of Vango. I don't need these in my local file anymore, so I'm going to go ahead and because they're all together now, I can click on this first record and then use shift down.

298
Crystal Rodriguez 01:39:38.900 --> 01:39:44.940
To highlight all of those, and then I can choose action and delete record.

299
Crystal Rodriguez 01:39:46.660 --> 01:39:49.540
And then I'm asked if I want to delete the record and I say yes here.

300
Crystal Rodriguez 01:39:52.620 --> 01:39:52.940
Okay.

301
Crystal Rodriguez 01:39:54.460 --> 01:40:13.980
I did want to show too that there is an option to move a record from one local file to another. This is helpful, let's say that maybe you have separate safe files for different types of collections and you realize that you want to move this into a different local file. So you can highlight that record.

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Crystal Rodriguez 01:40:15.540 --> 01:40:19.020
And you can use action and then move record.

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Crystal Rodriguez 01:40:20.660 --> 01:40:36.260
And then when you do that, you get a list of your local files and you can just double click on the one that you want to move it to. Or you can be taken to the local file manager to add a new file. This, that option isn't used frequently, but since it's there I did want to show it to you.

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Crystal Rodriguez 01:40:40.420 --> 01:40:40.540
Okay.

305
Crystal Rodriguez 01:40:43.820 --> 01:40:48.860
Just checking to see if there's any questions before I go on to the next section of our class here.

306
Crystal Rodriguez 01:40:56.540 --> 01:40:56.740
Alright.

307
Crystal Rodriguez 01:40:58.580 --> 01:41:06.060
Actually, before we go on to the next session, a section I have questions for you all. So let me get to those.

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Crystal Rodriguez 01:41:08.740 --> 01:41:19.620
Alright, I'm gonna make you think back for a moment. So which type of save file is required for batch processing? I'm gonna open up a poll for you, so you should see that.

309
Crystal Rodriguez 01:41:22.220 --> 01:41:24.740
Oh I'm glad to know that the move file option would have been helpful.

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Crystal Rodriguez 01:41:26.580 --> 01:41:39.300
Alright, so you should be seeing the poll and so which type of safe file is required for batch processing? Is that the online save file or the local save file? I'll give you all a moment to answer that.

311
Crystal Rodriguez 01:42:07.660 --> 01:42:19.460
Okay, it looks like just about everyone's had a chance to answer that, and the answer is the local save file. So you, if you're using batch processing, you have to use that local save file.

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Crystal Rodriguez 01:42:21.380 --> 01:42:22.940
Alright, now next question.

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Crystal Rodriguez 01:42:25.580 --> 01:42:45.140
Which of the following is true about the local safe files? You can create multiple local safe files. You can change the list settings and sort local safe file results. Local safe files are required for batch processing or all of the above. You should be seeing that poll again.

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Crystal Rodriguez 01:42:45.380 --> 01:42:46.180
To be able to answer that.

315
Crystal Rodriguez 01:43:06.540 --> 01:43:08.500
I'll give you all about thirty seconds more on that one.

316
Crystal Rodriguez 01:43:26.820 --> 01:43:32.700
And the answer to that is all of the above. So all of those things are true about the local safe file.

317
Crystal Rodriguez 01:43:34.940 --> 01:43:39.380
Alright, I have one more question for you. Let me go ahead and launch that for you.

318
Crystal Rodriguez 01:43:42.980 --> 01:44:01.220
Which is a list of actions that can be performed in batch? A, search edit, update holdings, delete holdings, and export. Search derive new records or and add fields. Search, delete holdings, and create new record.

319
Crystal Rodriguez 01:44:46.220 --> 01:44:59.620
Yep. I wasn't able to pull anyone, so yes, the answer is A search edit, update holdings, delete holdings, and export are all options that can be performed in batch processing.

320
Crystal Rodriguez 01:45:01.780 --> 01:45:07.500
Alright, I'm gonna jump back to connection to show you one more thing here.

321
Crystal Rodriguez 01:45:11.340 --> 01:45:29.300
So if the only task that you have is to manage holdings and you have a list of OCLC numbers, you can do so with the batch and then holdings by OCLC number option. So you will start by creating a text file of OCLC numbers.

322
Crystal Rodriguez 01:45:31.100 --> 01:45:50.020
With each number on a separate line. However, the system will ignore characters preceding the OCN such as index labels, asterisks, number signs or prefix six, prefixes. So there is no need to remove these if they are in your list. And you.

323
Crystal Rodriguez 01:45:50.180 --> 01:46:03.020
Want to note that records are not added to the local safe file during this process. All it's going to do is add your holdings. So I already have a file created. As I mentioned, that's a text file.

324
Crystal Rodriguez 01:46:04.380 --> 01:46:08.140
I'm gonna actually open that up to show you, just be a moment while that opens.

325
Crystal Rodriguez 01:46:11.340 --> 01:46:11.500
I think.

326
Crystal Rodriguez 01:46:17.740 --> 01:46:36.020
Yeah it's not wanting to open for me, but hopefully you kind of get the idea Essentially you can again using notepad. Oh, there it goes. Okay, so you can see, well, now it's like all hard to see. Give me a sec here. Sorry about that. Something's not wanting to show correctly for me. So I do have this file open here.

327
Crystal Rodriguez 01:46:36.300 --> 01:46:51.980
It's kind of hard to see for some reason it's going into the corner of my screen, but I created these without any type of prefix, but again, if you did add a prefix here, the system would just ignore it. I am going to go ahead and close that window there.

328
Crystal Rodriguez 01:46:56.540 --> 01:46:59.500
And I'm going to show this in connection. So let's go ahead and go to connection.

329
Crystal Rodriguez 01:47:01.980 --> 01:47:20.900
Now again, if you were already logged on before you started this process, the system would log you off. So to use the holdings by OCLC number option, I am going to start by going to the batch menu, and then I see that option here of holdings by OCLC number.

330
Crystal Rodriguez 01:47:22.580 --> 01:47:41.900
I'm going to click on that, and here I can find the file that I created. So I've already found that, but I'll just show you if you use the dropdown, a browse, i'm sorry if you use browse, then you can just browse your workstation to find that file. And just double click or click on that and have that open up.

331
Crystal Rodriguez 01:47:42.340 --> 01:47:57.540
And if you I hope you can see it, but I can see the path to that record, that file. I want to go ahead and click on import, and again, I'm asked if I want to delete my original import file. I usually say no here.

332
Crystal Rodriguez 01:48:00.820 --> 01:48:18.300
And then I want to click on the action of update holdings. So with this feature, I have the option of either batch updating holdings or batch deleting holdings. Again, producing update holdings, you can really ignore that because it does the same thing as update holdings.

333
Crystal Rodriguez 01:48:19.380 --> 01:48:35.300
And then there is another option here I can select if I want to set holdings on items if they're already held. This might be helpful if you have a really long list. It doesn't hurt to add the holdings again, it's just the system's not gonna skip over it essentially.

334
Crystal Rodriguez 01:48:38.620 --> 01:48:57.660
And then once I have those added, I would go ahead and click OK, and I see the bath, the processing beginning, and again, I get a report letting me know that all of those records have had their holdings added. But it is important to remember that these do not go into the loc.

335
Crystal Rodriguez 01:48:57.980 --> 01:49:18.060
Say file first. So this is just if you're wanting to just add those holdings. I'm actually going to go ahead and redo that and delete the holdings, so you'll get to see that in action one more time. So if I go to batch holdings by OCLC number, I'm going to import my file again. I'm going to say no, I don't want to remove it.

336
Crystal Rodriguez 01:49:18.860 --> 01:49:27.300
And now I'm going to say delete holdings, and you see that option to set holdings if already held is grayed out cause it's not relevant. And then I'm gonna click ok.

337
Crystal Rodriguez 01:49:29.100 --> 01:49:29.740
And I see that.

338
Crystal Rodriguez 01:49:30.980 --> 01:49:50.340
My records were deleted. Now, a thing to note here on these net, these two at the bottom, I do get an error saying that my institution has one or more local holdings records linked to that record. So those ones would not be deleted because I would have to go and review those local holdings records.

339
Crystal Rodriguez 01:49:54.340 --> 01:49:54.620
Okay.

340
Crystal Rodriguez 01:49:57.100 --> 01:49:58.700
And a couple other notes about this one.

341
Crystal Rodriguez 01:50:00.860 --> 01:50:20.860
So when, again, when the processing is completed I do get that report and the report can be printed and reviewed, and this procedure is appropriate for up to two hundred OCLC numbers at a time, and you can refer to the learner guide for additional documentation or to see those steps again. But this is a very helpful.

342
Crystal Rodriguez 01:50:20.980 --> 01:50:28.980
Option if you're, if all you need to do is either update or delete holdings on a bunch of records. Alright.

343
Crystal Rodriguez 01:50:32.060 --> 01:50:46.100
I don't have any other questions for you at this time. I'm checking to see if we have any questions adding to the chat yet. We do still have a little bit of time, so if you have any additional questions or if I missed anything, please let me know. I do see a question.

344
Crystal Rodriguez 01:50:48.100 --> 01:50:55.780
What are the types of edits that are possible in batch? Well, let's go back to our previous poll. So you can search.

345
Crystal Rodriguez 01:50:57.740 --> 01:51:17.580
Edit, you can, when you're, once you've added it into the local safe file, you can edit within the local safe file. You can't actually like edit in batch. But you can have them in the local say file, make your edits on each, on the records individually, and then you can update your holdings.

346
Crystal Rodriguez 01:51:17.980 --> 01:51:19.780
Delete your holdings or export.

347
Crystal Rodriguez 01:51:21.780 --> 01:51:39.820
So it's not like you can say, oh, I want to add a, a five hundred note to all of these records, you would have to open each of those records individually to actually perform the edit product part of that. But what you can then do is update your holdings or delete holdings etc.

348
Crystal Rodriguez 01:51:41.740 --> 01:51:52.940
Alright, checking to see if there's any other questions. I don't think I missed any, but if I did, please, go ahead and type it back in or let me know. I think I was able to get to the questions that came up.

349
Crystal Rodriguez 01:51:58.860 --> 01:52:02.980
And then I'm just checking to see if there's anything else. I think you can validate holdings in batch.

350
Crystal Rodriguez 01:52:05.100 --> 01:52:06.820
I think so. Let's try it real quick.

351
Crystal Rodriguez 01:52:09.220 --> 01:52:18.540
I'm, and then while i'm waiting, is there a difference between derived new records and create new records? Yes, that was discussed in our previous class.

352
Crystal Rodriguez 01:52:20.060 --> 01:52:40.300
In the in class number three, but short answer derived new records you're going to use an existing record and transfer information over to be able to then edit that record, create new records you're starting from scratch. You're gonna create, have a workstation and start from scratch. Okay, and let me check that.

353
Crystal Rodriguez 01:52:40.500 --> 01:52:46.500
Validate question real quick. Cause to be honest, it's not a function I've had to do anytime lately, so I'm not sure.

354
Crystal Rodriguez 01:52:50.740 --> 01:53:10.220
Oh let me see the question. Oh, the question was whether you could validate headings in batch. No, I, well, again, you would have to open each record individually and validate the holding the headings at that point. But if you're saying like to just perform a validation act, that's what I was like, I was gonna test real quick.

355
Crystal Rodriguez 01:53:11.220 --> 01:53:14.820
Because I can't recall, so I'm just gonna open both of these choose action.

356
Crystal Rodriguez 01:53:17.700 --> 01:53:35.300
Edit, actually, and then say validate. So yes, you can validate the record itself. You can perform a validation and you can do that, like I said, just the same way that we update holdings or export. You can do that individually or you can select several items.

357
Crystal Rodriguez 01:53:37.740 --> 01:53:55.820
Okay, if I remember correctly bulk editing is possible using mark edit. Yes, I can't really give you the details on that, but you can export a record and have it and loaded into market and you can make changes there, and then upload that into like into your local system or something like that. Market it's a great tool for that.

358
Crystal Rodriguez 01:54:00.740 --> 01:54:03.060
Alright, i'm waiting to see if there's any other questions.

359
Crystal Rodriguez 01:54:08.220 --> 01:54:22.820
Yeah, thank you for adding that link. I'm sure others might find that useful. We don't, because we don't own market, we don't really have a whole lot of documentation on how to use it, but the maker, the, there is a lot of documentation on the website for it. It's a great tool.

360
Crystal Rodriguez 01:54:26.300 --> 01:54:44.540
Alright, I'm close out of here, just double checking I don't see any more questions, but if you have them, keep them coming. We do still have close to fifteen minutes left in our time and if, if we get done early, we can always leave early, that's ok or we can say the whole time. Let's just want to address your questions. All right, so I think you can.

361
Crystal Rodriguez 01:54:44.740 --> 01:54:48.020
Batch edit by applying constant data to a set of records.

362
Crystal Rodriguez 01:54:49.780 --> 01:54:51.620
That I do believe you can do that.

363
Crystal Rodriguez 01:54:53.580 --> 01:55:00.980
We're gonna talk about constant data in our next class and I can't really test that right now because I don't have a constant data record created.

364
Crystal Rodriguez 01:55:03.020 --> 01:55:05.700
But I do believe that is an option.

365
Crystal Rodriguez 01:55:07.980 --> 01:55:13.780
Again, you would just have your local safe file open, and let me just see if it, if it comes up as an option, I can see that.

366
Crystal Rodriguez 01:55:16.100 --> 01:55:16.620
Constant data.

367
Crystal Rodriguez 01:55:19.140 --> 01:55:21.700
Yeah, so you can apply local constant data, it looks like.

368
Crystal Rodriguez 01:55:23.700 --> 01:55:30.700
It maybe that you can apply online but because I don't have any in my connection right now, I can't test that, but it does look like you have that option.

369
Crystal Rodriguez 01:55:32.660 --> 01:55:49.700
Thank you for pointing that out. So that is helpful for anyone that's using constant data and that leads me to if you need to know more about constant data, I will go over that in our next class on April eighth. There is a recording available on the link that Mallory added at the beginning of our class.

370
Crystal Rodriguez 01:55:51.340 --> 01:55:55.980
I'm, for the last time I delivered that class if you need information before April eighth.

371
Crystal Rodriguez 01:55:59.340 --> 01:56:01.460
So you can learn about how to add constant data there.

372
Crystal Rodriguez 01:56:04.140 --> 01:56:23.580
Alright, While I wait to see if there's any additional questions, if you do have any questions that come up or I know that there was a few times when I suggested reaching out to support, so here's their information you can go to help dot oclc dot org. Oops. Or you can go to o.

373
Crystal Rodriguez 01:56:24.060 --> 01:56:44.260
Dot LC slash support and search for contacting OCLC in your region, and then there's information there on how to submit a request. It's a ticket to our support team. You can also just if needed, you can email them at support dot OCLC dot org, but it's best to go through the submit a request.

374
Crystal Rodriguez 01:56:47.460 --> 01:57:00.700
Okay I do see another question. Just to note, sometimes OCLC likes to crash and when I get back in, I make sure I'm still in the desired local file because sometimes it changes back to what my previous default was. Okay.

375
Crystal Rodriguez 01:57:02.700 --> 01:57:22.060
So first of all, I'm sorry to hear that that happens, but i'm glad to hear, to hear you have a work around and thank you for sharing that in case others experience it. The second thing I would say is if you have not reached out to support about that, I would suggest that you do, because we can determine if it is a system error.

376
Crystal Rodriguez 01:57:22.700 --> 01:57:27.740
And if any, if it needs to be reviewed and potentially corrected in a future install.

377
Crystal Rodriguez 01:57:29.780 --> 01:57:33.460
Or we it may even be able to term determine if that's a known issue that's being worked on.

378
Crystal Rodriguez 01:57:35.660 --> 01:57:37.700
But thank you for sharing in case others get that example.

379
Crystal Rodriguez 01:57:41.660 --> 01:57:41.940
Okay.

380
Crystal Rodriguez 01:57:45.060 --> 01:58:01.140
So we still have time for questions if anybody has any. In the meantime I'm just gonna show you this information here at the end of our class after we sign off, you will be directed to a link for an evaluation and we do appreciate you for taking a few minutes to fill that out.

381
Crystal Rodriguez 01:58:03.260 --> 01:58:17.900
It helps us to improve our classes as needed. So any and all feedback is appreciated, even if you filled it out for a previous class, each of the evaluations are specific for the class. So we do appreciate that information.

382
Crystal Rodriguez 01:58:20.340 --> 01:58:22.860
And I'm just gonna hang out and see if there's any additional questions.

383
Crystal Rodriguez 01:58:34.980 --> 01:58:39.260
Can we wait a moment or two if I don't see anything, then we can go ahead and end a little bit early.

384
Crystal Rodriguez 01:58:44.100 --> 01:59:03.500
Thank you all I'm glad that they've been helpful and I'll I will also use this opportunity again, just to let you know that April eighth is our class, our next class and that one reviews automation and customization tools such as constant data, macros, toolbars, etc. And then the.

385
Crystal Rodriguez 01:59:03.780 --> 01:59:23.940
Very last class is going to be two weeks later in April, so I believe that is I'm checking my calendar. I think that is April twenty second, and that class will go over authority control. And for anyone that may have missed the previous classes, they, the recordings are available.

386
Crystal Rodriguez 01:59:24.940 --> 01:59:26.860
On the link that we added at the beginning of the class.

387
Crystal Rodriguez 01:59:28.220 --> 01:59:36.060
So you can always go back and watch those recordings. Alright, I'm going to go ahead and stop this recording.

388
Crystal Rodriguez 01:59:37.780 --> 01:59:57.980
And I am, don't see any additional questions, so I'm going to go ahead and give us all back a few minutes. And again, I thank you all for your time and we do appreciate you filling out that evaluation, and I look forward to seeing you all shortly. Well, before I do that, it looks like, can we share the link? The link to the doc, to.

389
Crystal Rodriguez 01:59:58.180 --> 02:00:02.380
Where you can find the recordings. We did share that at the beginning of the session, but I think we can add it again.

390
Crystal Rodriguez 02:00:04.660 --> 02:00:08.180
So we'll go ahead and add that here shortly before I end the session.

391
Crystal Rodriguez 02:00:17.020 --> 02:00:23.380
All right. Yep, there it is. So you'll want to click on that link and then you'll be directed to each of the recordings there.

392
Crystal Rodriguez 02:00:25.220 --> 02:00:30.820
And that's also where if you have not yet signed up for the next two classes, you can do that there as well.

393
Crystal Rodriguez 02:00:33.100 --> 02:00:34.620
Yep, you're welcome. Alright.

394
Crystal Rodriguez 02:00:36.700 --> 02:00:41.140
Well seeing no more questions I'm gonna go ahead and end a little early. And again, thank you all for your time.