Use local holdings constant data

Constant data for local holdings records

• Local holdings constant data record. A set of MARC fields that contains data you use frequently when creating or editing local holdings records. Local holdings constant data records are stored in a constant data file shared by users at your library. Your local holdings constant data records are not available to users at other institutions.
  • You have two ways to apply any specific constant data record to an LHR you are editing.  
  • Apply CD By Name. Type the name of the CD record you want to apply.
  • Apply CD From List. Select the CD record to apply from a list of your library's local holdings constant data records.
• Default local holdings constant data. One default local holdings constant data record is associated with each authorization during each session.
  • You can set any of your local holdings constant data records as your default LH constant data.
  • At any time, you can edit your default local holdings constant data or select another LH constant data record to serve as your default LH CD.
  • When you take the Apply Default CD action on an LHR, your default local holdings constant data is applied to the LHR you are editing.
  • You must create and save at least one local holdings constant data record before the option Set as Default Constant Data is available.
  • Shared authorizations. All users of a shared authorization share one default constant data record. If you edit the default CD record associated with a shared authorization, or select a different CD record as the default, the change affects all other users of that authorization.

Local holdings constant data records and default LH constant data

The following table clarifies how your default local holdings CD record differs from all other local holdings CD records.

Local holdings constant data fields applied

• Whole CD record always applied. When you apply LH constant data, all fields present in the CD record are applied to the LHR.
• Apply local holdings CD by name or from list. When you apply constant data to an LHR using the Apply CD From List or the Apply CD By Name action, you can select "on the fly" the appropriate constant data for each LHR.
• Apply default local holdings CD. You cannot select different constant data for each LHR when applying default constant data. You must set the appropriate CD record as your default constant data record before you apply default constant data to an LHR.
• Connexion always applies the entire constant data record to the LHR:
  • Fixed-length fields (Leader, 007, and 008). Values of elements in the fixed-length fields (Leader/007/008) in the CD record replace corresponding elements in the LHR, unless the constant data contains asterisks (*) in place of a value. You can prevent a fixed-length field from being applied by using Delete Text on the Functions list; the empty field remains in the CD record but is not applied to an LHR.
  • Summary field. Text in the Summary field of the LH CD record replaces the contents of the Summary in the LHR. You can prevent the Summary field from being applied by using Delete Text on the Functions list; the empty field remains in the CD record but is not applied to an LHR.
  • Field 852. Subfield $a in the CD record (institution symbol) is not applied; subfields $b and following are applied.
  • Repeatable fields in constant data are added to the LHR. Repeatable fields in constant data do not replace corresponding fields in the record. Edit the resulting record to combine or delete unwanted fields.
  • Nonrepeatable fields. Nonrepeatable fields in constant data replace corresponding fields in the LHR.

Apply default constant data to a local holdings record

1. Retrieve a local holdings record or create a new record and begin editing.
   Edit mode only. You must be in edit mode to apply constant data.
2. On the Edit list, click Apply Default CD or press <Alt><K> and then <C> (or <Alt><J> and then <C>). Connexion applies all content in the default LH constant data.
3. Make any other changes you wish to complete the LHR.
4. Take a final action on the LHR.
   • New record. On the Action list click Add Record or press <Alt><K> and then <N> (or <Alt><J> and then <N>).
   • Existing record (edited). On the Action list, click Replace Record or press <Alt><K> and then <A> (or <Alt><J> and then <A>).

Set local holdings constant data record as default LH constant data

 Note: When you save a new local holdings constant data record, you can select an option to make the new record your default LH constant data.

1. Retrieve a local holdings CD record to use as default constant data.
   On the Cataloging tab, under Search Options, click LH Constant Data.
2. At the Search Local Holdings Constant Data screen,
   • In either text box on the search entry form, type the constant data name or the My Status to retrieve a specific record. Select the correct index from the list to the right of the search entry box.
     Or
   • To retrieve a list of all your local holdings constant data records, in the search form, leave the text boxes empty.
3. Click Search or press <Enter>. The system displays the local holdings constant data record(s) that match the query.
4. Click the Set Default button next to the name of the local holdings constant data record you want to become your default local holdings constant data. The selected default constant data record appears in edit mode.
   
   View local holdings CD record and set as default.
   1. On the results list, click the record number of the record you want.
   2. On the Edit list, click Set as Default Constant Data or press <Alt><K> and then <G> (or <Alt><J> and then <G>).

Edit local holdings constant data record

1. Retrieve a local holdings CD record to edit.
2. Edit while viewing a constant data record
   If not already in edit mode, on the Edit list, click Edit Constant Data or press <Alt><K> and then <L> (or <Alt><J> and then <L>).
   
   Select record to edit from local holdings constant data search results
   Click the hyperlinked entry number next to the name of the constant data record you want to edit. The constant data record appears in an edit view.
3. Modify the constant data record as appropriate.
4. On the Action list, click Save Constant Data Record or press <Alt><K> and then <S> (or <Alt><J> and then <S>). The system asks you to confirm that you want to replace the previous version of the record with the revised version.
   • Click Yes to replace the existing record with the edited record.
   • Click No to cancel the action and resume editing.

Results

• The edited version replaces the previous version of the local holdings CD record.
• You cannot keep the previous version of the record.

Edit default local holdings constant data

1. On the Cataloging tab, under Show, click Default LH CD.
   Or
   Search local holdings constant data and select the default CD record from the results list.
2. Make the necessary changes to your default constant data.
3. On the Action list, click Save Constant Data Record or press <Alt><K> and then <S> (or <Alt><J> and then <S>). The system asks you to confirm that you want to replace the previous version of the record with the revised version.
   • Click Yes to replace the existing record with the edited record.
   • Or click No to cancel the action and resume editing.

Results

• The edited version replaces the previous version of the record and remains set as your default local holdings CD.

Constant data editing limit: One user at a time

• While you are editing a local holdings constant data record retrieved from your library's local holdings constant data file, other library staff cannot edit the same record.
• The record becomes available to other users when you replace the edited record in the local holdings constant data file or when you take the Cancel Changes action.

Logoff warning for unsaved constant data records

• When you click Logoff to end a session, Connexion checks for local holdings constant data records currently in edit mode.
• If you started editing a local holdings constant data record or created a new constant data record, but have not saved the new or modified CD record, the system reminds you to complete editing and save the record before logging off.
• To view the CD record(s), on the message screen click Show Active Records. Or, on the Cataloging tab, under Show, click Active Records or press <Ctrl><Shift><9>. At the Active Records screen under Local Holdings Constant Data, click a constant data name or a new constant data record listed as New.
• To log off and discard unsaved changes to the record(s), on the message screen click Logoff immediately.