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Quick reference: Cataloging in Connexion client

Find brief instructions for most cataloging functions in Connexion client.

Introduction

The Connexion client is a Windows-based interface to OCLC Connexion® used to access WorldCat for cataloging.

This quick reference provides brief instructions for editing, saving, exporting, and printing labels for bibliographic records; using local files; creating and adding records to WorldCat; replacing WorldCat records; batch processing; and cataloging with non-Latin scripts.

The client supports the following non-Latin scripts: Arabic, Armenian, Bengali, Chinese, Cyrillic, Devanagari, Ethiopic, Greek, Hebrew, Japanese, Korean, Syriac, Tamil, and Thai.

This quick reference does not cover instructions for authorities work or instructions already available in:

 Note: Connexion client documentation assumes knowledge of MARC cataloging.

See the client UI Help (Help > Client Help or <F1>) or the online help for complete client documentation.

Open the Connexion client and log on

Open the Search WorldCat client window or browser screen:

  1. Click Windows Start > Programs > OCLC Connexion or click the client icon (Client desktop icon) on the desktop.
  2. Click File > Logon, click the Logon button (Logon button), or press <Ctrl><F1>.
  3. Enter your OCLC authorization and password.
  4. Click OK or press <Enter>.

Connexion client commands and statuses

Menus/commands

  • To use client functions, click a menu name at the top of the client window, and then click a command.
    Or
    Use equivalent keystroke shortcuts or toolbar buttons (displayed with the command names).
  • The client installs with pre-set (default) keystrokes and a default set of toolbar buttons on the main client toolbar

Keystroke shortcuts

  • Use default keystroke shortcuts or assign your own to activate commands, insert characters, run macros, and insert text strings.
  • View key assignments in View > Assigned Keys. To print or copy the list, click Print or Copy to Clipboard.
     Note: Before printing, click a column heading to sort the list by data in the column.
  • Assign your own keystrokes in Tools > Keymaps.
  • Print a function key template to put at the top of your keyboard.

Toolbar

  • The client installs with three toolbars displayed by default:
    • Main client toolbar (with command-equivalent buttons)
    • WorldCat quick search tool
    • Quick tools for text strings and user tools
  • Customize the main client toolbar: In Tools > Toolbar Editor, drag and drop buttons to add or remove, or reset to the default.
  • Reposition toolbar buttons in the toolbar: Hold down <Alt> and drag and drop a button to a new position.
  • Reposition toolbars: Move a toolbar to the right, left, top, or bottom of the client window by dragging and dropping it by its dotted handle.
  • Show or hide toolbars: Click View > Toolbars.
  • Show toolbar on one line or two: Click the arrow at the right end of the toolbar, and then click Show buttons on one row (default) or Show buttons on two rows:
    connexion-client-toolbar-arrow.png

Status bar

  • Located at the bottom of the client window, the status bar shows, depending on whether a record or a list is displayed:
    • For a displayed record: Actions and outcomes; source of record; workflow status; My Status; record number of the total in a list; edit mode; session timing if logged on.
    • For a displayed list: Record number of the total in the list for a selected entry.
  • Statuses are retained only for online or local save file records.
  • To show or hide the status bar, click View > Status Bar.

Selected default function key shortcuts and default toolbar buttons

Client menu > command Keystroke Toolbar button***
File > Logon <Ctrl><F1> Logon button
File > Logoff <Alt><F1> Logoff button
File > Print <Ctrl><P> Print button
File > Print List <Shift><F12> ***
File > Print Label(s) <Shift><F10> ***
File > Exit <Alt><F4> ***
Cataloging > Search > WorldCat <F2> Search WorldCat button
Cataloging > Search > Online Save File <Ctrl><F3> Search Online Save File button
Cataloging > Search > Local Save File <F3> Search Local Save File button
Cataloging > Browse > WorldCat <Ctrl><F2> Browse WorldCat button
Authorities > Search > LC Names and Subjects <Shift><F2> Search LC Names and Subjects button
Authorities > Search > Online Save File <Alt><F3> Search Online Save File button
Authorities > Search > Local Save File <Shift><F3> ***
Authorities > Browse > LC Names and Subjects <Alt><F2> Browse LC Names and Subjects button
Edit > Validate <Shift><F5> Validate button
Edit > Control Headings > All <Shift><F11> ***
Edit > Control Headings > Single <F11> Control Single Headings button
Edit > Control Headings > Uncontrol Single <Ctrl><F11> ***
Edit > Cut Copy Paste > Cut <Ctrl><X> Cut button
Edit > Cut Copy Paste > Copy <Ctrl><C> Copy button
Edit > Cut Copy Paste > Paste <Ctrl><V> Paste button
Edit > Find/Replace <Ctrl><F> Find/Replace button
Edit > Enter Diacritics <Ctrl><E> Enter Diacritics button
Edit > Reformat <Ctrl><R> Reformat button
Action > Holdings > Update Holdings <F8> Update Holdings button
Action > Holdings > Produce & Update Holdings <Shift><F7> Produce & Update Holdings button
Action > Holdings > Delete Holdings <Shift><F8> Delete Holdings button
Action > Lock WorldCat Record <Alt><F8> ***
Action > Release Record Lock <Alt><F9> ***
Action > Replace Record <Alt><F10> ***
Action > Replace & Update Holdings <Alt><F11> ***
Action > Save to Local File <F4> ***
Action > Delete Record <Ctrl><Alt><D> Delete Record button
Action > Export <F5> Export button
View > Navigate Records and Lists > Back <Shift><F9> Navigate Records and Lists Back button
View > Navigate Records and Lists > Forward <F9> Navigate Records and Lists Forward button
View > Label <F10> Label button
View > Pinned <Shift><F4> ***
Tools > Check Spelling <F7> ***
Help > Client Help <F1> Client Help button
Help > MARC Field Help <Shift><F1> MARC Field Help button

Search for WorldCat records

Search WorldCat to find records to use for cataloging.

Use WorldCat search and browse windows

Use the WorldCat search window

  1. Navigate to Cataloging > Search > WorldCat, click the Search WorldCat button (Search WorldCat button), or press <F2>.
  2. In the Command Line area: Enter a complete keyword, numeric, or derived search or browse (index scan). Use full search syntax (i.e., a single string with index labels, punctuation, search terms, Boolean operators, and qualifiers) in the correct order.
    Or
    In the Keyword/Numeric area: Enter or select the parts of a keyword, numeric, or derived search using text boxes and lists.

Use the WorldCat browse window

  1. Navigate to Cataloging > Browse > WorldCat, click the Browse WorldCat button (Browse WorldCat button), or press <Ctrl><F2> to enter a guided browse (index scan) using text fields and lists.

For details on searching and browsing techniques, strategies, syntax, and indexes, see:

Alternative: Use WorldCat quick search shortcut

If you use the command line to search or browse, enter it in the quick search field on the toolbar instead. Click the icon to send the search.

connexion-client-search-box.png

Click the arrow next to the search box to select from 10 previous searches.

Use features of the Search WorldCat window

Feature How to use
Retain Search Select the check box to keep the last search term(s).
Search for Enter a search in the text box or click the down arrow to select from up to 10 previous searches.
Plus button and Minus button Click to toggle between displaying short or full index, language, or material type lists.
Edit indexes in short list button Click to customize the short index or material type list.
Apply Language of Cataloging Delimiter Select the check box and then select a language from the list. Applies to searches in the command line, keyword/numeric boxes, and quick search box.
Enter Diacritics Click to open a window to insert valid diacritics and special characters by selecting an image or a name.
Expand/Collapse Click to collapse the Search window to show only the command line or to return to the full window.
Clear Search Click to clear searches (index selections remain).
Settings Click to open the Search WorldCat Settings window and select options for displaying search results.

WorldCat search and browse results

Zoeken

The way search results display is based on the number of records retrieved (or you can change how the results display):

Number of records Client displays
1 Full record.
2 to 5 Brief list: Two-line description of each record.
6 to 100 Truncated list: One-line description, sorted by data in the index you searched.
101 to 1,500 Group list: Entries represent groups of records sorted by MARC format and year of publication.
Over 1,500 Error message: Too many records retrieved. Edit or limit search and try again.

Browse

Browsing results in a list of terms that match or closely match your browse term. The match or closest match is highlighted.

To open a record or another list from a results list, double-click an entry, or highlight an entry and press <Enter>.

Right-click shortcut menu for lists

Right-click in a list. On the popup menu, use the following commands:

Command Use to ...
Copy Copy selected entries in the current list.
Select All Select all list entries.
List Settings Open a window to customize the way the list displays:
  • Select or eliminate columns for displaying
  • Move columns to re-order the list
  • Reset the list display to the original
Reset List Size Reset column sizes to original (see tip on customizing).

Tips for customizing a list display

  • To resize columns: Click, hold, and drag the vertical corner of a column.
  • To re-sort a list by a column: Click the heading of the column. The client re-sorts the list immediately by the data in the column.

Edit records

 Note about record limits:

  • There are no limits on the number of variable fields or total record length.
  • The theoretical limit on the number of characters: Up to 99,999.

View and navigate records

To do this ... Use these commands or steps ...
Move through three record areas: record information area, fixed field area, and variable field area. Edit > Next Record Area (or press <F6>).
Or
Edit > Previous Record Area (or press <Shift><F6>).
Show or hide drop-down lists of selectable valid values for fixed field elements. Drop-down lists of values are available for each element by default.

To hide the lists, click Tools > Options > Record Display and click to deselect the Use dropdowns... check box.
When you open a record from a list, open the next or previous record without returning to the list. View > Navigate Records and Lists > Forward (or click the Forward button (Navigate Records and Lists Forward button) or press <F9>).
Or
View > Navigate Records and Lists > Back (or click the Back button (Navigate Records and Lists Back button) or press <Shift><F9>).
Pin records of the same type to keep them open.

Records of different types, such as WorldCat vs. save file records, stay open simultaneously by default.
View > Pinned (or press <Shift><F4>).

Pin a displayed record before opening another record of the same type.

Open MARC field descriptions

Place the cursor in a variable field or a fixed field element, and click Help > MARC Field Help, click the MARC Field Help button (MARC Field Help button), or press <Ctrl><F1>. The description of the field opens in OCLC Bibliographic Formats and Standards.

 Note: This command is also on the right-click menu.

Open RDA Toolkit field descriptions

You must be a subscriber to RDA Toolkit and specify your subscriber logon information in Tools > Options > RDA. See the RDA Toolkit for more information.

Place the cursor in a variable field and click Tools > RDA Toolkit.

 Note: This command is also on the right-click menu.

Insert diacritics and special characters

Enter Latin script diacritics and special characters included in a standard set of valid characters adopted by the American Library Association (ALA).

  1. In a record: Place the cursor where you want to insert and click Edit > Enter Diacritics, click the Enter Diacritics button (Enter Diacritics button), or press <Ctrl><E>.
    Or
    In a search term or a find or replace term: Click Enter Diacritics in the Search, Browse, or Find/Replace window.
    Or
    In a label: View a label for the displayed record (View > Label), and click ALA Entry.
  2. In the Enter Diacritics and Special Characters window, select a character from the chart of images or from the list of names.
  3. Click Insert or Insert and Close.

 Note:

  • Insert a diacritic after the letter it modifies.
  • (Optional) Use default assigned keystrokes to insert characters. Click View > Assigned Keys for a complete list.

Create and use constant data

Create and apply MARC-formatted constant data records to add standard content to bibliographic records without having to re-key.

  1. Click Cataloging > Create > Constant Data (or press <Ctrl><Shift><N>) and select a MARC format to create a constant data record.
     Note: If you set the option to use RDA-based workforms to create bibliographic records (Tools > Options > RDA), the option also applies to creating constant data. AACR2-based workforms are selected by default.
  2. To add or edit data and save the new constant data record:
    1. Click Action > Save Record to Online File (or press <Ctrl><Alt><V>). You must be logged on to perform this action.
    2. Click Action > Save Record to Local File (or press <F4>).
    3. Assign a name to the constant data record.
    4. (Optional) Select the check box to set the new constant data record as the default, if you use it often.
    5. (Optional) Add a free-text My Status to help retrieve the record. See Tip: Add My Status to saved records for more information.
  3. In the Fields to Apply window, click a button to determine which fields in the constant data record to apply.
    • Fixed
    • Variable
    • Both

To apply default constant data:

With an authority record open:

  • Click Edit > Constant Data > Online > Apply Default (or press <Ctrl><A>). You must be logged on to perform this action.
    Or
  • Click Edit > Constant Data > Local > Apply Default (or press <Ctrl><Y>).

Create and use text strings

Text strings supplement constant data for entering frequently used, brief data anywhere in a record.

To create a text string:

  1. Click Tools > Text Strings.
    Or
    Click the Text Strings quick tool (Text Strings quick tool) on the toolbar.
    Or
    Click the arrow in the Text Strings quick tool and then click Manage.
  2. In the Text Strings window that opens, click Add.
  3. Enter a unique name in the Description field.
  4. Enter the text string you want to use in the Text field. Text can be:
    • A data cell in a field
    • A field (omit spaces between tag, indicators, and field data)
    • Multiple fields (enter each field on a separate line)
  5. Click OK to save the text string.

To insert a text string:

  1. Place the cursor where you want to insert text.
  2. Click Tools > Text Strings.
  3. Select a text string and then click Apply.

Or

  1. Place the cursor where you want to insert text.
  2. Click the arrow in the Text Strings quick tool.
  3. Click a text string name.

Validate records

Automatic validation

Taking a final action on a record interactively or via batch processing automatically validates the record, except, by default, when you export or set holdings on existing records. To change validation for these two actions:

  1. Click Tools > Options > General.
  2. Click Validation Level Options.
  3. Under Bibliographic WorldCat Records:
    1. Select one of the following for Set Holdings:
      • Full (basic validation and verifies relationships among elements)
      • Basic (verifies MARC record structure, including elements, length, repeatability, type of data and codes)
      • Structure (default) (minimal validation for set holdings actions)
    2. Select one of the following for Export:
      • Full (same as above)
      • Basic (same as above)
      • None (default) (no validation for export)

Separate validation

With a WorldCat record or local or online save file record open, or with records selected in a list, while logged on or offline:

  1. Click Edit > Validate, click the Validate button (Validate button), or press <Shift><F5>.

Control headings in bibliographic records

When you control a heading, the system finds a matching authority record and inserts the heading in the bibliographic record as a link. The system automatically maintains future changes to the heading.

  1. Display a record and click Edit > Control Headings.
  2. Click to select an action:
    • Single (or click the Control Single Heading button () or press <F11) (controls heading of field where cursor is located if exact match is found). This command is also on the right-click menu.
    • All (or press <Shift><F11>) (controls all headings if matches are found)
    • Uncontrol Single (or press <Ctrl><F11>) (uncontrols heading in field where cursor is located; you must uncontrol a heading to edit the text). This command is also on the right-click menu.
    • Uncontrol All (uncontrols all headings) 

Controllable fields

  • 100, 110, 111, 130
  • 600, 610, 611, 630, 650, 651, with second indicator 0
  • 655, with second indicator 7 and $2 lcgft
  • 700, 710, 711, 730
  • 800, 810, 811, 830

Notes on results

Action Notes
Control Single If the system does not automatically control a heading, the Control Headings window opens. Use it to select or build and insert a controlled heading manually. The window opens when the system finds:
  • An unqualified personal name match (contains $a only)
  • No exact matches
  • Multiple records that partially match
Control All If some headings are not controlled, try controlling each singly.
Hyperlink Controlled headings are hyperlinked to the controlling authority record(s). Click a link to open the authority record.
Add or Replace record You must add a new record or replace an existing WorldCat record to retain newly controlled heading(s).
  • To add records, click Action > Holdings > Update Holdings [or Produce and Update Holdings or Alternate Produce and Update].
  • To replace records, use Action > Replace Record [or Replace and Update Holdings]. The system locks the record automatically before replacing it.

You must have a Full or higher logon authorization to add or replace records.

 Note: If the heading changes in the system later, OCLCA is automatically added in field 040 $d.

Insert data from related records

Build a field 760 - 787 or 800, 810, 811, or 830 and automatically insert data from a bibliographically related (cited) record:

  1. While logged on, add a blank field to a record using Edit > Cut Copy Paste > Insert Blank Field, or position the cursor in the field above and press <Enter>.
  2. Enter one of the following tags: 760, 762, 765, 767, 770, 772, 773, 774, 775, 776, 777, 780, 785, 786, 787, 800, 810, 811, or 830
  3. Enter appropriate indicators. Then enter the OCLC number, with or without the pound sign (#), for the related record to cite.
  4. Click Edit > Insert from Cited Record (or press <Alt><E><I>). This command is also on the right-click menu.

Example

Create a new field and enter tag 780, indicators 0 0, and OCLC number 11553638. The client puts the OCLC number in w and enters the data from record 11553638. The new field looks like this:

780 0 0 Episcopal Church. Diocese of Southern Ohio. $t Journal of the ... annual convention $w (OCoLC)11553638

Get a Dewey or LC classification number

Use the FRBR-based prototype OCLC Classify Web service to retrieve a classification number from a matching WorldCat record for any material type:

  1. With any bibliographic record open, click Edit > Classify.

 Note: 

  • You must designate a classification scheme and variable field in Tools > Options > Classify.
  • The client sends the Classify Web service the following numbers from the displayed record for matching in WorldCat, in this order:
    • OCLC control number
    • ISBN
    • ISSN
    • UPC
    • LCCN

Right-click shortcut menu for records

Right-click in a record and use any of the following commands on the popup menu. All commands are also on client menus except the one with an asterisk (*) and a note.

Undo
Cut
Copy
Paste
Paste Unformatted
Delete Field
Copy Field
Copy Control Number
Control Single Heading
Uncontrol Single
Transliterate > Arabic [or Persian]
Right-to-Left Reading Order
Insert from Cited Record
Edit with Guided Entry
Insert Unicode Control Characters*
Link Fields
Unlink Fields
MARC Field Help
RDA Toolkit
*This command is available only on the right-click menu. Clicking the command opens a list of characters that you can select from.

Default keystroke shortcuts for editing and navigating records

 Note: * = This command is also on the right-click menu.

Keyboard shortcut Corresponding Edit > Cut Copy Paste command Use to do this ...
<Alt><E><O> Copy as Text* Copy selected content as plain text (ASCII format).
<Alt><E><S> Paste Unformatted* Paste content from a Web page as a single block.
<Ctrl><Z> Undo* Undo the last edit.
<Ctrl><Shift><Z> Cancel Changes Cancel all edits since the last save.
<Alt><Delete> Delete Field* Delete current field.
<Alt><Insert> Copy Field* Copy current field.
<Alt><Up arrow>
And
<Alt><Down arrow>
Move Field > Up [or Down] Move current field up or down one position.

In fixed field with drop-down lists displayed: Display current drop-down list so you can use arrow keys to scroll up or down.
<Enter>
And
<Shift><Enter>
Insert Blank Field > Above Current Field [or Below Current Field] Insert blank field above or below current field.
<Ctrl><T> Copy Control Number* Copy OCLC number.
<Up arrow>
And
<Down arrow>
None Move cursor to same position in line above or line below.

In fixed field with drop-down lists displayed: Move cursor up or down in list of values for current element.
<Shift><Up arrow>
And
<Shift><Down arrow>
None In fixed field: Move cursor up or down to the fixed field element immediately above or below.
<Alt><Up arrow>
And
<Alt><Down arrow>
None Move the current field up or down one position.

In fixed field with drop-down lists displayed: Display the current drop-down list so that you can use arrow keys to scroll.
<Ctrl><Up arrow>
And
<Ctrl><Down arrow>
None Move scroll bar up or down one line.
<Right arrow>
And
<Left arrow>
None Move cursor to right or left one character.
<Ctrl><Right arrow>
And
<Ctrl><Left arrow>
None Move cursor to first character of next word or to first character of previous word.

In fixed field: Move cursor to the right or left one cell.
<Shift><Arrows> None In variable fields: Select characters (right/left arrows) or lines (up/down arrows), one at a time.
<Tab> None Move cursor to next field.

In fixed field with drop-down lists displayed: Move cursor forward (to the right) from element name to cell, etc.
<Shift><Tab> None Move cursor to previous field.

In fixed field with drop-down lists displayed: Move cursor backward (to the left) through cells.
<Page up>
And
<Page down>
None Scroll window up or down one page (screen) to display content immediately above or below current display.
<Delete> None Delete highlighted text, or if no text is highlighted, deletes one character to the right of the cursor.
<Alt><Delete> None Delete current variable field.
<Backspace> None Delete highlighted text, or if no text is highlighted, delete one character to the left of the cursor.
<Home> None Move cursor to beginning of cell.
<Ctrl><Home> None Move cursor to beginning of record.
<End> None Move cursor to end of cell.
<Ctrl><End> None Move cursor to end of record.
<Ctrl><F7> None Delete text from cursor to end of cell.
<Alt><F7> None Delete current word.
<Ctrl><S> None Move cursor to next subfield or to beginning of next field.
<Shift><Ctrl><S> None Move cursor to previous subfield or to end of previous field.

Save records

Save bibliographic records

  • Online save file: A single OCLC online file shared by staff at your library who log on using the same OCLC symbol.
  • Local save file: One or more files on your workstation or shared drive.
  1. Display a record or select records in a list.
  2. Click Action > Save Record to Online File (or press <Ctrl><Alt><V>). You must be logged on to perform this action.
    Or
    Click Action > Save Record to Local File (or press <F4>).

 Note:

  • Records saved to the online file no longer expire.
  • Locked WorldCat records are unlocked after 14 days.
  • The client automatically saves local save file records after actions.
  • The maximum number of records for both local and online files is 9,999.

Tip: Add My Status to saved records

Assign a free-text My Status to help retrieve a related group of records from the online or local save file or from constant data files.

  1. Display a record or select records in a list.
  2. Click Action > Set Status (or press <Alt><Shift><S>).
    Or
    Set a default My Status in Tools > Options > My Status to add the My Status automatically whenever you save a record.
  3. Enter My Status using up to 40 characters of free text (e.g., enter your name, a date, a project name, or a combination of these).
  4. Click OK or press <Enter>.

Delete records from the save file

Display a save file record or select records in a list, and click Action > Delete Record, click the Delete Record button (Delete Record button), or press <Ctrl><Alt><D>.

Search for specific save file records

  1. Click Cataloging > Search > Online Save File, or click the Search Online Save File button (Search Online Save File button), or press <Ctrl><F3>. You must be logged on to perform this action.
    Or
    Click Cataloging > Search > Local Save File, or click the Search Local Save File button (Search Local Save File button), or press <F3>.
  2. Enter one or more search terms in Search for field(s), select an index for each, and, if multiple terms, select a Boolean operator to combine.
  3. Limit the search by statuses or other criteria.
  4. Click OK or press <Enter>.

Find save file records by statuses or by limits only

  1. Click Cataloging > Show > By Online Save File Status or press <Ctrl><O>. You must be logged on to perform this action.
    Or
    Click Cataloging > Show > By Local Save File Status or press <Alt><C><H><L>.
  2. Select status(es) or limit(s).
  3. Click Show Records or press <Enter>.

Tip: Quick way to retrieve save file records

Retrieve all records in the save file and then sort by data in columns.

  1. Click Cataloging > Search > Online Save File.
    Or
    Click Cataloging > Search > Local Save File.
  2. Do not enter any terms or criteria in the Search window. Click OK.
  3. Sort the list by clicking a column heading to group the records you need together (e.g., sort by My Status or by action status).
  4. Click OK or press <Enter>.

Save file indexes

Online file indexes

Online file index Definition/Search format
Save File Number Enter number (1 to 9,999).
OCLC Control Number Indexes 001 (fixed field) and 019. Enter complete number.
Title Indexes 245 a b f g k n p. Enter one or more words from title, separated by spaces.
URL Enter complete URL for Web resource. Omit separator characters (. and /). Include or omit http://.
Used Date
(date of last modification or re-save)
Enter all 8 digits of date, in format yyyymmdd. Omit hyphens or other separators.
My Status Enter My Status identifier you assigned.

Local file indexes

Local file index Definition/Search format
Save File Number Enter number (1 to 9,999).
OCLC Control Number Indexes 001 a and 019 a. Enter complete number.
Title Indexes 245 a b f g k n p and 246 a b f g n p. Enter one or more words from title, separated by spaces.

Alternative: Combine words with Boolean or or not.
Name Indexes 100, 110, 111, 130, 700, 710, 711, and 730 (all subfields). Enter one or more parts of name, separated by spaces.

Alternative: Combine names with Boolean or or not.
Standard number Indexes 010 a b z; 020 a z; 022 a y z; and 028 a. Enter all digits of the number.
Holding Library Code Indexes 049 a. Enter a holding library code.
My Status Enter the My Status identifier you assigned.

Use local files

When you install the Connexion client, you also install default (empty) local files on your workstation for bibliographic records and constant data.

  • DefaultBib.bib.db
  • DefaultBibCD.bibcd.db
  • Default file location: X:\Documents and Settings\[user name]\ Application Data\OCLC\Connex\Db (X = letter of your hard drive)
  • Limitation for each local file: 9,999 records

Use the local file manager to work with local files.

  1. Click File > Local File Manager or press <Alt><F><L><F>.
  2. Click a button next to the type of local file you want to work with. A check mark designates the default file.
  3. Click one of the following buttons, depending on what you want to do:
    • Configure Paths to create or delete a local file path name.
    • Auto Back Up to clear or select automatic back up and a location.
    • Create to create a new file (type the file name only; the client supplies the correct file extension).
    • Delete to delete the selected file (you cannot delete the default file).
    • Set as Default to set the selected file as the default.
    • Authorization to assign a logon authorization and password to use for logon whenever the selected file is open.
    • Statistics to show the number of records in the file by specific record statuses.
    • Compact/Repair to remove empty space remaining when records are deleted from the selected file or to repair the selected file when you receive erroneous messages that records are in use by another.

Take final actions on records

Export records

  • Exporting records requires no minimum authorization level.
  • Before you export the first time, you must create an export destination. See Export bibliographic records or Setup worksheet for OCLC Connexion client.
  • You can export both existing WorldCat records (records that have OCLC numbers) and workforms (new records not yet added).

To export records:

  1. Display a record or select records in a list.
  2. Click Action > Export, click the Export button (Export button), or press <F5>.

     Caution: If exporting to an existing file, the first time you export, the client may prompt you to choose to overwrite or append data already in the file or to cancel and use another file. Your choice persists each time you export in the same logon session until you close and re-open the client.

Records export immediately, whether you are logged on or offline, unless you set an option to export in batch in Tools > Options > Batch.

Check the Export status in the status bar of a record or in the Export column of a list. If it is R (Ready), your option is set for batch export.

Report errors in records

Reporting errors requires a minimum authorization of Limited.

  1. Log on. With a record displayed, click Action > Report Error.
  2. Complete the required fields.
    • OCLC symbol
    • User name
    • E-mail
  3. (Optional) Select a check box to receive a copy of your report.
  4. Describe the error in the large text box.
  5. Click Report Error. The client automatically attaches a copy of the displayed record and sends the report to OCLC quality control staff.

Print labels

Edit and print labels for one record

  • Printing labels requires no minimum authorization level.
  • Records must have a call number in order to print labels.

By default, labels print immediately whether you are logged on or offline. Check the Label status in the status bar of a record or in the Label column of a list. If it is R (Ready), your option in Tools > Options > Batch is set to batch print labels.

  1. Logged on or offline, display a record and click View > Label, press the View Label button (View Label button), or press <F10>. The client extracts the following information from the record and inserts it in the displayed label:
    • Author from main entry fields 1xx
    • Title from 245 $a
    • Call number based on logon authorization
    • Input stamp based on 049 $a
  2. Edit the label, if needed, and set parameters for print constants, number of copies, and more.
  3. Click Print or press <Enter>.

Print labels for multiple records without editing

  1. Logged on or offline, display a record or select records in list, and click File > Print Label(s) or press <Shift><F10>.
  2. (Optional) Print more than one copy or specify print constants for multiple copies or parts.
  3. Click OK or press <Enter>.

Save labels

Print labels to a file or edit records with label data and then save them:

  1. Click Tools > Options > Printing.
  2. Click Label Options.
  3. Select the Output to Text File check box.
  4. Print the labels.

Or

  1. Edit records with content required to produce the labels you want.
  2. Save the records to print labels later.

Take update or produce and update actions

  • Produce and update actions require a minimum authorization level of Full.
  • Add holdings. Update holdings to add your OCLC institution symbol to a WorldCat record to indicate that your library holds the item.
  • Add new records. Produce and update actions on workforms also add records you create to WorldCat (the system assigns an OCLC number). See Create records and add to WorldCat and Set actions on records for batch processing.

Update or delete holdings

To update holdings for a record:

  1. While logged on, display an existing record.
  2. Click Action > Holdings > Update Holdings, click the Update Holdings button (Update Holdings button), or press <F8>.

To delete holdings from a record:

  1. While logged on, display an existing record.
  2. Click Action > Holdings > Delete Holdings, click the Delete Holdings button (Delete Holdings button), or press <Shift><F8>.

Produce and update holdings

  1. While logged on, perform one of the following actions:
    1. Display an existing record.
    2. Select records in a list.
  2. Click Action > Holdings > Produce and Update Holdings, click the Update Holdings button (Update Holdings button), or press <Shift><F7>.

These commands trigger other OCLC services to produce accession lists depending on specifications in your OCLC cataloging profile.

Produce and Update Holdings can be used to:

  • Add the record to OCLC MARC Record Subscription file or tape.
  • Generate an item on the list from OCLC Accessions List service.

Display holdings for a record

  1. Display a record and click View > Holdings.
  2. Select one of the following:
    • Default
    • All
    • Regional
    • State
  3. (Optional)
    1. To display the institution name for a symbol, move the mouse pointer over the symbol in the holdings list.
    2. To print the displayed list of holdings, click Print.

Launch local holdings maintenance in the Connexion browser

  • Creating and maintaining local holdings records (LHRs) requires a minimum authorization of Full.
  • To check whether a bibliographic record has LHRs attached, see the holdings statement at the top of the record.
    • Example: Held by OCL/Local OCL holdings - 12 other holdings
  • You can open local holdings maintenance, which is in the Connexion browser interface, from within the Connexion client.

To open a Connexion browser session for maintaining LHRs:

  1. Display a WorldCat record or a record from the online or local save file.
  2. Logged on or offline, click Tools > Launch Local Holdings Maintenance or press <Alt><T><L>. The client opens Connexion in the browser interface, and automatically logs you on. After logon, the LHR or list of LHRs displays in the browser screen.
  3. Modify the LHR(s).
  4. When finished, close the browser window to log off automatically.

Create records and add them to WorldCat

 Note about record limits:

  • There are no limits on the number of variable fields or total record length.
  • The theoretical limit on the number of characters is: Up to 99,999.

Overview

  • No minimum authorization is required to create records.
  • Adding new records requires a minimum authorization level of Full.
  • Always search WorldCat for your item and search again before adding your record to WorldCat to prevent duplicate records.
  • Define a classification scheme, holding library code, and institution symbol in Tools > Options > General, Offline Cataloging Options.

You can create a record from an existing record or from a workform, or you can import records from your local system.

Derive a new record from an existing record

Retrieve a WorldCat record that closely matches, or is related to, the item you are cataloging. Use it to derive a workform for a new record:

  1. Display a record.
  2. Click Edit > Derive > New Record or press <Ctrl><Alt><C>.
    • Select fields to transfer in Tools > Options > Derive Record.
    • Change the MARC format using the fixed field drop-down list.
  3. Click Yes to transfer or No to suppress transferring fixed field values.
  4. Add data and edit the record as needed to complete the record, and then save it or add it to WorldCat:
    1. Click Action > Holdings.
    2. Select one of the following:

If you are not authorized to add records to WorldCat, you can save, print, or export the new record.

Create a record from a workform (AACR2- or RDA-based template)

Open a workform in a MARC format you select:

  1. Click Cataloging > Create > Single Record.
  2. Click one of the following MARC formats:
    • Books
    • Computer Files
    • Continuing Resources
    • Maps
    • Mixed Materials
    • Scores
    • Sound Recordings
    • Visual Materials
  3. Add data and edit as needed to complete the record.
  4. Save the record or add it to WorldCat (see Derive a new record from an existing record, step 3, for details).

 Note: By default, the workform that opens is based on AACR2. To use RDA-based workforms, set an option in Tools > Options > RDA.

Import records

Create records in your local system and import them into Connexion as workforms.

  1. Click File > Import Records or press <Alt><F><I>.
  2. Enter the full path and file name of your import file, or click Browse to navigate to the file. Files must be MARC-compatible (e.g., files with the extension *.dat).
  3. Select Import to Online Save File (must log on) or Import to Local File (logon not required, but requires cataloging settings in Tools > Options > General / Offline Cataloging Options).
  4. (Optional)
    1. Click Options to apply default constant data or assign a My Status.
    2. Click Record Characteristics to select a record format (default: MARC 21) and a character set (default: MARC-8) for imported records.
  5. Click OK or press <Enter>.
  6. Click Yes to delete your original file or No to keep it. A temporary Import Report displays. Print or copy if needed.

Replace WorldCat records

Replacing WorldCat bibliographic records in WorldCat requires a minimum authorization level of Full.

  1. Log on and retrieve the WorldCat record you want to modify.
  2. (Optional) Click Action > Lock WorldCat Record or press <Alt><F8>.
  3. Add or edit data in the record.
  4. Click one of the following:
    • Action > Replace Record or press <Alt><F10>
    • Action > Replace and Update Holdings or press <Alt><F11>

 Note:

  • The system locks the record automatically before replacing, if not already locked, and then unlocks it when the action is completed.
  • If the record replaced is in the online save file, the system automatically deletes it unless you re-save before you close it.

Batch-process searches and record actions

Enter WorldCat searches and/or mark records for actions in one or more local files to process all at once in a batch.

Enter WorldCat searches for batch processing

  1. Click Batch > Enter Bibliographic Search Keys or press <Alt><B><B>.
  2. In the Query field, enter a full syntax search as you would in the Command Line of the interactive Search WorldCat window.
  3. Click Add or press <Enter>. The search is added to the list.
  4. Repeat steps 2 and 3 to enter more searches.
  5. (Optional) Import searches from a text file (*.txt). To prepare the text file, use a text editor such as Notepad. Enter each search in full syntax on a separate line.

    In the Enter Bibliographic Search Keys window: Click Import and enter the path and file name.
  6. When finished, click Save.
  7. When ready, run batch processing.

Set actions on records for batch processing

  1. Save records you want to batch-process in a local save file. Log off if you are online.
  2. Display a record or select records in the local file list, and then click one of the following actions on the Action menu:
    • Delete Holdings
    • Produce
    • Replace
    • Submit for Review
    • Update Holdings
    • Export*
    Or
    Click File > Print Label(s)* to batch print labels.

    *Required For batch Export and Print Label(s), you must set options in Tools > Options > Batch to prevent immediate export or print.
  3. When ready, run batch processing.

Remove actions from records marked for batch

Remove the Ready Status from records to remove them from batch processing:

  1. Display a marked record or select marked records in a local save file list.
  2. Click Action > Set Status or press <Alt><Shift><S>.
  3. Under Remove ready status for batch, select one or more check boxes for action(s) you want to remove.
  4. Click OK or press <Enter>.

Run batch processing

The Connexion client automatically logs on to run batch processing.

Required: You must set a general default logon authorization in Tools > Options > Authorizations or a file-specific authorization in File > Local File Manager (click Authorization) for automatic batch logon.

To run batch processing:

  1. Click Batch > Process Batch or press <Alt><B><P>.
  2. Select the local file(s) containing searches and actions you want to process. You can select an unlimited number of both bibliographic and authority files to run at the same time.
  3. Under Process, select a check box to select searches, record actions, export, and/or label print for processing.
  4. Select a processing order in the Bibliographic [and or Authorities] Processing Order list. By default, files are processed by Date/Time added [to the save file].
  5. (Optional) Click Search Options to assign a My Status or apply default local constant data to records downloaded from searches.
  6. When ready, click OK or press <Enter>. Batch processing runs immediately.

Quick batch: Set or delete holdings by entering OCLC numbers

Batch-process Update Holdings, Produce and Update Holdings, or Delete Holdings by entering only the OCLC numbers of records. You do not have to retrieve the records first before taking these actions.

  1. Click Batch > Holdings by OCLC Number or press <Alt><B><H>.
  2. Enter OCLC record numbers in the large text box, one number per line.
    Or
    Click Import and enter the path and file name of a text file of OCLC numbers (each on a separate line) or navigate to the file.

    Recommended limit: No more than 2,500 OCLC numbers per batch.
  3. Select a button next to the holdings action you want to process.
  4. When ready, click OK or press <Enter> to batch-process immediately.

Use non-Latin scripts for cataloging

Overview

The client supports the following non-Latin scripts: Arabic, Armenian, Bengali, Chinese, Cyrillic, Devanagari, Ethiopic, Greek, Hebrew, Japanese, Korean, Syriac, Tamil, and Thai.

Input methods

If you use non-Latin scripts and English is the default language on your workstation, you may need to install other languages and input keyboards or Input Method Editors (IMEs) in Windows. Access to languages and input keyboards may differ according to your version of Windows. See Windows Help (Start > Help and Support) for information and instructions.

Alternative: RLIN21 keyboards

See Install RLIN21 Arabic, Cyrillic, Hebrew, or Latin keyboards for instructions for installing RLIN21 keyboards for Arabic, Cyrillic, and Hebrew scripts.

Valid characters

Character sets in MARC 21 Specifications for Record Structure, Character Sets, and Exchange Media Code Tables define the scope of valid characters for Arabic, Chinese, Cyrillic, Greek, Hebrew, Japanese, and Korean.

For Bengali, Devanagari, Tamil, and Thai, the client supports Unicode 4.0 characters in these ranges: U+0980 to U+09FF (Bengali), U+0900 to U+097F (Devanagari), U+0B80 to U+0BFF (Tamil), and U+0E01 to U+0E5B (Thai).

Guidelines

  • Records with non-Latin script data must meet MARC standards.
  • Use non-Latin script data only, or romanized (Latin-script equivalent) data only, or both in records.
  • Follow guidelines in ALA - LC Romanization Tables for romanized data.
  • Use multiple supported non-Latin scripts anywhere in a record, including within a single field.

Client tools for non-Latin scripts in records

Use the following commands as tools to help manage multiscript data:

Command Description
Edit > Linking Fields > Link or Unlink Links or unlinks non-Latin script fields with Latin script fields.

 Note: This command is also on the right-click menu in records.

Edit > MARC-8 Characters > Convert to MARC-8 CJK Converts non-MARC-8 CJK characters to equivalent MARC-8.
Edit > MARC-8 Characters > Verify or Clear Verifies characters separately from record validation or clears highlights from invalid characters. Unavailable for Bengali, Devanagari, Tamil, and Thai. These scripts are verified when you validate records.
Edit > Transliterate > Arabic or Persian Transliterates romanized data in records into Arabic script data.

 Note: These commands are also on the right-click menu.

File > Import Records; click Record Characteristics Select a record standard (default: MARC 21) and character set (default: MARC-8) for imported records.
Tools > CJK E-Dictionary Helps select characters for Chinese, Japanese, and Korean script data.
Tools > Options > Export; click Record Characteristics Select a record standard (default: MARC 21) and character set (default: MARC-8) for imported records.
Tools > Options > International Select or clear options for:
  • Retaining types of data and sorting data in exported records.
  • Including paired fields in workforms automatically.
  • Changing the client interface language (Chinese, simplified, or traditional; English; German; Japanese; Korean; or Spanish).
  • Transliterating romanized data into Arabic script in designated fields of WorldCat records that you retrieve interactively.
View > Align Right Align Arabic or Hebrew script data for record display and print.

 Note: This command is also on the right-click menu.

On right-click menu only—Insert Unicode Control Characters Insert control characters to correctly display left-to-right multiple-digit numbers and punctuation in Arabic, Persian, and Hebrew records.