This course provides instruction on using Connexion client to perform high volumes of searches and record actions using batch processing efficiency, including saving and managing save files. After completing this course, learners will know how to manage online and local save files effectively and will be able to enter and process batches of search keys and record actions.
This course is intended for learners who already use Connexion client to do individual searches, set/delete holdings, and export records one at a time; but want to use Connexion client’s batch processing features to increase their efficiency in processing large numbers of records. This course will be of particular benefit to library staff members who use acquisitions or copy cataloging for large orders of materials or who process large numbers of holdings deletions. Supervisors who oversee these activities and manage workflows will also find it useful.
Note: This learner guide is designed to accompany the Connexion client 4: Save files and batch processing course.
Save files can be used in Connexion to retain unfinished original or copy cataloging records for additional editing or processing. It can also be used to manage multi-person workflows. Connexion Client has two types of save files: Online and Local.
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.
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.
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Save record to local file (not on default Connexion toolbar) |
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Save record to online file (not on default Connexion toolbar) |
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Search local save file |
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Search online save file |
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Delete saved record |
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Set status (not on default Connexion toolbar) |
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.
You can use the tips below to customize the display of both save file lists and search results lists.
• 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
• Right click anywhere in the list and choose “list settings”
• Click “Reset”, then “OK” to make the changes
• Hover cursor above lines that divide column headings
• When cursor changes to black double-arrow, click and drag to resize
• Click on column heading you want to sort by
Authorizations, offline cataloging options, and batch options will enable efficient batch processing
You will begin with searching, then take actions on batch records, then review reports. Another option is to process holdings by OCLC number.
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.
Local Save File
Action | Keystroke |
---|---|
Save to local file | F4 |
Search local file | F3 |
Delete record from local file | Ctrl + Alt + D |
Online save file
Action | Keystroke |
---|---|
Save to online file | Ctrl + Alt + V |
Search online file | Ctrl + F3 |
Delete record from online file | Ctrl + Alt + D |
Statuses
Action | Keystroke |
---|---|
Set status | Alt + Shift + S |
Record Actions
Action | Keystroke |
---|---|
Update holdings | F8 |
Delete holdings | Shift + F8 |
Export Record | F5 |
Constant Data (discussed further in Connexion client 5 class)
Action | Keystroke |
---|---|
Create new constant data | Ctrl + Shift + N |
Apply default local constant data | Ctrl + Y |
Apply constant data by name | Ctrl + B |
Search local constant data | Ctrol + L |
Navigate within a record
Action | Keystroke |
---|---|
Move between OCLC number and fields (fixed & variable) | F6 |
Move to next cell | Tab |
Move to previous cell | Shift + Tab |
Move to next subfield in variable fields | Ctrl + S |
Edit Text
Action | Keystroke |
---|---|
Delete entire field | Alt + Del |
Copy entire current field | Alt + Insert |
Undo edits in current cell | Ctrl + Z |
Cancel all edits in entire record (Caution!) | Ctrl + Shift + Z |
Spell check | F7 |
Insert/MoveText
Action | Keystroke |
---|---|
Insert field below current field | Enter |
Insert field above current field | Shift + Enter |
Move current field up | Alt + Up Arrow |
Move current field down | Alt + Down Arrow |
insert delimiter icon | Ctrl + D |
Finalize record
Action | Keystroke |
---|---|
Reformat | Ctrl +R |
Validate | Shift + F5 |
1. Which type of save file is required for batch processing?
a. Online save file
b. Local save file
2. Which of the following is true about local save files?
a. You can create multiple local save files.
b. You can change the list settings and sort local save file results.
c. Local save files are required for batch processing.
d, All of the above.
3. Which actions can be performed in batch?
a. Search, edit, update holdings, delete holdings, export
b. Search, derive new records, add fields
c. Search, delete holdings, create new records
4. When should you select the "Bibliographic Record Export" option on the Tools > Options > Batch screen?
a. When you plan to export records individually
b. When you plan to export completed records in a batch