Connexion client: Automation and customization 1:45 pm - 3:25 pm Thursday, February 22, 2024 | (UTC-05:00) Eastern Time (US & Canada) WEBVTT 1 Crystal Rodriguez 00:15:37.460 --> 00:15:52.460 Okay, welcome to today's session on connection client automation and customization. My name is Crystal Rodriguez, and I am a product trainer here at OCLC with our member education team. 2 Crystal Rodriguez 00:15:54.100 --> 00:16:14.500 And connection client includes several tools that can help you customize the interface to fit your local workflows and maximize your cataloging efficiency understanding these features can help you make informed decisions about their best use in your catalogging operations. 3 Crystal Rodriguez 00:16:18.420 --> 00:16:24.140 I did get a note about the audio being a little staticy, so please let me know if you're still hearing that. 4 Crystal Rodriguez 00:16:30.580 --> 00:16:51.700 So upon completing this course, you will learn how to create and apply constant data records and text strings along with using OCLC, supplied macros and recording simple cus. I'm sorry, simple custom macros Next you will learn how to use customization tools such as user tools. 5 Crystal Rodriguez 00:16:51.740 --> 00:17:01.980 The Toolbar editor and keystroke shortcuts, these tools can minimize clicks, decrease errors and save time for your staff. 6 Crystal Rodriguez 00:17:07.100 --> 00:17:23.699 Here you see some examples, some additional information on the automization, sorry, automation tools that are available. So let's briefly review some important facts about each of those library staff can create and apply constant data records. 7 Crystal Rodriguez 00:17:24.660 --> 00:17:44.180 Standard content to bibiographic records without having to rekey use text strings for, in- for entering frequently used brief data anywhere in a record, then we will move on to demonstrate the use of OCLC supplied mac. 8 Crystal Rodriguez 00:17:45.460 --> 00:17:50.060 And then followed by re- recording and applying custom macros. 9 Crystal Rodriguez 00:17:55.700 --> 00:18:12.340 Now it may be difficult at times to determine which of the automation tools is best for your workflows. This depends on several factors as we proceed through this class, you will be able to determine which tool to use for your workflows. 10 Crystal Rodriguez 00:18:12.380 --> 00:18:32.820 Based on your answers to the following questions will the data be applied to a specific record format type or is it text that will be used. Despite the record format type, what information will be added to the record? Is it a single field? Multiple fields fixed or variable field data. 11 Crystal Rodriguez 00:18:33.460 --> 00:18:47.380 Or a sub- field will the data be shared amongst staff in the library? Will you be working with a batch of records and will you be applying multi- step actions or a string of commands? 12 Crystal Rodriguez 00:18:55.860 --> 00:19:03.420 We will begin with reviewing some details about constant data records and then I will demonstrate creating and applying those. 13 Crystal Rodriguez 00:19:04.820 --> 00:19:25.300 So you use constant data when you apply fixed fields and, or variable field data to a specific record format type. Another use is when you will be applying the data to a displayed bibly graphic record, workform or multiple saved records, constant data records can be. 14 Crystal Rodriguez 00:19:26.260 --> 00:19:45.780 An original cataloging template with fixed and, or variable fields use constant data records for regularly repeated content. Common uses include adding a single field, such as a nine- four, nine field with order information or adding a group. 15 Crystal Rodriguez 00:19:46.540 --> 00:19:56.580 Such as LOC, a local note, the five ninety, a local subject heading or six ninety in that order field in the nine, four, nine. 16 Crystal Rodriguez 00:20:01.780 --> 00:20:18.420 Just like when you're creating bibiographic records, there are two options for creating constant data records while working online or offline. You can create them from a blank work form, additionally, you can derive from a bibiographic record when. 17 Crystal Rodriguez 00:20:21.700 --> 00:20:40.260 These constant data records can be saved to the online constant data file or a local constant data file, regardless of where they are saved, they can be applied when working online, however, only record stored to a local constant data save file. 18 Crystal Rodriguez 00:20:42.180 --> 00:21:01.380 Can be applied offline furthermore, constant data records saved online will be available in World Share Record Manager if your library is using both of those interfaces that may be useful to be aware of. All right, so let's go ahead and get into connection and take a look at this. 19 Crystal Rodriguez 00:21:07.140 --> 00:21:14.180 I'm gonna go ahead and log into my connection using my nine digit authorization number. 20 Crystal Rodriguez 00:21:18.020 --> 00:21:19.260 All right. 21 Crystal Rodriguez 00:21:20.580 --> 00:21:41.060 So my library has just received a collection of Dvds with closed captioning. We need to add a five forty- six field along with a six- fifty five genre form field to each record as these are visual materials, we are going to create the constant data record using a visual materials workform. 22 Crystal Rodriguez 00:21:42.380 --> 00:21:50.700 Two of our catalogers will be working with this project. So we'll, we will create and save the constant data record online. 23 Crystal Rodriguez 00:21:55.140 --> 00:22:08.500 To begin with creating your constant data record, you're gonna go to catalogging and then create, and you're gonna choose constant data or as you see here, you can use control shift and as your shortcut. 24 Crystal Rodriguez 00:22:09.860 --> 00:22:17.140 Now I'm gonna choose the workform of visual materials and then click, okay. 25 Crystal Rodriguez 00:22:20.740 --> 00:22:39.300 So here you'll notice that the workform has some full characters for you. Those are just meant to indicate elements that are required in a bibiographic record. You will remove these and type over for fields that you intend to use REMO. 26 Crystal Rodriguez 00:22:40.020 --> 00:22:59.780 Will, cause a blank once they're applies. So if you just remove them without typing over, you would have that blank if they're left in the constant data record, then they would be applied to your bibiographic record, then we will review that a little bit more in our next example, but for this example, I'm going to go ahead. 27 Crystal Rodriguez 00:23:00.420 --> 00:23:02.740 And add some data here. 28 Crystal Rodriguez 00:23:04.900 --> 00:23:24.740 So I need to have that five forty- six field. so I'm gonna go here my five XX and I'm just gonna type over that fight with the five forty- six and I have no indicator, so I'm going to delete that fill character and I'm typing in closed caption. 29 Crystal Rodriguez 00:23:27.300 --> 00:23:35.260 And then I went to add a six fifty five field. So I'm gonna do that here again, using the template that's provided for me. 30 Crystal Rodriguez 00:23:37.540 --> 00:23:45.100 My first indicator is blank, but I do have a second indicator of seven and let me grab that text here. 31 Crystal Rodriguez 00:23:56.100 --> 00:24:10.060 So one thing to note is that you do not want to use the reformat option until you have completed the fields that you want to add because as you'll see here in a moment, once I reformat all of these blank fields will go away. 32 Crystal Rodriguez 00:24:13.380 --> 00:24:31.940 So I'm going to go ahead and save this constant data to the online constant data file. I'm going to go to the action menu. I'm sorry, actually first, I'm gonna go ahead and Reformat so you can see that. So now that I've reformatted those additional fields did get removed. 33 Crystal Rodriguez 00:24:33.260 --> 00:24:50.300 Now I'm gonna go to action and I'm going to choose to save the record to the online file, but when I do that, I'm prompted to provide a constant data name. So I'm going to go ahead and add a name here. 34 Crystal Rodriguez 00:24:51.780 --> 00:25:12.900 And I'm have the option to make this my default constant data setting a default is not required, if you assign a default, you determine, if you want to apply fixed fields, variable fields or both, this enables you to apply the constant data with fewer clicks. You will want to keep in mind that you cannot delete your. 35 Crystal Rodriguez 00:25:13.020 --> 00:25:33.380 Constant your default local constant data once that's assigned, so I'm gonna go ahead and make this my default constant data and then something I'll show you notice here is that I have the option of adding a, my status. This just allows me to identify the constant data records that I've created. So I'm going to put in my, in. 36 Crystal Rodriguez 00:25:33.660 --> 00:25:36.700 IALS, and then I'm going to click. Okay. 37 Crystal Rodriguez 00:25:37.860 --> 00:25:52.300 And this is where I'm given the option to choose whether I want to apply the fixed variable or both for this example, I'm just going to apply variable fields. So I'm gonna choose variable and click okay. 38 Crystal Rodriguez 00:26:00.900 --> 00:26:20.100 Now there's three ways to apply constant data, You can apply it by using the default apply from a list or by applying from a name. So for my first example, I'm going to choose to apply the default and so I'm gonna go ahead and open up a bibly graphic record. I'm gonna go to. 39 Crystal Rodriguez 00:26:20.100 --> 00:26:27.380 Catalogging search world cat, and I'm just going to type in a bibly graphic record number here and click, okay. 40 Crystal Rodriguez 00:26:30.340 --> 00:26:48.900 And then as I said, I want to apply the default and I'm applying my online default, so I'm gonna go to edit constant data choose online and there are my three options. I'm going to go ahead and choose apply default now because I have. 41 Crystal Rodriguez 00:26:48.900 --> 00:27:09.380 I'm using the default. I'm not asked if I want to apply the variable fields or fixed fields because I've already made that selection and you'll note here that the constant data are at is added to the workform and you can see that based on the sideways triangle here you may recall that from an earlier class that, that indicates that. 42 Crystal Rodriguez 00:27:09.420 --> 00:27:24.540 Is the field that has been edited and with that, then if needed you can edit the rest of the record and proceed as you normally would with your workflow. I am gonna go ahead and just close out of this record. I don't need to save it today. 43 Crystal Rodriguez 00:27:26.660 --> 00:27:33.700 So that's just kind of creating a basic constant data record. I want to jump back over to my Powerpoint. 44 Crystal Rodriguez 00:27:36.900 --> 00:27:55.500 So we need to keep in mind that constant data records do not retain empty fields or elements if you select to apply fixed fields from constant data, they will overwrite existing data. So to here, on this slide, you see some ways that you can preserve. 45 Crystal Rodriguez 00:27:56.140 --> 00:28:06.940 Or leave blank. So for fixed fields, you will need to add asterisks to preserve the fixed field data in the BIB record. 46 Crystal Rodriguez 00:28:08.260 --> 00:28:28.740 You'll use a blank or leave the fill character if you do not want to retain the existing data note again, that the fill characters are prompts for required elements when you're working with your variable fields to insert empty fields, you can enter one or more placeholder characters. 47 Crystal Rodriguez 00:28:30.140 --> 00:28:33.140 As you see her on the screen, you can add. 48 Crystal Rodriguez 00:28:34.500 --> 00:28:45.220 The delimiter followed by a space, the pipe character the word blank in all capital letters and then another pipe character. 49 Crystal Rodriguez 00:28:47.340 --> 00:29:07.140 Variable fields can be entered anywhere in the record and then you would use reformat when you're finished to remove the blank fields. Also note that the process of creating constant data records and retaining fields and elements is slightly different in World share record manager. Please visit our help sit. 50 Crystal Rodriguez 00:29:07.780 --> 00:29:17.780 For information on those steps, if you are using Record Manager, all right, on our next screen. We're gonna see an example of those items that I just went over. 51 Crystal Rodriguez 00:29:19.420 --> 00:29:39.780 See here is a constant data record. I'm going to go ahead and actually recreate this shortly in connection, but just so that you see how this is going to work. You'll see here. the items that I have highlighted in Blue for the, the ELVL. I left the Phil character there and in the next screen, you'll see what happen. 52 Crystal Rodriguez 00:29:40.500 --> 00:29:58.540 Connection with all of these here you see that blank option to leave a blank field and over that's in the two sixty four that you see that blank and in the nine, forty- nine field and then a little further over to the right under dates. You'll see that I left asterisks there. 53 Crystal Rodriguez 00:29:59.620 --> 00:30:20.100 And in the language, you can see that I typed in language and in country, I left that blank. So here's all of those areas that I'm gonna be changing these within connection and on our next screen, this is what connection will show us. Once we have applied those changes, so again, you can note that. 54 Crystal Rodriguez 00:30:21.880 --> 00:30:41.960 Over the English was transferred over on the date. The two thousand nineteen was preserved from my biographic record and looking down in the variable fields here you'll see the two sixty four has a bla. It's got the delimiter C. and then blank there. 55 Crystal Rodriguez 00:30:42.000 --> 00:30:56.040 And in my nine four nine, I have the blank G field there. So that's helpful if you need to be able to input information. Now let's go ahead and go over and see what that looks like within connection. 56 Crystal Rodriguez 00:31:00.520 --> 00:31:17.800 All right, so for this example, again, we're going to demonstrate the options for leaving a blank and retaining fields. So my cataloger wants to create a constant data record as a template for a collection of titles that all indicate that they were selected for a Celebrity Book Club. 57 Crystal Rodriguez 00:31:18.480 --> 00:31:22.800 They will need to use this when working online and offline. 58 Crystal Rodriguez 00:31:24.200 --> 00:31:40.480 I'm gonna go ahead again and start by creating that constant data record. So going to catalogging create constant data and this time I'm going to choose books as my work form gonna choose. Okay. 59 Crystal Rodriguez 00:31:42.120 --> 00:31:48.880 And again, here you can see the different workform. So you'll see some differences in the book work form from individual materials. 60 Crystal Rodriguez 00:31:50.480 --> 00:32:05.200 I'm just gonna walk through those changes that I just demonstrated in the Powerpoint. So I'm gonna leave the fill character in my ELVL Chara field. I'm going to enter English ENG for the language. 61 Crystal Rodriguez 00:32:06.480 --> 00:32:12.920 I'm gonna leave the country blank because I want to be able to fill that in my biographic record later. 62 Crystal Rodriguez 00:32:16.040 --> 00:32:34.560 C- field, I'm gonna make that eye, and then I'm gonna tab over and in my DTST field, I'm gonna make that an s- and then again, in my dates, I'm gonna add the asterisks. I'm gonna add the four asterisks because I want that first date to be preserved. 63 Crystal Rodriguez 00:32:35.240 --> 00:32:55.080 So that's my fixed fields. Now going down into my variable fields, I want to add a two sixty four. I don't have that in my template, so I'm gonna go ahead and just add a row at a field and I can do that just by highlighting the field before. 64 Crystal Rodriguez 00:32:56.360 --> 00:32:59.680 And just hitting enter and that adds a field below. 65 Crystal Rodriguez 00:33:00.880 --> 00:33:22.600 So when I type in my two forty- six, actually, sorry, two sixty- four and my first indicator is a four, and then I'm going to put in the delimiter with the Subfield C, but I do want this to be a blank. So again, I'm using that pipe character the word blank in all characters followed by the pipe character again. 66 Crystal Rodriguez 00:33:26.440 --> 00:33:43.080 And then I'm got a couple more fields to add in here. I'm going to copy those out. I'm going to add a five hundred note indicating that this is part of a book club collection. Mr. Letter there when I copied. 67 Crystal Rodriguez 00:33:43.200 --> 00:33:44.760 Let me fix that. 68 Crystal Rodriguez 00:33:46.920 --> 00:33:52.200 And then I do want to add that nine four, nine data for the order data. 69 Crystal Rodriguez 00:33:54.600 --> 00:33:58.000 So, again, I'm just gonna add a field here. 70 Crystal Rodriguez 00:34:00.560 --> 00:34:09.560 I'm just copying and pasting, but you'll see here in my copy paste, the Subfield G. I have that pipe blank pipe there. 71 Crystal Rodriguez 00:34:12.520 --> 00:34:23.399 And then now that I've added all of my variable fields. I want to go ahead and click reformat to remove the blank fields that I don't need. 72 Crystal Rodriguez 00:34:25.960 --> 00:34:45.159 And now remember earlier I said that my library will be using this constant data record, both online and offline. So for this example, I'm actually going to save the record to my local file so that I can use it later on when I'm working offline. So again, I'll go to action. 73 Crystal Rodriguez 00:34:45.800 --> 00:34:56.639 And this time I'll choose save record to local file and I'm gonna name this one books typical. 74 Crystal Rodriguez 00:34:59.240 --> 00:35:06.440 For this example, I do not want to set this as my default and then I am gonna go ahead and add that status. 75 Crystal Rodriguez 00:35:09.480 --> 00:35:11.440 And I'm gonna click, okay. 76 Crystal Rodriguez 00:35:13.960 --> 00:35:33.160 Now at this point, my librarian has realized that they, they want to be able to set up a default, my status for the constant data to avoid having to add that each time, so to do that, we're gonna go to the tools menu and then options and my status. 77 Crystal Rodriguez 00:35:33.240 --> 00:35:53.640 This may look familiar to you because we did talk about this in our class on editing bibly graphic records, but in this case we're gonna choose the bibly graphic constant data and I can go ahead and put in my initials there click apply and then close, and the next time that I create a constant data. 78 Crystal Rodriguez 00:35:53.720 --> 00:35:58.840 That will be automatically populated for me and you will see that in a bit. 79 Crystal Rodriguez 00:36:00.400 --> 00:36:04.600 I'm gonna go ahead and close this constant data record since I've saved it. 80 Crystal Rodriguez 00:36:06.440 --> 00:36:15.040 And I'm just gonna check, I don't see any questions coming in. I'm gonna grab in the meantime. I need to grab an OCLC number to be able to apply that constant data. 81 Crystal Rodriguez 00:36:17.960 --> 00:36:31.600 All right, so this time I'm going to apply the constant data by me. So again, I'm gonna open up a Billy graphic record. You can also apply these two blank work forms, which I will demonstrate shortly as well. 82 Crystal Rodriguez 00:36:32.800 --> 00:36:35.920 Searching my OCLC number. 83 Crystal Rodriguez 00:36:37.200 --> 00:36:56.360 Bringing that record up and again, I'm gonna go to edit constant data and this time I'm gonna go to local because I saved this to the local file and I'm going to choose to apply by name and then I'm gonna type in the name here, Oops. 84 Crystal Rodriguez 00:36:58.920 --> 00:37:17.960 And again, I, I'm given the choice at this point to choose whether I want to apply both the fixed variable or just that one each of those, and I'm gonna go ahead and choose both click. Okay, and let's see what happens to that bibiographic record. 85 Crystal Rodriguez 00:37:19.400 --> 00:37:38.600 So you reviewing the changes that we made remember our Phil character did transfer over our date transferred over and then English is also transferred over since we did add that in our constant data. The country was left blank. 86 Crystal Rodriguez 00:37:38.640 --> 00:37:59.080 As we left it in our constant data record and then scrolling down, we can see the two sixty- four field with the Subfield C. and that is blank so that we can then edit that and add in whatever data we need to before saving the record. Here's our five hundred field note and then. 87 Crystal Rodriguez 00:37:59.120 --> 00:38:05.600 If we scroll down, we'll see our nine forty- nine with the Subfield G left blank. 88 Crystal Rodriguez 00:38:08.680 --> 00:38:13.840 So this should look just like that Powerpoint slide over here. 89 Crystal Rodriguez 00:38:17.000 --> 00:38:18.160 All right. 90 Crystal Rodriguez 00:38:19.600 --> 00:38:28.120 Before I move on to Deriving records, I'm just going to check to see if there's any questions coming in yet. I don't see anything, but feel free to add those to the chat. 91 Crystal Rodriguez 00:38:29.160 --> 00:38:45.360 All right, I'm gonna close this record and I'm not gonna save it just since, since it's just for demonstration purposes, but that is where you could save that to your online safe file or your local safe file, if you needed to make additional edits or have someone review that. 92 Crystal Rodriguez 00:38:46.440 --> 00:38:52.880 Before you proceeded with adding holdings or exporting whatever your workflows are. All right. 93 Crystal Rodriguez 00:38:57.320 --> 00:39:07.680 Can you use this for RDA fields? It, yes, you should be able to, but actually let me confirm that and get back with you after the class. I believe the answer is, yes. 94 Crystal Rodriguez 00:39:10.760 --> 00:39:29.320 Okay, so as previously mentioned, you may find that deriving a constant data record from an existing bibly graphic or constant data record will minimize the time it takes and it will help avoid errors the derive command enables you to transfer data from an. 95 Crystal Rodriguez 00:39:31.120 --> 00:39:49.800 Graphic record or constant data record to create a new constant data record use this option when you need to transfer several fields from a Billy graphic record into your constant data or perhaps you have an existing constant data record that contains information. 96 Crystal Rodriguez 00:39:49.840 --> 00:39:57.840 That you do need to transfer remember it is important to edit carefully prior to saving that constant data. 97 Crystal Rodriguez 00:40:00.680 --> 00:40:06.960 Okay, bear with me. Just one moment here. Okay. 98 Crystal Rodriguez 00:40:09.000 --> 00:40:26.200 I see a comment. I believe that's in response to the question about the RDA that it looks like if you're referring to three XX fields, you can. So I, again, I do believe you can use those RDA fields, but at the end of the class, I will make sure to confirm that. 99 Crystal Rodriguez 00:40:29.300 --> 00:40:49.540 Yes, the book template does default to two sixty, but as you noticed, I was able to add the two sixty four and I don't believe that cannot be changed. The template cannot be changed. that is this our book work form, but you can add those fields in. Okay. 100 Crystal Rodriguez 00:40:50.180 --> 00:41:09.860 So getting back to discussing the derive records, so just when just as when you're creating bibly graphic records, you will want to begin with reviewing your derived record settings, so to do that, we're gonna go to tools options, derive record. 101 Crystal Rodriguez 00:41:10.740 --> 00:41:30.500 And here you'll see the different fields that can be chosen to transfer over. I want you to note that this does say bibiographic records and constant data records. So any changes made here will apply when you're deriving either a biographic or a constant data record. 102 Crystal Rodriguez 00:41:31.780 --> 00:41:50.980 The one XX through eight XX fields are selected by default, but you can make changes as necessary. So for an example, if your library uses an O- nine X field for your local call number, you may choose to select that so that you can have that brought over when. 103 Crystal Rodriguez 00:41:51.220 --> 00:42:05.700 Deriving, I'm not gonna go ahead and make any changes here, cause I just wanna leave the default, but I just wanted to demonstrate where that was, and as you see, there is a reset button. So if you need to, you can just click reset to go back to the default. 104 Crystal Rodriguez 00:42:08.260 --> 00:42:09.540 All right. 105 Crystal Rodriguez 00:42:13.380 --> 00:42:31.300 So, to start my deriving, I'm going to search for building graphic record again and getting into my search box here. Ty, I have, so already searched up the OCLC number. So I'm gonna bring that record up now. I've chosen this record because I'm going. 106 Crystal Rodriguez 00:42:31.420 --> 00:42:51.660 I know that I'm going to be catalogging a group of books that are in the same series and that I most likely will want to use some of the same subject headings and potentially the same author as well. So that's the reason why I'm deriving because I know I'm going to use a bit of this data. 107 Crystal Rodriguez 00:42:52.460 --> 00:43:03.340 To start my driving. I'm gonna go ahead and go to edit and then constant data. Oh, sorry, edit derive And then new constant data. 108 Crystal Rodriguez 00:43:04.620 --> 00:43:25.060 Now I'm asked if I want to transfer the fixed fields to my new record for my example, I do not want to do that and not really want wanting to use those, but you may choose to, especially if you're doing a collection that is gonna have a lot of that similar data in it, so I'm gonna. 109 Crystal Rodriguez 00:43:27.660 --> 00:43:42.500 And you'll note that by doing when I played said, no connection automatically created my blank constant data work form here while the constant data, the fixed fields are there. None of that data passed over. 110 Crystal Rodriguez 00:43:44.900 --> 00:44:04.100 But you'll see that all of my fields for my variable fields did transfer over now. I only want to retain the one hundred the six hundred fields with the Subfield zero, the six fifty s- with the Subfield zero, the four ninety and the eight thirty, there's a coup. 111 Crystal Rodriguez 00:44:04.380 --> 00:44:24.580 Ways that I can remove these. I can just click on each of them. Do a right click and click delete field. I did discover that I can just kind of highlight quite a few fields and click delete, but be careful when you're doing that because it can cause some alignment issues. 112 Crystal Rodriguez 00:44:25.420 --> 00:44:36.380 As you see here, my four ninety field is not in alignment, so I'm gonna have to fix that, but that's just a little tip, if, if you do find that, that's more helpful for you. 113 Crystal Rodriguez 00:44:39.940 --> 00:44:43.900 As you see, I, I had some issues here. All right. 114 Crystal Rodriguez 00:44:45.700 --> 00:44:50.020 I don't know why that's doing that. All right, so I'm gonna remove this field. 115 Crystal Rodriguez 00:44:51.500 --> 00:44:55.860 When we remove all of the six fifty s- with the Subfield Seven. 116 Crystal Rodriguez 00:45:02.980 --> 00:45:05.820 And my, I don't need these six fifty fives. 117 Crystal Rodriguez 00:45:18.980 --> 00:45:29.580 I went ahead and just removed that four ninety- field because it wasn't working as I wanted it to press pressing ULT, delete is faster. Yes, thank you. 118 Crystal Rodriguez 00:45:31.780 --> 00:45:32.900 Okay. 119 Crystal Rodriguez 00:45:36.900 --> 00:45:50.820 All right, so I'm gonna go ahead and save this to my online file because I'm only going to be using this when I'm working online. I'm gonna again, action save record to online file. 120 Crystal Rodriguez 00:45:52.300 --> 00:46:01.100 Note that my status is already populated because we did edit that, and here I'm going to call this rice fifth. 121 Crystal Rodriguez 00:46:03.140 --> 00:46:11.380 And I don't want to make this my default. I already have a default. So I'm gonna just leave that blank and I'm going to click, OK. 122 Crystal Rodriguez 00:46:14.660 --> 00:46:17.660 Now I'm gonna close out of this constant data. 123 Crystal Rodriguez 00:46:21.060 --> 00:46:39.620 For this example, I'm going to apply the constant data to a blank bibly graphic work form, and this time I'm going to apply it from the list. So I'm going to start by opening up that blank work form. I'm going to catalogging create and I'm saying single record. 124 Crystal Rodriguez 00:46:39.700 --> 00:46:42.940 And a books because this is a book here. 125 Crystal Rodriguez 00:46:46.020 --> 00:47:04.580 And then I'm going to go ahead and go to edit constant data choose online and I'm going to apply from list and I'm just gonna leave the search for blank so that I can see the whole list and click, okay, and when. 126 Crystal Rodriguez 00:47:04.740 --> 00:47:24.980 Do that, I see my full list. This is a good opportunity to show you how there are some constant data records that were created by some of my colleagues and that's why we're using the, my status and again, I can see right here, the ones that have my initials, so I can just go quick quickly to the rice fix and. 127 Crystal Rodriguez 00:47:25.140 --> 00:47:45.340 By default the variable choose fields to apply is selected because that's what I selected when I created that, but here I can just go ahead and highlight that and click apply selected, I can change with whether I'm applying fixed or variable, but I'm just gonna go ahead and apply variable here. 128 Crystal Rodriguez 00:47:47.460 --> 00:48:06.020 In here, you'll see that, that applied those constant data variables to my blank work form. So that's a good use for adding constant data to a blank work form as useful. if you examples, like I showed where. 129 Crystal Rodriguez 00:48:06.020 --> 00:48:09.460 Going to be using the same data for several records. 130 Crystal Rodriguez 00:48:13.060 --> 00:48:16.540 I'm gonna go ahead and just close out of this example. 131 Crystal Rodriguez 00:48:18.820 --> 00:48:21.380 I'm gonna close my constant data. 132 Crystal Rodriguez 00:48:26.500 --> 00:48:43.140 Now, as I previously mentioned, constant data records saved to your local constant data file can be applied to records that you've saved to a local safe file for offline processing. You can apply constant data records one record at a time or. 133 Crystal Rodriguez 00:48:43.220 --> 00:49:03.620 To multiple records at a time. So to demonstrate that, I've already saved several records to my local file. I'm going to go ahead and log off so that I'm working offline. I'm gonna search my local file so I'm going to go to catalogging search and choose my local SAF. 134 Crystal Rodriguez 00:49:04.380 --> 00:49:24.100 Or I could have clicked F- three, I'm gonna go ahead and leave my search blank. I want to make sure that I do have the correct local file selected. That is my default file. So leaving a search for blank. I'm going to click OK in here. I see all of the records that I have saved. 135 Crystal Rodriguez 00:49:27.300 --> 00:49:44.580 And just like when we're working with Bibly Graphic records, offline, you can apply to one record either by double clicking that record to open it up and once you have it opened, then you would choose. 136 Crystal Rodriguez 00:49:44.580 --> 00:49:56.620 Action, nope, sorry, edit constant data local and then choose h- how to apply. So, in this case, I'm going to going to apply my default. 137 Crystal Rodriguez 00:49:58.660 --> 00:50:18.500 And I do get this message asking me telling me that I'm going to overwrite my fixed fields and making sure that I want to do that, and that's just because with my default, I chose to transfer over the fixed views, so once I say, okay, connection does its work and it adds in my default. 138 Crystal Rodriguez 00:50:19.140 --> 00:50:23.180 I actually don't want to save that. so I'm just gonna go ahead and say, no, here. 139 Crystal Rodriguez 00:50:26.260 --> 00:50:44.740 I do see a question if, after applying a constant data file, there are duplicate fields in the field in the record. Is there an easy way to delete the duplicates without doing it one at a time. Other than the way that I deleted those fields, but as you saw that did cause. 140 Crystal Rodriguez 00:50:46.000 --> 00:50:56.840 As Joy mentioned and thank you for mentioning that again, Joy, you can press all delete to delete several rec several fields at a time. 141 Crystal Rodriguez 00:50:58.800 --> 00:51:18.640 You also, if, if they're blank fields, then you can just do reformat and that would get rid of those blank fields. Okay, so getting back over here if so that as I just showed when you open a record, you can apply that constant data, you also can do, so without actually opening it, you can just highlight one record and CLI. 142 Crystal Rodriguez 00:51:18.880 --> 00:51:39.120 Action, sorry, I keep saying action, but it's edit. click edit- constant data and then choose your local constant data either by default name or list, and then you can do the same with multiple records. So if they are adjacent, you would highlight the first one. 143 Crystal Rodriguez 00:51:39.120 --> 00:52:00.240 And then click shift and click a second records, if they're not adjacent it is control and then click. So here you'll see that I have chosen numbers, one, three and six, and I'm going to go ahead and apply a constant data. So I'm gonna click edit constant data. 144 Crystal Rodriguez 00:52:01.240 --> 00:52:20.720 This time I'm going to go ahead and choose to apply from list and I'm gonna leave my list search blank there and I have two local saved records, so I'm going to choose the books typical. I'm going to just choose to apply the variable. Now you may have noted that I clicked apply selected and you didn't see. 145 Crystal Rodriguez 00:52:20.880 --> 00:52:40.840 Anything happen, unfortunately connection does not give any indication when you do apply the multiple constant data in this way or even just when you apply constant data in this way, so to confirm, I would have to go ahead and open up that record and I can see the edited fields there. 146 Crystal Rodriguez 00:52:42.480 --> 00:52:46.640 Now what it does do is it automatically saves those changes for me. 147 Crystal Rodriguez 00:52:48.240 --> 00:52:49.440 All right. 148 Crystal Rodriguez 00:52:51.440 --> 00:53:11.280 Not seeing any more questions or comments on, but again, please feel free to add those as necessary. All right, so there's two more things I wanted to show with constant data before we move on to the next topic. So you may have noted that your online default constant data record is associated with each connection authorization. 149 Crystal Rodriguez 00:53:11.280 --> 00:53:31.760 So therefore, if multiple staff are using the same authorization, you will share one default, constant data, local DEFA. default constant data records are added to a local file by workstation. You can create multiple local files to accommodate a situation where more than one person is using that workstation. 150 Crystal Rodriguez 00:53:32.400 --> 00:53:52.240 You can find additional information on this on our help site to see a list of existing constant data and your current default as you've seen here, I'm gonna go ahead and close out here, but you can go to catalogging search and choose either your online. 151 Crystal Rodriguez 00:53:52.280 --> 00:54:03.280 Constant data or your local constant data. So I'm gonna choose my online constant data now because I was working offline and being asked to sign in first. 152 Crystal Rodriguez 00:54:04.400 --> 00:54:24.880 And again, you can leave this blank or you can search by your status. So here I can search by my initials and using the drop- down here. I can choose status. You also see, you can search by the name, if you know, that of the constant data record, but I went ahead and just left my status there. 153 Crystal Rodriguez 00:54:24.880 --> 00:54:45.360 And I get the list of my two and looking up in the left corner here you will see the default record name is listed, so I can see that, that is the VISCC record that I've created, if I wanted to change the default, then I would just open up a different record. 154 Crystal Rodriguez 00:54:45.440 --> 00:55:05.840 So here I would open up the rice fix and then when I save it, I can, I can choose to set it as default. actually if I go to edit constant data online, I now see the option to say set as default, and again, when I. 155 Crystal Rodriguez 00:55:06.480 --> 00:55:16.280 To set a default, then I'm given the option to decide whether I want to apply fixed variable or both, and then I click, okay. 156 Crystal Rodriguez 00:55:18.000 --> 00:55:24.960 And now you'll see that the default record shows as the rice FICK. Now let's say you want to delete a record. 157 Crystal Rodriguez 00:55:27.600 --> 00:55:46.800 All to do that. All you're gonna do is highlight that record choose action and say delete record, and then I'm getting a notice, just asking. Am I sure I say yes, And then I move on again, a note about that when you're working in your local constant data file, you cannot delete your. 158 Crystal Rodriguez 00:55:53.200 --> 00:56:12.400 So that is constant data in a nutshell. I don't see any additional questions, but as always timed allows, please add those now, constant data and text strings can be sometimes confused. 159 Crystal Rodriguez 00:56:13.200 --> 00:56:32.880 They do similar things, but in different ways, so I'm gonna kind of review that as we move on and hopefully you'll see those differences so you'll use text strings to supplement constant data for entering frequently used brief data anywhere in your record, and that's the key part you can add this, any. 160 Crystal Rodriguez 00:56:33.120 --> 00:56:54.000 In your record, they can be used for inserting common elements like Subfield text, a location or local note, You'll use text strings for adding to variable fields or parts of fields. You can include tags indicators, delimiters, Subfield codes, Diacritics and spec. 161 Crystal Rodriguez 00:56:54.160 --> 00:57:14.480 Characters, text strings can also consist of single or multiple lines or fields. You'll also need to remember that they are applied at the cursor position. There is no character limit and they are stored locally or offline. So. 162 Crystal Rodriguez 00:57:14.520 --> 00:57:18.800 Let's take a look at these in connection. 163 Crystal Rodriguez 00:57:21.520 --> 00:57:40.720 There's a couple of different ways to get to your texturings, one if you have already added the text strings, box to your toolbar as I do here you can go ahead and click on that box and that will open up your text strings manage or you can. 164 Crystal Rodriguez 00:57:41.560 --> 00:57:44.760 Tools and then choose text strings. 165 Crystal Rodriguez 00:57:46.480 --> 00:57:56.360 Now I'm gonna go ahead and click add to create my text string. I'm going to give it a description just a way that I'm gonna identify this. 166 Crystal Rodriguez 00:58:01.840 --> 00:58:10.240 And then I'm going to, I, I have actually already copied and pasted this, but you would likely just text this in. 167 Crystal Rodriguez 00:58:12.720 --> 00:58:31.920 It's very important that you keep the spaces. So you'll note in this example, I don't have any indicators. So I have the five, three eight and then I have just the two spaces for each indicator, and then I begin my text, so there's the spaces you only use those for those. 168 Crystal Rodriguez 00:58:32.000 --> 00:58:33.120 Indicators. 169 Crystal Rodriguez 00:58:37.040 --> 00:58:38.280 All right. 170 Crystal Rodriguez 00:58:39.600 --> 00:59:00.080 And then I'm gonna go ahead and click OK here to save this, and you'll see that that is saved in my text string box. Now, if you, if you want to edit this, then you'll highlight that text string and you're gonna choose modify and it comes up. 171 Crystal Rodriguez 00:59:00.240 --> 00:59:09.920 For me, and this time I want to add a second field here, I'm gonna add a six fifty- five. 172 Crystal Rodriguez 00:59:10.960 --> 00:59:30.520 And here you'll see that I did the six fifty- five, one space for the blank indicator and then the seven for the second indicator, and while this looks a little bit weird, there is no blank after the seven. You're, once you put that second indicator in, you immediately start to type in your text. 173 Crystal Rodriguez 00:59:32.080 --> 00:59:43.880 And we're going to go ahead and click okay. and kind of self- explanatory, but here you can see that there is the delete button. So if I wanted to delete this, I would just highlight and click delete. 174 Crystal Rodriguez 00:59:46.800 --> 00:59:54.080 I'm gonna go ahead and close out of this box and I'm going to grab an OCLC number here. 175 Crystal Rodriguez 00:59:55.120 --> 00:59:57.440 Bear with me. It was like, grab that. 176 Crystal Rodriguez 01:00:02.800 --> 01:00:04.800 Do you have to click apply. 177 Crystal Rodriguez 01:00:06.000 --> 01:00:26.480 I believe so. Let's trust it at what point do you. I'm thinking mean when you're creating here, do you have to click apply? No, that would be one way that you can apply the record. I'm about to show how you can apply the text ring, but to save it. 178 Crystal Rodriguez 01:00:26.520 --> 01:00:33.280 You do not have to click a pie. I'm gonna go ahead and just search this OCLC number up here. 179 Crystal Rodriguez 01:00:38.960 --> 01:00:40.080 Enter. 180 Crystal Rodriguez 01:00:41.840 --> 01:01:01.680 Oh, that's not the one I wanted, but we'll work with it. I did not intend to use a Korean example, but this is a good way to show that connection. Does have those examples in it. So let's pretend that this is our record. We're gonna go ahead and we're gonna create a blank five. 181 Crystal Rodriguez 01:01:03.000 --> 01:01:07.040 That really anywhere in the record. I'm gonna do it at the end of the record. 182 Crystal Rodriguez 01:01:12.600 --> 01:01:28.600 Actually, I don't need to add anything. I'm just gonna add that there and so to answer your question about applying the text string, there's a couple of ways I can do that. I can go ahead and you again, use this texturing box and I can click on manage and when I. 183 Crystal Rodriguez 01:01:29.240 --> 01:01:49.080 Then, yes, I would highlight and click apply, but the faster and less keystroke way is to go ahead. Use that text strings box and just click on play away and as soon as I click play away, you'll note that my blank field was replaced with my text again, you could have done also. 184 Crystal Rodriguez 01:01:49.240 --> 01:02:05.360 Tools, text strings and chosen to apply there, and in a while we'll talk about how you can actually add text strings to a keystroke or a user tool. That'll make it even less clicks for you. 185 Crystal Rodriguez 01:02:06.600 --> 01:02:20.320 And again, you'll note that, that texturing was applied at the cursor position. That's why I added that blank five hundred and then you would use Reformat if needed to remove any spaces or to fix that any. 186 Crystal Rodriguez 01:02:22.360 --> 01:02:26.600 Banks in your record. I'm gonna go ahead and close this out. 187 Crystal Rodriguez 01:02:28.760 --> 01:02:47.800 I do have another example of a text string, so I mentioned earlier that text strings can be used for commonly used field data or text that will be applied throughout the record, for example, my library often needs to add Subfield subject headings. 188 Crystal Rodriguez 01:02:48.600 --> 01:03:06.400 For, like, location. So creating a text string will allow us to add those in fewer clicks. So, again, I'm gonna go ahead and create a new text ring this time I'm gonna use that drop down. I'm gonna choose manage and I'm clicking add. 189 Crystal Rodriguez 01:03:07.840 --> 01:03:11.320 And I'm just gonna call this C- bus which is short for Columbus. 190 Crystal Rodriguez 01:03:14.200 --> 01:03:33.400 And my library often needs to add the Subfield Z, Ohio and Subfield Z Columbus. So that's what I'm going to create my text string for, and I'm gonna do that just by using the control. D- to add that Subfield type in Ohio and then again, cut Sofield Z typing. 191 Crystal Rodriguez 01:03:33.440 --> 01:03:43.920 In Columbus and you'll note that I didn't put a blank before because at the point that I'm going to add this, I'll have that blank there. 192 Crystal Rodriguez 01:03:46.200 --> 01:04:05.400 So this will be handy, if, for example, if you were to need to add the Columbus, Ohio, like, you could also create a location text that you would add into a two forty- five, two sixty- four subject fields et cetera. So I'm gonna go ahead and click. Okay, and now I. 193 Crystal Rodriguez 01:04:05.520 --> 01:04:10.760 Have that second text stream created. I'm going to close out of this. 194 Crystal Rodriguez 01:04:11.800 --> 01:04:14.840 And I'm going to open up a new bibly graphic record. 195 Crystal Rodriguez 01:04:21.760 --> 01:04:24.360 Being my OCLC number. 196 Crystal Rodriguez 01:04:30.360 --> 01:04:43.440 And here I have a record that I don't have the six fifty s- with my Columbus, Ohio, so I'm going to go ahead and just enter in a blank field at a six fifty. 197 Crystal Rodriguez 01:04:44.520 --> 01:05:04.920 The Subfield zero and let's just assume that this is what is about education. So I'm just gonna add education here and then I'm gonna add my space and remember that the text string is applied at the cursor position. So that's why I've got my space here and I'm gonna go ahead and use my dropdown. 198 Crystal Rodriguez 01:05:05.560 --> 01:05:14.920 And this time I'm just gonna click on the C bus and it happens pretty quickly, but you'll see the connection did add in that text there. 199 Crystal Rodriguez 01:05:19.640 --> 01:05:27.960 And then that's when you could go ahead and proceed with follow throughing the record as you would need to, I'm just gonna go ahead and close it. 200 Crystal Rodriguez 01:05:29.240 --> 01:05:42.960 All right, so that's the gist of text strings. Those will come back in a little while when we talk about customization, but that's the process for creating and applying them. I don't think there's any additional questions about those. 201 Crystal Rodriguez 01:05:46.520 --> 01:05:52.160 So then I'm going to go ahead and look at the next topic. 202 Crystal Rodriguez 01:05:56.760 --> 01:06:13.960 All right, so we, the review of constant data on tech strings and that those are good options for adding text or fields to records. However, what, if you need to follow repetitive or multi- step actions such as adding holdings and then exporting. 203 Crystal Rodriguez 01:06:14.040 --> 01:06:34.520 Using a macro can allow you to complete these actions in fewer steps, thus speeding up your cataloging time, OCLC includes some macros with connection client software, some of which ad fields in prompt you to input data macro is created by others can also be added to. 204 Crystal Rodriguez 01:06:36.440 --> 01:06:54.800 And then furthermore, you can create your own macros by either recording your simple steps or using the OCLC macro language. We will cover recording a macro. You'll need to refer to the learner guide, which I will add in the chat here in a moment. 205 Crystal Rodriguez 01:06:55.000 --> 01:07:11.600 For details on macros creating created by others and using the macro language. Let me go ahead and add that learner guide for you here. There it is. That's also available on our help site at the. 206 Crystal Rodriguez 01:07:12.920 --> 01:07:19.320 Where, where you registered for the class and it will be sent to you after the class as well. 207 Crystal Rodriguez 01:07:23.160 --> 01:07:33.320 So macros can be applied on a displayed record when you're working online or offline. That's the application part. So let's go ahead and go back into connection. 208 Crystal Rodriguez 01:07:40.440 --> 01:07:48.000 So to get to the macros manager, we're going to click on tools macros and then manage. 209 Crystal Rodriguez 01:07:49.400 --> 01:07:54.120 And that opens up in another screen for me. So I've got to pull that over for you to see. 210 Crystal Rodriguez 01:07:56.080 --> 01:08:16.279 And here you'll see there are three default macro books that I have in my connection. There's the duey, the OCLC and then I do have transliteration, so let's take a look at the OCLC macro book. These are the OCLC created macros. I'm going to click on this. 211 Crystal Rodriguez 01:08:16.279 --> 01:08:36.759 First one here, the ad and edit, Oh seven, and when I do that, you will see that there's a description that tells you what that macro does. So it adds or edits the field zero zero seven in a bibiographic record via a menu and you can see that with others as well, if you click on those, it'll tell you. 212 Crystal Rodriguez 01:08:36.839 --> 01:08:38.799 What those each do. 213 Crystal Rodriguez 01:08:40.600 --> 01:09:00.440 Now for libraries that are using the O- nine two locally assigned, do we call number field connection client also contains a couple of macros that allow you to build a four figure or Sandbourne cutter. The Cutter number is based on the name of the creator or the title it contains one or two. 214 Crystal Rodriguez 01:09:00.440 --> 01:09:14.040 Of the initial letters and an alpha numeric code used for classification, so to see those will click on the doy menu and you can see that the four figure and Sandbourne are available to you. 215 Crystal Rodriguez 01:09:18.359 --> 01:09:35.640 Let's go ahead and demonstrate using a macro. I'm gonna close out of that momentarily. So let's assume that our cataloger is working with similar audio visual materials instead of typing out the values for each of the. oh seven field. They choose. 216 Crystal Rodriguez 01:09:35.720 --> 01:09:48.680 To use the AD and edit. Oh, seven macro. As I mentioned that request a response to a prompt and then automatically completes the field. So let's open up the late graphic record. 217 Crystal Rodriguez 01:09:58.040 --> 01:10:03.240 And again, I'm gonna go to the tools menu macros, manage. 218 Crystal Rodriguez 01:10:05.720 --> 01:10:10.720 And I'm going to select that macro and then I click one. 219 Crystal Rodriguez 01:10:12.120 --> 01:10:24.080 And for this one, I am getting a prompt. So I choose the correct answer in that prompt and then I actually get a second prompt. I'm gonna just choose an answer there. 220 Crystal Rodriguez 01:10:26.840 --> 01:10:35.320 And then once I click, okay, you'll see a flash, but then what connection does is it adds that? Oh, seven field for me. 221 Crystal Rodriguez 01:10:36.440 --> 01:10:44.480 And then you again can proceed with editing as necessary. I'm gonna go ahead and close out of this record. 222 Crystal Rodriguez 01:10:46.040 --> 01:11:06.520 So that's the quick way of applying a macro again, when we talk about customization, there is also an option to create key strokes or user tool for your macro. That'll let you click less, give you less clicks than what I just did, and I'll show that. 223 Crystal Rodriguez 01:11:07.880 --> 01:11:29.000 But before that, let's talk about recording a macro. So my library adds holdings and export records located in connection. I want to be able to perform these steps with less clicks. So I'm going to create a macro by recording a new one to begin. I'm going to get. 224 Crystal Rodriguez 01:11:29.480 --> 01:11:45.240 OCLC record open graphic record open this time. I'm gonna use the F- three key. Well, I guess it's not looking for it. We'll just go ahead and do. Oh, it's f- two. That's why I was trying to go based off memory. 225 Crystal Rodriguez 01:11:48.200 --> 01:11:55.200 So we've got our bibly graphic record open and we're going to go to tools macros, manage. 226 Crystal Rodriguez 01:11:57.160 --> 01:12:17.000 And this time we're gonna need to record a macro, but first I need to create a new macro book doing this will help me easily locate my macros and it preserves them in case of an upgrade or an install down the road. So when you are recording your own macros, you should put those in. 227 Crystal Rodriguez 01:12:18.040 --> 01:12:35.800 Macro book and you can create multiple macro books if needed. So I'm going to go ahead and click on new book and you'll see that, that adds the new book there for me, and then I can just type over that highlighted name there and change the name. I'm gonna call it demo. 228 Crystal Rodriguez 01:12:37.480 --> 01:12:40.160 And now I'm going to click record. 229 Crystal Rodriguez 01:12:41.960 --> 01:12:55.960 And I'm asked to give my macro a name. I'm gonna call it hold export and then you can put in a description. I'm just gonna say add holdings then export. 230 Crystal Rodriguez 01:12:59.240 --> 01:13:08.240 And that's optional, You don't have to add that description, but it does help you later on identify what that macro does. So I'm gonna go ahead and click. okay. 231 Crystal Rodriguez 01:13:09.520 --> 01:13:17.000 You'll note that up in the left corner. I see a pause play and record button that populates. 232 Crystal Rodriguez 01:13:19.080 --> 01:13:37.240 So I'm going to click on the record button. Oh, sorry, I, nope, I did that wrong. Let's do that again. I clicked on the don't record button. Let's go back to my demo here. My whole export. and now I'm gonna click record. 233 Crystal Rodriguez 01:13:40.840 --> 01:13:58.760 I think I may need to create anyone, sorry about that. Let's just call this whole export too, And I'm not gonna put it to a description this time. All right, so what I did accidentally was I actually closed out of the recording. So now it's record. 234 Crystal Rodriguez 01:13:58.960 --> 01:14:14.200 I didn't need to do anything with these buttons. What I actually need to do is my steps that I want to record for the macro. So I'm, I'm going to go ahead and on my toolbar, I'm going to click the update holdings button. 235 Crystal Rodriguez 01:14:15.400 --> 01:14:35.880 Which is this button here with the looks like two pieces of paper with an arrow. I'm going to click on that and then I'm gonna click the export button. I get this message asking me if I want to append or overwrite, I'm going to go ahead and say a pen. I get that message because my. 236 Crystal Rodriguez 01:14:35.880 --> 01:14:49.320 Export file already has records on it. We talked about that in a previous class and now that I've clicked on both of those actions. now I'm going to go ahead and click the stop button. 237 Crystal Rodriguez 01:14:51.240 --> 01:14:53.640 And then my macro is recorded. 238 Crystal Rodriguez 01:14:57.000 --> 01:15:09.440 And then I can run my macro by going to the tools macros manage and then locating that macro. 239 Crystal Rodriguez 01:15:12.360 --> 01:15:14.360 And click run. 240 Crystal Rodriguez 01:15:15.560 --> 01:15:36.040 And it looks like when I recorded, I didn't actually fully click on that update holdings. So that's a, another tip that when you are recording your macro, you want to make sure that the action actually does happen because what did happen here though is my record did export because I can tell that that worked by looking at the status bar down at. 241 Crystal Rodriguez 01:15:36.040 --> 01:15:50.840 At the bottom. So when I was recording, I should have been paying attention to that to make sure that I did actually click that action, but you can still see how that export took place due to the macro. 242 Crystal Rodriguez 01:15:54.600 --> 01:15:57.560 So we'll go ahead and close out of that. 243 Crystal Rodriguez 01:16:01.640 --> 01:16:04.640 Let me get back to my Powerpoint real quick. 244 Crystal Rodriguez 01:16:06.120 --> 01:16:15.040 I don't see any questions coming in on macros. I realize that this is a very simplified demonstration. As I said, you can certainly. 245 Crystal Rodriguez 01:16:19.040 --> 01:16:21.680 Learn more about the macros in our documentation. 246 Crystal Rodriguez 01:16:26.600 --> 01:16:43.880 Okay, so I just have a few questions for you all. Okay, I see it looks like maybe there's a question that maybe came through. Can you use Hot keys as yes, we will talk about. Well, I guess they're not really hot keys, but you can use shortcuts and you can use user tools and. 247 Crystal Rodriguez 01:16:44.520 --> 01:17:04.360 Next area, we're gonna go over. So thank you for that question. All right, so I do actually have a couple of questions for you. All you should be seeing one of those on my screen now, and I'm gonna go ahead and launch the poll for you to go ahead and answer that. So, which is true about constant data. It can be applied to fixed or. 248 Crystal Rodriguez 01:17:04.440 --> 01:17:19.760 Variable fields it can be applied to a group of records. It applies to displayed record or a list of saved records or all of the above. So you should be able to start adding your answers in there. I see some are coming through. 249 Crystal Rodriguez 01:17:28.680 --> 01:17:31.320 I'm just give it another minute or so for that. 250 Crystal Rodriguez 01:17:40.200 --> 01:17:49.000 It looks like almost everyone has had a chance to answer. So I'm gonna go ahead and just stop that just there and here on my screen, you should see that the answer was d. 251 Crystal Rodriguez 01:17:51.080 --> 01:18:01.240 Here and I have another question for you so true or false text strings can only be used for variable fields. Is that true or false? 252 Crystal Rodriguez 01:18:07.080 --> 01:18:09.800 We'll leave that pull up for a few moments. 253 Crystal Rodriguez 01:18:17.960 --> 01:18:22.000 And keep in mind the difference between the constant data and the text strings. 254 Crystal Rodriguez 01:18:35.240 --> 01:18:54.440 All right, it looks like just about, everyone's had a chance to answer that. So the answer to that is actually true. So your text strings are only within those variable fields. You can add them to Subfields, but you can't create texturings that have fixed fields in them like you can with. 255 Crystal Rodriguez 01:18:54.480 --> 01:19:14.920 Constant data, so that's one of those big differences between the two. All right, and I just have one more question here, and then we'll move on to the next section of our class. Let me start that pull for you. So which option can you use to automate repetitive, multi- step actions such as strings of commands. Is that user? 256 Crystal Rodriguez 01:19:16.200 --> 01:19:19.480 Macros, key maps, or the Toolbar editor. 257 Crystal Rodriguez 01:19:45.640 --> 01:19:52.360 Okay, looks like just about everybody answered that. So the answer is indeed macros. 258 Crystal Rodriguez 01:19:54.600 --> 01:19:55.840 All right. 259 Crystal Rodriguez 01:19:57.800 --> 01:20:17.640 All right, and so we're going to shift gears a little bit and talk about customization options within connection. So these allow you to assign user tools, edit the toolbar and customize key strokes. All of these will help you catalog using fewer clicks and again, allow for more catalogging EFF. 260 Crystal Rodriguez 01:20:17.920 --> 01:20:30.000 Ency deciding which to use depends on whether you prefer to use quick action options, toolbar buttons, key strokes, or some combination of those. 261 Crystal Rodriguez 01:20:31.120 --> 01:20:51.560 Here you'll see that user tools can be assigned for easy access to commands such as macros, menu items and text strings. You can use the Toolbar editor to show the tools and menu commands that best fit your workflows and then you can use key maps to view create edit. 262 Crystal Rodriguez 01:20:51.600 --> 01:20:59.880 And restore keystroke shortcuts, so we're gonna start by taking a look at user tools within connection. 263 Crystal Rodriguez 01:21:03.080 --> 01:21:21.640 So user tools allow you to assign a character, a macro, a menu item, or a text string for a quick access option. They are then access through the menu bar or you can add a button to the toolbar up to ten user tools can be assigned. I'm gonna demonstrate adding my new. 264 Crystal Rodriguez 01:21:23.020 --> 01:21:44.140 To a user tool so that I can access those with fewer clicks to get to user tools. I'm going to go to tools and then down towards the bottom. I see user tools and right now I don't have anything assigned, but you do see that there are ten blank spots. I'm gonna click ***. 265 Crystal Rodriguez 01:21:45.420 --> 01:22:05.260 And as soon as I get do that, I get this menu that opens up and I can choose the display command for the category. I'm going to start by adding my macro that I created. So I just click on macro in my macros that I created are at the top of my screen. You'll notice that the. 266 Crystal Rodriguez 01:22:05.740 --> 01:22:25.740 Book is first with an exclamation mark and then the name of my macro because of my error earlier. I'm going to ignore this first one. I'm going to choose the second one. The whole export two and once you highlight that macro and you can also do this with the OCLC macros as well, but I'm using my, my macro. 267 Crystal Rodriguez 01:22:25.820 --> 01:22:46.220 That I created, I've highlighted that. I select the user tool that I wanted to apply to. I'm gonna choose tool number one. Note that currently under current user tools. there's nothing there. I just click on assigned tool and now I do see that tool number one is assigned to this item if I want. 268 Crystal Rodriguez 01:22:46.620 --> 01:22:58.860 Unassign that all I would do would be to click unassigned tool, but I'm gonna leave that assigned here, and then I want to also add my. 269 Crystal Rodriguez 01:23:00.940 --> 01:23:20.780 What's it called? I'm drawn, I'm like my text string. So for that, I'm gonna click on text and I'll see my two text strings. I'm going to add my playaway text string. So again, I just highlight the name of the text string. I can't assign it to user number one because it's already assigned which I do see there a note that. 270 Crystal Rodriguez 01:23:20.780 --> 01:23:39.580 Tells me that user tool is assigned to export. So the user will want is assigned so using my drop down. I'm gonna use tool number two and I'm gonna say assigned tool and that adds that up into my current user tools, and then I'm gonna go ahead and close that. 271 Crystal Rodriguez 01:23:41.900 --> 01:23:56.780 And then we can apply the user tool here. So I'm gonna open up a big graphic record. Click search roll cat add in my record here. 272 Crystal Rodriguez 01:23:58.540 --> 01:24:18.380 And now I can use the user tool menu on my keyboard on my toolbar, and once I do that, I can use the drop down and I see the one and two in a little bit. I'll show how you can make this even simpler by adding this one or two to your toolbar, but right now I'm gonna use that. 273 Crystal Rodriguez 01:24:18.420 --> 01:24:38.860 Drop down and I'm gonna start by adding that text play away option. I just click on that and my text strings were added. I'm gonna click reformat just so that I can see that in the right place, and then I will use the tool. 274 Crystal Rodriguez 01:24:39.500 --> 01:24:49.740 And choose the first user tool for that macro tool, and if I look down at the status bar, I'll see that the export was completed. 275 Crystal Rodriguez 01:24:53.580 --> 01:24:56.780 All right, so I'm gonna go ahead and close out of this. 276 Crystal Rodriguez 01:24:59.340 --> 01:25:18.540 So, as you've noted most menu items have toolbar buttons available in connection client. However, not all of them display in the default toolbar. You can edit the toolbar to meet your specific workflow, such as adding a toolbar button for your newly assigned user tool or macro. 277 Crystal Rodriguez 01:25:19.180 --> 01:25:26.820 So to do that, we're gonna go ahead again and go to tools and then we're choosing the Toolbar editor. 278 Crystal Rodriguez 01:25:28.140 --> 01:25:44.460 And here you'll see all of the different menu options that can be added to your toolbar. I want to kind of scroll down a bit because I want to get to those user tools there there, I just saw them a second ago. I believe this is an alphabetical order. 279 Crystal Rodriguez 01:25:46.900 --> 01:26:05.900 There we go. So here I see my user tools note that I see the one and then the ten, right afterwards, I gotta be kind of careful about that, but I want to go ahead and add a button for my user tool one and two, so to do that, I'm just gonna click on that user tool here and then drag. 280 Crystal Rodriguez 01:26:07.340 --> 01:26:23.580 Area that I want it to go to on my toolbar and I'm gonna do the same with the number two and there is a separator in here. So if I wanted to separate those out on my toolbar, I could just add that separator as well. 281 Crystal Rodriguez 01:26:25.100 --> 01:26:45.580 Here it is. So if I click on the separator pull that up, this may be hard to see on my screen, but if you test that you'll see, but it separates those out and then if I want to get rid of those, I just same thing I'll just click on the item and drag it down into the box here. 282 Crystal Rodriguez 01:26:46.860 --> 01:27:06.060 And so that Separator just went away and I'm gonna take away my tool number two, but I'm gonna leave my tool number one there just so you can see that, and then I'm gonna click close. So now that I have that toolbar button there, if I were to open up my OCLC record again. 283 Crystal Rodriguez 01:27:07.380 --> 01:27:20.100 I would be able to just click on that button and that number one is for my macro and once I click on that, I'll see that the export down at the bottom status is completed. 284 Crystal Rodriguez 01:27:21.420 --> 01:27:41.820 So that's how you can add those macros or user tools to your toolbar without having to click a couple clicks there. You also can modify the options that you have available, like, for example, let's say your library doesn't really work with authorities. You could get rid of those buttons. 285 Crystal Rodriguez 01:27:42.060 --> 01:28:02.380 And you can also move things around a little bit if there are these lines you can kind of hover over that until you get the little icon to move and you'll see that I'm moving my text strings over here to the left. So you. 286 Crystal Rodriguez 01:28:02.900 --> 01:28:10.820 Those whole sections like that. So it's very customizable to what you prefer. All right. 287 Crystal Rodriguez 01:28:13.260 --> 01:28:32.460 Now many users prefer to use keystroke shortcuts over clicking through commands connection. Client gives you the ability to customize those as well. You can assign a specific keystroke shortcut to a character, a macro, a menu item, or a text string, allowing you to use these items with fewer CLI. 288 Crystal Rodriguez 01:28:33.140 --> 01:28:39.220 As well to do that, we're gonna go to tools and then key maps. 289 Crystal Rodriguez 01:28:40.780 --> 01:29:01.260 And note that my Keynaps opens up and right now I've got my text option, but again, I could choose my macro. I can choose a menu item now when you're choosing menu items, you will note that there are, is a default already there. You do have the ability to change that default or you. 290 Crystal Rodriguez 01:29:01.900 --> 01:29:12.980 Add a secondary shortcut. You just want to be careful that you're not using the default or, you know, changing that default to something that is. 291 Crystal Rodriguez 01:29:14.180 --> 01:29:34.540 Signed, and then you have multiple things assigned to it. I think, in fact, I think connection will warn you if you try to do that, but we're gonna go ahead and we're gonna go to text and we're gonna add our C- bus to a key stroke so I can just highlight that and I'm gonna choose, let's say I. 292 Crystal Rodriguez 01:29:34.660 --> 01:29:55.020 I'm gonna click within the press new shortcut key note again, that current, there is no current shortcut key listed. So all you do is you press the shortcut that you want to use. So I'm going to, within this box of press new shortcute. I'm gonna choose control and F- and. 293 Crystal Rodriguez 01:29:55.020 --> 01:30:15.500 I do actually get a warning telling me that, that is already assigned as a default. So I'm, I'm gonna choose to actually remove that and choose something different. I'm gonne controlled G and note that I don't get any notification telling me that that's assigned so I can go ahead and click assign, and now that. 294 Crystal Rodriguez 01:30:15.860 --> 01:30:35.980 Under my current shortcut keys. so if I were to go back into connection and look at a bibly graphic record, I know this isn't the correct mark format here, but let's assume that this was a six fifty, I would just need to, you have my cursor in the right location. 295 Crystal Rodriguez 01:30:35.980 --> 01:30:41.820 And choose control G. and my text is added in there. 296 Crystal Rodriguez 01:30:44.300 --> 01:30:56.340 So, again, as I mentioned earlier, it's really about personal preference as to whether you prefer to have key strokes toolbar or some combination there of. 297 Crystal Rodriguez 01:30:57.740 --> 01:31:18.860 All right now, once you've assigned your customized keystrokes, you can review a list of them to verify how they are assigned to do that. We're gonna go again to tools key maps and we click on list all, but it's important to note here that this is only your customized key strokes. 298 Crystal Rodriguez 01:31:18.860 --> 01:31:31.260 Now you can print this for future reference, if you need to, it's helpful, if you use a lot of customized key strokes and then I'm not gonna do that. So I'm just gonna go ahead and click close. 299 Crystal Rodriguez 01:31:34.060 --> 01:31:35.180 Okay. 300 Crystal Rodriguez 01:31:37.260 --> 01:31:44.860 All right, so then to see a list of all assigned key strokes in client, even the default ones. 301 Crystal Rodriguez 01:31:46.220 --> 01:32:01.460 Then you're going to click on view and then assigned keys and again, you can print that, or you can copy that to a clipboard if you needed to. 302 Crystal Rodriguez 01:32:03.500 --> 01:32:23.340 You can also sort this as well. So if I click on definition, it will sort the definition by alphabetic first. It starts sorts first by source and then by alphabetical order, but I, you can do, you can sort by keystroke as. 303 Crystal Rodriguez 01:32:26.380 --> 01:32:32.380 Away for you to sort through that. I'm gonna go ahead and close that. 304 Crystal Rodriguez 01:32:33.580 --> 01:32:52.020 All right, so I know I rushed through those little bit, but they're a lot of those, it's kind of just personal preference, but I don't see any questions, so I'm gonna pause for a moment and see if there's any questions we do have a little bit of time. So if you want me to show one of those, again. 305 Crystal Rodriguez 01:32:57.260 --> 01:33:00.580 So I was gonna pause for a moment here just to. 306 Crystal Rodriguez 01:33:03.060 --> 01:33:05.100 See if there's any questions. 307 Crystal Rodriguez 01:33:29.260 --> 01:33:47.740 Okay, I'm not seeing any new questions coming in. So I'll just sort of start to recap and wrap up, but please we have time. So if you have any questions, go ahead and add those. So just to recap connection client does offer several options for customization and automation. 308 Crystal Rodriguez 01:33:47.820 --> 01:34:00.940 Use of these tools is dependent on your workflow preferences, however, using these can increase efficiency and minimize errors. So let me go over here to my Powerpoint. 309 Crystal Rodriguez 01:34:03.220 --> 01:34:23.380 There's a question. Let me see here. Can you use Hot keys instead of clicking on icons room recording? Oh, sorry, we answered that one. Okay, did you say there was a play button for the macro while you recorded, you know what I did say that, but it was great out, so I, I misspoke there, I apologize. 310 Crystal Rodriguez 01:34:25.580 --> 01:34:44.140 So you really with the macros, it's just clicking on the record and then following the steps that you want your macro to produce reproduce and then hitting that stop button to stop your recording. 311 Crystal Rodriguez 01:34:46.060 --> 01:34:47.340 All right. 312 Crystal Rodriguez 01:34:49.940 --> 01:35:09.100 Again, there's still time for questions. So feel free to add those in sometimes when I assign the key and it is an unused key, it won't work any suggestions. I think you're saying, like in the key map, it may be that, that key is like necessary. 313 Crystal Rodriguez 01:35:09.220 --> 01:35:29.580 Some other feature. So the best suggestion I would have is if you see that happen, contact our customer support team at the time you see that and let them know what key you're trying to assign, and if you're getting any type of error or anything like that, which leads into this here if. 314 Crystal Rodriguez 01:35:29.620 --> 01:35:50.060 You can visit our help site. It help dot OCLC dot org for documentation into locate contact information for OCLT support in your region, and I've got their contact info up here on the screen and looks like there's, can you create a shortcut key for a Diacritic? I don't believe so. 315 Crystal Rodriguez 01:35:50.060 --> 01:35:55.220 So let me quickly go in. Well, there was the option to create it for a character. 316 Crystal Rodriguez 01:35:57.100 --> 01:36:17.580 No, so with the... Well, yes, actually looks like when you click on character the DI- some of the diacritics are there. So, yes, so you would choose character, so, yeah, for example, I, I catalog I used to catalog a lot of stuff in Spanish and so being able to have. 317 Crystal Rodriguez 01:36:17.620 --> 01:36:35.100 The shortcut key for the inverted exclamation point and question Mark would have been very helpful for me. So, yes, you would just choose character and then find the character that you're wanting to create that for. Thank you for that question. 318 Crystal Rodriguez 01:36:36.780 --> 01:36:46.060 I'm sure that would be useful for many people. All right, I see that somebody had raised their hand if you can add your question into the chat, that would be great. 319 Crystal Rodriguez 01:36:53.420 --> 01:37:12.620 And while we're waiting for that question, I'll just let you guys know that at the end of this session you will be taken to a survey. We really do appreciate you filling those out. We've kind of got it set so it shouldn't take more than a couple of minutes just kind of helps us know if we, you know, any. 320 Crystal Rodriguez 01:37:12.700 --> 01:37:32.140 Changes that may need to be needed made and just, you know, feedback is always good in my opinion. I guess that's what I'm saying. So when you fill out that survey, you will need the information that you're seeing here on the screen and thank you for confirming that, that was incorrect pushing of a button there. So you don't have a question. 321 Crystal Rodriguez 01:37:33.820 --> 01:37:53.580 So we're not programmed to, to end here until about three thirty, but I know that, especially with constant data text stream macros, there's, there can be a lot of questions regarding those, so I do want to make sure to leave room. I know the question about RDA is kind of still out there. I will confirm the properly, the proper steps for. 322 Crystal Rodriguez 01:37:53.980 --> 01:38:10.700 But as it was pointed out, you can't add those fields. So you should be able to add the RDA field. It's just not in the Workform template, but you can add those fields afterward. 323 Crystal Rodriguez 01:38:14.700 --> 01:38:15.940 All right. 324 Crystal Rodriguez 01:38:17.460 --> 01:38:20.780 Don't see any more questions coming through. 325 Crystal Rodriguez 01:38:21.740 --> 01:38:28.020 I'll give it another minute or so. I just want to make sure that y'all have time in case anybody's typing or anything. 326 Crystal Rodriguez 01:38:35.180 --> 01:38:54.420 And I'll just put out again that, that learner guy that I added earlier in the session. It does have useful links to our website and with the survey, anyone that's watching the recording at a later date. You can find the survey link at the same place that you registered for the class. 327 Crystal Rodriguez 01:39:04.620 --> 01:39:11.860 All right, I'm not seeing any more questions coming in. so I'm gonna go ahead and start wrapping up. I'm gonna stop the recording.