Learner guide: Connexion client 4 - Save files and batch processing

Online save file

The online save file is maintained on OCLC’s servers.  There is one save file per institution and it is accessible to everyone at the institution with Connexion access.  It is set up automatically and provides shared access to everyone in your institution.  It can only be used for online (i.e. one at a time) cataloging and does not support the application of multiple record actions from a list. 

Local save file

The local save file is maintained on your computer.  It can also be set up as a shared file on your institution’s network hard drive. Files are not automatically deleted or backed up by OCLC, and it supports the application of multiple record actions from a list.  Records in the local save file may be used for both online and offline cataloging.  Set up local save files within the local file manager. 

Work with save files using menus

• Set up file locations
  • File > Local file manager
• Save a record to the local save file
  • Action > Save record to local file 
• Save a record to the online save file
  • Action > Save record to online file 
• Retrieve from local save file
  • Cataloging > Search > Local save file > (Enter search parameters)
•  Retrieve from online save file
  • Cataloging > Search > Online save file > (Enter search parameters)
•  Retrieve by status, source, etc.
  • Cataloging > Show > By local (or online) save file status
• Delete a record from the save file  
  •  Action > Delete record

Work with save files using the toolbar

	Save record to local file (not on default Connexion toolbar)
	Save record to online file (not on default Connexion toolbar)
	Search local save file
	Search online save file
	Delete saved record
	Set status (not on default Connexion toolbar)

Using Connexion statuses

Statuses can be used to manage large save files or accommodate multi-person workflows.  There are two types of statuses: workflow and “my status”.  Statuses are searchable in the save file and can be used to identify desired subsets of records.

• To set a status on Individual Records
  • Action > Set Status
• To Set a Default “My Status”
  • Tools > Options > My Status (tab)

Modify list appearance

•    Open a list
•    Right click anywhere in the list and choose “list settings”
•    Uncheck boxes next to columns you don’t want to see.
•    To change a column’s position in a list, click the column then click “Move Up” or “Move Down”
•    Click OK to make the changes

Reset the list to default settings

•    Right click anywhere in the list and choose “list settings”
•    Click “Reset”, then “OK” to make the changes

Resize list columns

•    Hover cursor above lines that divide column headings
•    When cursor changes to black double-arrow, click and drag to resize

Sort list columns

•    Click on column heading you want to sort by

Enter search keys

• Batch > Enter Bibliographic Search Keys
• Enter search keys
  • Note local bibliographic file name
• Save and close

Process batch searches

• Batch >  Process Batch
• Choose file
  • Retain file selection if desired
• Process box
  • Select "Online Searches"
• Click OK
• Batch report
  • Print or close
  • Only last report is saved

Take actions on multiple records

You can take actions (e.g. update holdings, export, apply constant data, etc.) on multiple records in a local save file list.  Select the records and then apply the action as usual (toolbar button, keystroke shortcut, etc.).  To select a range of records, click on the first record, then hold the shift key and click the last record in the range.  To select multiple assorted records, hold the control key and click the individual records you want.

• Cataloging > Search > Local Save File
• Choose correct record(s)
• Select desired action (update, produce, etc.)
  • Note "R" in status bar next to selected actions
• Can be done simultaneously with editing
• Can be done one at a time or multiple records at once
  • Ctrl + click to select multiple records
  • Shift + click to select a range of records
• Exports are added to export file immediately
• Set Bibliographic Record Export as batch process at Tools > Options > Batch

Process holdings by OCLC number

• Batch >  Holdings by OCLC number
• Enter OCLC numbers
  • Import text (.txt) file
  • OR, Enter manually
• Choose appropriate record action