WEBVTT 1 "Crystal Rodriguez" (1985314304) 00:00:00.000 --> 00:00:19.019 Okay, Hello and welcome to today's session. Connexion client five automation and customization. My name is Crystal Rodriguez and I'm a product trainer here at OCLC with our member education team and. 2 "Crystal Rodriguez" (1985314304) 00:00:19.019 --> 00:00:38.460 Connexion 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 cataloging operation. So that's what we're gonna work on today. 3 "Crystal Rodriguez" (1985314304) 00:00:38.460 --> 00:00:58.440 So today's session will begin with reviewing automation tools. Specifically, you will learn how to create and apply constant data records and text strings along with using OCLC supplied macros and recording simple custom macros. 4 "Crystal Rodriguez" (1985314304) 00:00:58.440 --> 00:01:18.440 Next you will learn how to use customization tools such as user tools, the toolbar editor, and keystroke shortcuts. These tools can minimize clicks, decrease errors, and save time for staff. Connexion Client offers several automation tools, so let's briefly. 5 "Crystal Rodriguez" (1985314304) 00:01:18.440 --> 00:01:25.470 To review some important facts about each of them. 6 "Crystal Rodriguez" (1985314304) 00:01:25.470 --> 00:01:45.150 Library staff can create and apply constant data records to add standard content to bibliographic records without having to rekey. Use text strings for entering frequently used brief data anywhere in a record. 7 "Crystal Rodriguez" (1985314304) 00:01:45.150 --> 00:02:05.150 And macros are short programs to automate repetitive multi step actions. You can use OCLC supplied macros and or record and apply custom macros. Now determining what best automation tool to use for your workflows 8 "Crystal Rodriguez" (1985314304) 00:02:05.150 --> 00:02:08.280 depends on several facts factors. 9 "Crystal Rodriguez" (1985314304) 00:02:08.280 --> 00:02:27.900 As we proceed through this class, you'll be able to determine which tool to use for your workflows 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? 10 "Crystal Rodriguez" (1985314304) 00:02:27.900 --> 00:02:43.200 What information will be added to the record? Is it a single field, multiple fields, fixed or variable field data or sub field? Will the data be shared amongst staff? Will you be working with a batch of records? 11 "Crystal Rodriguez" (1985314304) 00:02:43.200 --> 00:03:02.760 And lastly, will you be applying multi step actions or a string of commands? We begin with reviewing some details about constant data records, and then I will demonstrate creating and applying them. 12 "Crystal Rodriguez" (1985314304) 00:03:02.760 --> 00:03:22.760 Use constant data to apply fixed field and or variable field data to a specific record format type. Another use is when you will be applying the data to a displayed biblographic record, workform or multiple saved records. Constant data records can be used to add an original cataloging template. 13 "Crystal Rodriguez" (1985314304) 00:03:22.760 --> 00:03:40.740 With fixed and variable fields. Use constant data records for regularly repeated content. Common uses include adding a single field such as a 949 field with ordered information or adding a group of fields. 14 "Crystal Rodriguez" (1985314304) 00:03:40.740 --> 00:03:58.110 Such as a local note in a 590 field, a local subject heading in a 690 and that order field in the 949. And as we see here, you also can add a descriptive name or my status to identify. 15 "Crystal Rodriguez" (1985314304) 00:03:58.110 --> 00:04:16.680 Your records. And also constant data records, actually I'm sorry, that's next section I got ahead of myself. Just like when creating builder graphic records, there are two options for creating constant data records. 16 "Crystal Rodriguez" (1985314304) 00:04:16.680 --> 00:04:36.680 While working online or offline, you can create them from a blank work form. Additionally, you can derive from a bibliographic record when working online. These constant data records can be saved to the online constant data file or a local constant data file. Regardless of where they're. 17 "Crystal Rodriguez" (1985314304) 00:04:36.680 --> 00:04:45.809 Saved, they can be applied when working online. However, only records that are stored to a local save file can be applied offline. 18 "Crystal Rodriguez" (1985314304) 00:04:45.809 --> 00:05:05.809 Furthermore, constant data records saved online will be available in WorldShare Record Manager, which is important to note in case you have staff that use either or or both of those services. Now, my library has just received a collection of DVD. 19 "Crystal Rodriguez" (1985314304) 00:05:05.809 --> 00:05:10.469 with closed captioning, and we need to add a 546 field. 20 "Crystal Rodriguez" (1985314304) 00:05:10.469 --> 00:05:26.429 Along with a 655 genre form field to each record. Now, as these are visual materials, we're going to create the constant data record using a visual materials work form type. And two of our catalogers will be working with this project. 21 "Crystal Rodriguez" (1985314304) 00:05:26.429 --> 00:05:45.269 So we will create and save the constant data record online. So I'm going to go ahead and go over to Connexion, and I'm gonna log on with my saved authorization number. 22 "Crystal Rodriguez" (1985314304) 00:05:45.269 --> 00:06:02.699 Alright, so to get started with creating this constant data, I'm going to use the cataloging menu, click on create, and then I see the option for constant data. As we discussed in our classes, Connexion offers. 23 "Crystal Rodriguez" (1985314304) 00:06:02.699 --> 00:06:21.599 A short keystroke shortcut for most actions along with a toolbar and you can see that as I hover over here. So you also could use control shift n. Or if you have that toolbar showing, icon showing you can use that. And we'll talk later on on how to set that up. 24 "Crystal Rodriguez" (1985314304) 00:06:21.599 --> 00:06:41.069 So I'm going to go ahead and click on the constant data here. And as I mentioned, I have a DVD, so I'm going to change my work form type to visual materials and click on ok. And we get our work form to be able to create constant data. 25 "Crystal Rodriguez" (1985314304) 00:06:41.069 --> 00:06:56.459 So a couple things to note here. The workform includes filled characters. These indicate elements that are required in a bibliographic record. You would type over these for fields that you intend to use or you'll remove them. 26 "Crystal Rodriguez" (1985314304) 00:06:56.459 --> 00:07:16.169 Now note that removing them will cause a blank once they're applied to a billiographic record. So if they are left in the constant data record, they will be applied to billiographic record as well. And we will review this in a bit with an example and some ways that you can preserve that data. 27 "Crystal Rodriguez" (1985314304) 00:07:16.169 --> 00:07:35.819 So I want to go ahead and create a record here. I'm gonna grab some, something that I have a copy and paste here. So I'm going to go into the 500 field I've got my fill character, so I'm just gonna replace those with I'm putting in a 546 field. 28 "Crystal Rodriguez" (1985314304) 00:07:35.819 --> 00:07:52.319 And both indicators are blank, so I can just tab and that would automatically remove that indicator, and I tab over to my field and then I would type, but I'm just for time's ake I'm just cut pau Sorry pasting in here a closed caption. 29 "Crystal Rodriguez" (1985314304) 00:07:52.319 --> 00:08:10.619 And then I want to add a 655, so again, I can use that filled character area here, and this is gonna be the 1st indicator blank, second indicator is gonna be seven, and I'm gonna grab my text. 30 "Crystal Rodriguez" (1985314304) 00:08:10.619 --> 00:08:26.339 And I'm just pasting that in for today's purposes. And then at the end of the record I'm going to go down and I want to add a field here. So I'm going to click in the last field and just hit enter. You also could use. 31 "Crystal Rodriguez" (1985314304) 00:08:26.339 --> 00:08:42.869 The edit options at the top, but truly the easiest is just that hitting an enter there. And I'm going to put in a 590 with NO indicators, and I want to add a note here. 32 "Crystal Rodriguez" (1985314304) 00:08:42.869 --> 00:09:02.869 That this is donated. So with this constant data record, these are gonna be fields that I can add into multiple records once I've saved this. Now you see that there are still lots of fields that we aren't using. So the quickest and most efficient way to get rid of those. 33 "Crystal Rodriguez" (1985314304) 00:09:02.869 --> 00:09:14.519 And it's also going to organize our fields in the right order, is to use the reformat just like we do when we're working with bibliographic records. So I can either go to. 34 "Crystal Rodriguez" (1985314304) 00:09:14.519 --> 00:09:31.079 The action menu, sorry hold on one s. It's under edit. I forgot for a moment, sorry. So I can go to edit, cut copy paste, and I see, actually here I on the edit I see reformat. 35 "Crystal Rodriguez" (1985314304) 00:09:31.079 --> 00:09:51.079 And I can either use control R or I can use the R Sorry for the misspeak there. So I'm gonna go ahead and click on that and you'll see quickly when I reformat, then connection is gonna remove all of those unused fields. Now I mentioned that multiple. 36 "Crystal Rodriguez" (1985314304) 00:09:51.079 --> 00:09:57.569 Whole staff at my library need to use this constant data record so I want to save it in my online file. 37 "Crystal Rodriguez" (1985314304) 00:09:57.569 --> 00:10:15.029 So to do that, I'm going to go to the action menu, and then I'm going to say save record to online file. Again, I have those other options if you prefer those. And then once I click on that, I am going to be able to give my constant data a name. 38 "Crystal Rodriguez" (1985314304) 00:10:15.029 --> 00:10:30.299 I'm just gonna call it visCC for my example here. And then I can choose whether or not I want to make that my default. If you do assign a default, at that time, then you would determine if you want to apply fixed fields. 39 "Crystal Rodriguez" (1985314304) 00:10:30.299 --> 00:10:48.269 Variable fields or both. So this enables you to apply the constant data with fewer clicks if you are setting that as a default. And then you'll want to keep in mind that you cannot delete your default local constant data once that is assigned. 40 "Crystal Rodriguez" (1985314304) 00:10:48.269 --> 00:11:08.269 So I'm going to choose to make this my default, and then I want to enter a status so that I can identify my constant data records, the ones that I've created a little faster. I usually just use my initials, but you can use an ID or your name, whatever works for your library. 41 "Crystal Rodriguez" (1985314304) 00:11:08.269 --> 00:11:24.209 I'm gonna go ahead and click OK, and this is where I have that option of whether or not I want to apply fixed fields variable or both. For my example, I'm just gonna say variable because I'm not working with the fixed fields here. 42 "Crystal Rodriguez" (1985314304) 00:11:24.209 --> 00:11:39.779 And I click ok. And then it does disappear, and I'll show you in a minute where we get that back. So I'm going to go ahead and open up an OCLC record. 43 "Crystal Rodriguez" (1985314304) 00:11:39.779 --> 00:11:54.959 Alright, and I'm just using the quick search option there with since I have that OCLC record number. And I want to apply my constant data that I just created. 44 "Crystal Rodriguez" (1985314304) 00:11:54.959 --> 00:12:10.529 So to do that, I can go to edit, and I choose constant data, and then you see I have the option for online or local. I'm going to choose online since that's where I saved this, and then I have three options of how to apply. 45 "Crystal Rodriguez" (1985314304) 00:12:10.529 --> 00:12:26.849 If I choose apply default, then, it's going to apply that choice of just the variables. So let's go ahead and do that for this example. I'm just gonna choose apply default, and we see that connection's working. It just takes a moment there. 46 "Crystal Rodriguez" (1985314304) 00:12:26.849 --> 00:12:44.669 And then we can scroll down and just like when we're editing biblioographic records, we see the triangle that indicates that something was added here or edited here, and our data is filled into the correct spot of the bibliographic record. 47 "Crystal Rodriguez" (1985314304) 00:12:47.309 --> 00:13:04.979 So from this point then you could make additional edits and proceed with your workflow as typical, whether that be saving it, exporting it, et cetera. I'm going to go ahead and just close this example. I don't want to save it, so I'm just gonna say close. 48 "Crystal Rodriguez" (1985314304) 00:13:07.679 --> 00:13:27.679 And then I'm gonna jump back over to my PowerPoint here. Now, as I mentioned earlier, we do have to keep in mind that constant data records do not retain empty fields or elements. So if you select to apply fixed fields from constant data, they will. 49 "Crystal Rodriguez" (1985314304) 00:13:27.679 --> 00:13:32.549 Overwrite existing data. So let's learn how to insert blank fields. 50 "Crystal Rodriguez" (1985314304) 00:13:32.549 --> 00:13:49.649 Keep certain fields and then preserve fixed fields as well. For fixed fields, you will need to add asterisks to preserve the fixed field value in the biblographic record. And then you can use a blank. 51 "Crystal Rodriguez" (1985314304) 00:13:49.649 --> 00:14:04.739 Or leave the fill character if you do not want to retain the existing data. Remember that fill characters are prompts for required elements. For variable fields, to insert empty fields. 52 "Crystal Rodriguez" (1985314304) 00:14:04.739 --> 00:14:21.329 Enter one or more placeholder characters or you can enter a delimiter, a space, the pipe character, the word blank in all capital letters, and then another pipe character as seen here on the slide. 53 "Crystal Rodriguez" (1985314304) 00:14:21.329 --> 00:14:41.329 See that right here in this section. And then variable fields can be entered anywhere in the record and a little tip is to use reformat when you're finished to remove those blank fields. Also note that the process of creating constant data records and retaining fields 54 "Crystal Rodriguez" (1985314304) 00:14:41.329 --> 00:14:51.539 is different in WorldShare Record Manager. So please visit our help site for information if you're using Record Manager as well. 55 "Crystal Rodriguez" (1985314304) 00:14:51.539 --> 00:15:08.789 And let's look at an example of some of these elements in place. So here we see an example showing some of the steps that I've just outlined. So we can see that we're keeping a fill character here in the fixed field for ELVL. 56 "Crystal Rodriguez" (1985314304) 00:15:08.789 --> 00:15:23.999 We've using an asterisk under litfick, and that will retain what's in the record itself. We have the blank under country, which means that we'll retain what's in the building graphic record. Actually I'm sorry I think that means. 57 "Crystal Rodriguez" (1985314304) 00:15:23.999 --> 00:15:39.869 Misspoke there. We'll see that in a moment what it does. And then our dates asterisk is gonna transfer over etc. And then we see in the variable fields the use of that pipe characters with the blank. 58 "Crystal Rodriguez" (1985314304) 00:15:39.869 --> 00:15:55.979 How we would enter that in. And on our next screen, we're going to see what that looks like once we've applied those elements. So we see that the filled characters transferred over and. 59 "Crystal Rodriguez" (1985314304) 00:15:55.979 --> 00:16:10.979 We retained the one that was in the record from the litfick, and I had misspoken with the country because that was blank. It's going to be blank in the record as well once we apply. And we re Our date is retained because we used asterisks. 60 "Crystal Rodriguez" (1985314304) 00:16:10.979 --> 00:16:26.549 And here we see those pipe characters with the blanks, how that just put a blank, sorry it's that link there, just left the subfield C with a blank entry field here, and then we can see the same down in the subfield G. 61 "Crystal Rodriguez" (1985314304) 00:16:26.549 --> 00:16:44.189 And, our 500 was brought over as well. So in a few moments we'll see that in action within Connexion. So my cataloger wants to create a constant data record as a template. 62 "Crystal Rodriguez" (1985314304) 00:16:44.189 --> 00:17:01.769 For a collection of titles that all indicate that they were selected for a celebrity book club. They will need to use this when working online and offline, so we will save it to our local constant data file this time. So let me go over to Connexion. 63 "Crystal Rodriguez" (1985314304) 00:17:01.769 --> 00:17:18.359 Again for you alright So again I'm going to open up. 64 "Crystal Rodriguez" (1985314304) 00:17:18.359 --> 00:17:34.379 The ability to create a constant data record, and this time I will use the control shift N keystroke option, and see here we get our create a new constant data record. This time I'm gonna choose books. 65 "Crystal Rodriguez" (1985314304) 00:17:34.379 --> 00:17:54.379 And I'm going to click ok. And let's walk through those ways of preserving as we just witnessed earlier on our PowerPoint. So for the ELVL fixed field, we're gonna leave the fill character there, which is gonna transfer that fill character into the bibliographic record. 66 "Crystal Rodriguez" (1985314304) 00:17:54.379 --> 00:18:11.669 And then we're going to enter ENG for English under language because we want to transfer that as well. For the country, we're gonna remove those fill characters and leave that blank, which will be blank in our biligraphic record. 67 "Crystal Rodriguez" (1985314304) 00:18:11.669 --> 00:18:31.169 And then for litfic, we're gonna go ahead and change this to an asterisk. However, I will say for my example, we could make it one since we know that for the book club that we're creating this class of data for, the majority of those books are going to be fiction, so we could just leave it one. 68 "Crystal Rodriguez" (1985314304) 00:18:31.169 --> 00:18:47.309 But putting the asterisk in is just gonna retain what's in the record. And then we're gonna use the DECS here, we're gonna just enter in the I, which will transfer over. And then under DTST, I'm going to just do S for single. 69 "Crystal Rodriguez" (1985314304) 00:18:47.309 --> 00:19:07.309 And then we want to preserve the date that's in the bibliographic record, so I'm going to use asterisks in the 1st date section there, and just remember that if you don't put those asterisks there and you leave that fill character, that would overwrite the date. 70 "Crystal Rodriguez" (1985314304) 00:19:07.309 --> 00:19:11.399 That's present in the bibliographic records, so that's why that's important to include there. 71 "Crystal Rodriguez" (1985314304) 00:19:11.399 --> 00:19:27.989 And then I'm going to enter in some variable field data. So I'm going to enter a 264, so I'm gonna go to the 260 fields hit enter to add a field. And then I'm gonna type in my 264. 72 "Crystal Rodriguez" (1985314304) 00:19:27.989 --> 00:19:43.079 And my 1st indicator is blank, my second indicator is gonna be four. And here I'm just gonna type in the blank placeholder there to give me the sub field C. 73 "Crystal Rodriguez" (1985314304) 00:19:43.079 --> 00:19:59.069 With that placeholder, and then let me grab some more text here. So I'm going to add a 500 note, and again I can use the fill character field here. 74 "Crystal Rodriguez" (1985314304) 00:19:59.069 --> 00:20:14.759 And I'm just gonna paste in my note, and then we want to add in a 949 field, and I'm just gonna do that right underneath of this 500. Just hitting enter to add another field, make that 949. 75 "Crystal Rodriguez" (1985314304) 00:20:14.759 --> 00:20:30.089 Tabbing over for our blank indicators, and I just am gonna paste this in. You of course would type that in or well, I guess you could copy and paste if you had it. And then we're going to reformat because we don't want to, we don't need to add anything else. 76 "Crystal Rodriguez" (1985314304) 00:20:30.089 --> 00:20:50.089 And then this time I'll use my reformat toolbar button here, and you see that Connexion blinks a minute and now we just see those changes that we made. And this time I'm going to save it to my local file because as I mentioned, we want to be able to use this both online and offline 77 "Crystal Rodriguez" (1985314304) 00:20:50.089 --> 00:21:09.689 So when I say action, this time I'm going to say save record to local file or use the shortcut or button. And again, I can name the constant data. So I'm just gonna name it books typical. 78 "Crystal Rodriguez" (1985314304) 00:21:09.689 --> 00:21:28.649 And then this time I don't want to make this my default constant data because I actually already have a default constant data, and then I'm going to enter in my status and just either click enter or ok. 79 "Crystal Rodriguez" (1985314304) 00:21:28.649 --> 00:21:44.849 Now at this point, my librarian realizes that they don't want to have to set the default my status for constant data each time that they create the constant data, so we can actually add that in our settings. So for that, we're gonna go to tools. 80 "Crystal Rodriguez" (1985314304) 00:21:44.849 --> 00:22:01.019 Options, and then we click on my status. And we already have our my status from our biblographic records. So for this, we're just gonna click in biblographic constant data, and we can add a Mystatus there. 81 "Crystal Rodriguez" (1985314304) 00:22:01.019 --> 00:22:18.599 And click apply and close. So now any time that we would create constant data records, that my status is going to be applied automatically. And we'll see that shortly. So I'm going to just close this constant data record now that I've saved it. 82 "Crystal Rodriguez" (1985314304) 00:22:18.599 --> 00:22:36.209 And I'm going to open up a biblographic record, alright, we have our record here. 83 "Crystal Rodriguez" (1985314304) 00:22:36.209 --> 00:22:52.739 And I want to apply that local constant data. Now I'm doing this right now online cause I'm still logged on. So again, we're gonna go to edit constant data, and this time I'm going to choose local. 84 "Crystal Rodriguez" (1985314304) 00:22:52.739 --> 00:23:12.739 And I'm going to choose this time to apply by name because this isn't my default. And when I apply by name, well, my name is already there, but if it weren't, I would type in the name of that constant data that I just created, and this is when I can choose whether I want to apply just. 85 "Crystal Rodriguez" (1985314304) 00:23:12.739 --> 00:23:15.149 Fixed fields variable or both. 86 "Crystal Rodriguez" (1985314304) 00:23:15.149 --> 00:23:33.479 So, because this isn't my default I'm being asked that each time that I apply this. So I'm going to say both, and we're waiting for Connexion to do its job here, and then we can review and we see those fill characters. 87 "Crystal Rodriguez" (1985314304) 00:23:33.479 --> 00:23:53.479 And we see how the blank that was in country is now blank in our record, so we would have to edit that and the litfic of one was retained, and so on in our fixed fields, and then when we scroll into our variable fields, again, we see the subfield C with the. 88 "Crystal Rodriguez" (1985314304) 00:23:53.479 --> 00:23:56.789 Blank that would allow us to fill in the data there. 89 "Crystal Rodriguez" (1985314304) 00:23:56.789 --> 00:24:16.559 We see our 500 note that we added, and if we go down a little further, here's our 0949 field with that sub field G blank for us to be able to fill that in. So of course we would need to fill that in after we've applied that before we would proceed with the record. 90 "Crystal Rodriguez" (1985314304) 00:24:16.559 --> 00:24:34.469 So, for today's purposes, I'm going to save this record to my online file for completion later. So to do that, I'm going to click on action and choose save record to online file. Now because this is my bibliographic record that I've applied, it's going to save. 91 "Crystal Rodriguez" (1985314304) 00:24:34.469 --> 00:24:53.369 That biblographic record with the constant data applied. So I'm gonna click on that and as you may recall from previous classes, connection assigns the 1st available bibliographic saved file number there. So I would note that this is saved under 198. 92 "Crystal Rodriguez" (1985314304) 00:24:53.369 --> 00:25:13.109 Okay, as previously mentioned, you may find that deriving a constant data record from an existing video graphic or constant data record will minimize the time it takes to help avoid errors. 93 "Crystal Rodriguez" (1985314304) 00:25:13.109 --> 00:25:30.029 So the derive command enables you to transfer data from an existing constant data record or from a bibliographic record to create a new constant data record. So you can use this option when you need to transfer several fields from a bibliographic record. 94 "Crystal Rodriguez" (1985314304) 00:25:30.029 --> 00:25:49.589 Into your constant data or maybe you have an existing constant data record that contains information that you need to transfer to a new constant data record. So of course you want to remember that it is important to edit carefully before you save that constant data since we would be transferring information over. 95 "Crystal Rodriguez" (1985314304) 00:25:49.589 --> 00:26:09.589 So just like when we're creating biblographic records, you will want to begin with reviewing your derived record settings. It is important to note that these settings will apply to both your biblographic records and constant data records. So the steps are the same as what we reviewed in our editing class, but we're gonna go ahead and go over that. 96 "Crystal Rodriguez" (1985314304) 00:26:09.589 --> 00:26:29.249 So this is optional, so if we go to tools, and then we choose options, we go to derived record, and this is where you can choose which fields from the existing record you want transferred to your new bibliographic or constant data record. 97 "Crystal Rodriguez" (1985314304) 00:26:29.249 --> 00:26:47.069 So we see the default is to have the 1XX through 8XX, but you can make changes. I'm actually going to remove the 1XX field for my example, and then I'm going to click apply and click close. 98 "Crystal Rodriguez" (1985314304) 00:26:47.069 --> 00:27:02.459 And then to start, I'm going to go grab my OCLC record, so I have a record here for this Anne Rights book. 99 "Crystal Rodriguez" (1985314304) 00:27:02.459 --> 00:27:18.989 And I want to derive a new constant data record from this because I am going to want to retain several fields from this bibliographic record in my constant data. So I'm going to go ahead and go to edit. 100 "Crystal Rodriguez" (1985314304) 00:27:18.989 --> 00:27:38.989 Constant data, sorry, edit derive, and now we see the new constant data, or we have those options there. And at this point now I'm asked if I want to transfer fixed field values from my biddly. 101 "Crystal Rodriguez" (1985314304) 00:27:38.989 --> 00:27:50.519 Traffic record to the my the constant data that I'm deriving. I'm going to say NO for my example because I don't, I know I just want the variable fields. 102 "Crystal Rodriguez" (1985314304) 00:27:50.519 --> 00:28:10.519 And then you'll note that the 1XX did not transfer over because of the setting that I put in place, but we do have all of the other fields that transferred. I want to retain the 600 fields with 2nd indicator of zero and I want to retain the series fields. 103 "Crystal Rodriguez" (1985314304) 00:28:10.519 --> 00:28:30.919 And so what I'm going to do is the rest of the records that the fields I don't want to retain, I can either click in that field and do right click and say delete field. I can use shortcuts of alt delete, which is what I'm going to do for the majority of these. 104 "Crystal Rodriguez" (1985314304) 00:28:30.919 --> 00:28:47.609 So if I just choose the keys of alt delete while I'm on that field, you can see that those are deleting for me. I also could go to the edit menu, cut copy paste, and choose delete field. Or I can use my. 105 "Crystal Rodriguez" (1985314304) 00:28:47.609 --> 00:29:03.359 Toolbar if I have that enabled. So I'm just gonna go through real quick and remove these fields that I don't want. I want to keep the 490. I want to keep the 1st two 6xx fields. I don't want these 6XX with the. 106 "Crystal Rodriguez" (1985314304) 00:29:03.359 --> 00:29:19.409 Different second indicators. So I'm just gonna delete those and then I'm just going to keep that 830 field. So these are the fields that I'm going to want to transfer into other bibliographic records. 107 "Crystal Rodriguez" (1985314304) 00:29:19.409 --> 00:29:36.779 So deriving my constant data here. So I'm going to go ahead and save this, so I'm going to say action, and then I'm going to save this to my online file because I want my colleagues to be able to access it as well. And note that because we added that my status. 108 "Crystal Rodriguez" (1985314304) 00:29:36.779 --> 00:29:55.529 It's already showing up on this screen for me. So I'm just going to name this ricefic. I'm not gonna make it my default and then I'm just gonna click ok. I'm gonna close this. 109 "Crystal Rodriguez" (1985314304) 00:29:55.529 --> 00:30:13.379 Now for this example, I'm going to apply the constant data to a blank biblographic record, and this time I'm going to apply it from list. So 1st I've got to get that blank biblographic record. I'm going to go to cataloging, create single record. 110 "Crystal Rodriguez" (1985314304) 00:30:13.379 --> 00:30:30.509 And I'm going to choose books, and again you have those other options if you prefer those. And now in this blank work form I'm going to apply that constant data. So I'm going to go edit. 111 "Crystal Rodriguez" (1985314304) 00:30:30.509 --> 00:30:48.629 Constant data, and I saved that ricefic to my online, and I'm going to click apply from list this time. And I can either search by my status or I can search a specific name, but what I really want to do because I'm. 112 "Crystal Rodriguez" (1985314304) 00:30:48.629 --> 00:31:06.719 Applying by list is just leave this blank to get the full list and click ok. And here we see the full list of constant data that are created by my institution. So I want to apply the ricefic. 113 "Crystal Rodriguez" (1985314304) 00:31:06.719 --> 00:31:26.719 So I'm going to go ahead and select that, and here's where you see at the top, I have the option of applying fixed variable or both. I'm going to go ahead and just apply the variable, and then I click apply selected. And now we're taken back to our blank work format and we see that those fi. 114 "Crystal Rodriguez" (1985314304) 00:31:26.719 --> 00:31:33.419 Fields were applied into that workform. 115 "Crystal Rodriguez" (1985314304) 00:31:33.419 --> 00:31:48.929 And I'm going to go ahead and just close this because this was just for demonstration purposes, but you would go ahead and continue to edit or save to go back to it. And I'm just gonna say close. 116 "Crystal Rodriguez" (1985314304) 00:31:53.489 --> 00:32:13.489 All right. Now, as previously mentioned, constant data records saved to your local constant data file can be applied to records that you've saved to a local save file for offline processing. And you can apply constant data one record at a time or to multiple records at a time. 117 "Crystal Rodriguez" (1985314304) 00:32:13.489 --> 00:32:15.479 Time when you're working offline. 118 "Crystal Rodriguez" (1985314304) 00:32:15.479 --> 00:32:34.709 So I have several records that I've already saved to my local files, so let's demonstrate adding constant data to those offline. So of course I need to log off 1st, and I want to search my bibliographic save file. 119 "Crystal Rodriguez" (1985314304) 00:32:34.709 --> 00:32:50.489 So I'm going to go to cataloging search and choose local save file, and I've selected my local file here, at the top under local file. If you have more than one, you can se use that dropdown down to select the correct one. 120 "Crystal Rodriguez" (1985314304) 00:32:50.489 --> 00:33:10.489 I want to see the full list, so I'm just gonna leave the search for blank and click on ok. And here I have several records that I've saved to my local file. So just like when we're working with the graphic records to apply to one record, you can either highlight that one record. 121 "Crystal Rodriguez" (1985314304) 00:33:10.489 --> 00:33:13.199 Title here or you can double click to open it. 122 "Crystal Rodriguez" (1985314304) 00:33:13.199 --> 00:33:33.199 So let's do that with our 1st record. So I'm just gonna highlight it here. I'm gonna double click it so you can see the actions taking place a little more easily here. So I'm going to click on edit, constant data, and I'm choosing local because these have to be from my local file. And then I just want to apply. 123 "Crystal Rodriguez" (1985314304) 00:33:33.199 --> 00:33:38.099 By the default. 124 "Crystal Rodriguez" (1985314304) 00:33:38.099 --> 00:33:54.029 And we'll scroll down and see. So my default is just a note of title from cover, but also you'll note that my default actually removed, applied the fixed fields as well. So if I didn't want that I would have needed to adjust my default. 125 "Crystal Rodriguez" (1985314304) 00:33:54.029 --> 00:34:09.959 So I'm just going to close out of this. I don't want to save it right now. And then, as I said, just like when we're working with bibliographic records, to apply constant data to multiple records, you would click one record and use shift. 126 "Crystal Rodriguez" (1985314304) 00:34:09.959 --> 00:34:26.459 And the clicking to apply to records that are subsequent, and once you've had those here on the list, then you can go ahead and go to edit constant data, local, and choose how you want to apply those. 127 "Crystal Rodriguez" (1985314304) 00:34:26.459 --> 00:34:43.829 And then if they are not subsequent, then you're going to use the control and click and same action of taking edit, constant data, local, and make your selection. Now unfortunately, when you're doing this. 128 "Crystal Rodriguez" (1985314304) 00:34:43.829 --> 00:35:01.829 Connexion doesn't indicate that you've applied that constant data, so you will want to you You might have to open it up just to see that it was applied and make your additional edits. And then another note here, which you may have noticed when we looked at the list of our constant data records. 129 "Crystal Rodriguez" (1985314304) 00:35:01.829 --> 00:35:21.179 The online default constant data record is associated with each connection authorization, so if multiple staff are using the same authorization, you will share one default constant data. The local default constant data records are added to a local file by your workstation. 130 "Crystal Rodriguez" (1985314304) 00:35:21.179 --> 00:35:37.769 So you can create multiple local files if you need to accommodate a situation where more than one person is using a workstation, and you can find additional information on that on the help site. And I apologize, I meant to add the learner guide for this class. 131 "Crystal Rodriguez" (1985314304) 00:35:37.769 --> 00:35:54.119 Earlier in our chat and I forgot to do that. So I'm going to go grab it real quick cause I do actually have it up here and let me go back to the PowerPoint. All right, I'm adding that into the chat now. I. 132 "Crystal Rodriguez" (1985314304) 00:35:54.119 --> 00:36:13.049 Typically would have done that right away and I missed that step. But as you're familiar with our other classes, the learner guide is just going to have some accompanying information and references for you, to refer back to regarding this class. 133 "Crystal Rodriguez" (1985314304) 00:36:13.049 --> 00:36:28.739 Okay, now to see a list of your existing constant data and to determine what your current default is, we're going to go to the cataloging menu, and we can choose search. 134 "Crystal Rodriguez" (1985314304) 00:36:28.739 --> 00:36:48.739 And we see here the option for either online constant data or local constant data. So I'm going to look at the online constant data. Now it's, because I had been logged off and I'm trying to process online, I have to sign in. And again, this is where I can either leave the box empty. 135 "Crystal Rodriguez" (1985314304) 00:36:48.739 --> 00:36:55.739 Or I can search by status, I can use the dropdown to search by name. I'm going to go ahead and just leave it empty. 136 "Crystal Rodriguez" (1985314304) 00:36:55.739 --> 00:37:15.739 And this, we saw this a few moments ago, but what I didn't point out was if you look at the top area here, we can see the default record currently is the visCC that I created. So if you want to change this default. 137 "Crystal Rodriguez" (1985314304) 00:37:15.739 --> 00:37:33.419 What you're gonna need to do is click on that record to open it, excuse me, and then you're going to go to edit constant data online in this case, and then we now see the option to set as default. 138 "Crystal Rodriguez" (1985314304) 00:37:33.419 --> 00:37:50.879 And once we're setting that default, then that's when we get the choice of whether we want to apply fixed variable or both. I'm gonna go ahead and say ok here and then X out. And then I didn't realize that I was still using that same one to change. So actually let me go over to the ricefic. 139 "Crystal Rodriguez" (1985314304) 00:37:50.879 --> 00:38:08.789 So you can actually see, edit constant data online set as default. I'm going to this time just choose variable, ok. And now when we go back to the list, we see the default record name has changed. 140 "Crystal Rodriguez" (1985314304) 00:38:08.789 --> 00:38:27.720 Now, if you need to delete constant data's records that you're no longer using, but remember you can't delete the default in the local constant data. But nonetheless, to delete any other constant data, what you're going to do is begin by displaying the list of the constant data here. 141 "Crystal Rodriguez" (1985314304) 00:38:27.720 --> 00:38:46.380 And then, again, you can either search by all of them or let me go ahead and demonstrate searching with just my status. So I'm gonna go to the online save file. Nope, sorry I clicked the wrong thing. I want to go to online constant data. 142 "Crystal Rodriguez" (1985314304) 00:38:47.730 --> 00:39:07.730 And I'm going to enter in my initials there and leave that as my status, click ok, and now I'm only seeing those two. So I'm going to click on the visit CC and I want to delete that, so I just go to action and delete record. Just like when we're deleting from our local file. 143 "Crystal Rodriguez" (1985314304) 00:39:07.730 --> 00:39:15.990 Files as well or our safe online safe files. And I get a notice asking if I want to do that and I say yes. 144 "Crystal Rodriguez" (1985314304) 00:39:15.990 --> 00:39:35.100 And then that disappeared for me, so it's no longer showing there. Alright, before I move on, I just want to check to see if there's any questions that have come through. Not seeing anything at this time. All right. 145 "Crystal Rodriguez" (1985314304) 00:39:35.100 --> 00:39:51.570 So let me jump back over here. Now, another automation tool is text strings. Use text strings to supplement constant data for entering frequently used. 146 "Crystal Rodriguez" (1985314304) 00:39:51.570 --> 00:40:06.870 Brief data anywhere in records. They can be used for inserting common elements like sub field text, a location or local notes. You can use text strings for adding to variable fields or parts of fields. 147 "Crystal Rodriguez" (1985314304) 00:40:06.870 --> 00:40:23.040 You can include tags, indicators, delimiters, sub field codes, diacritics, and special characters, and text strings can also consist of single or multiple lines and fields. You'll need to remember. 148 "Crystal Rodriguez" (1985314304) 00:40:23.040 --> 00:40:39.300 That they are applied at the cursor position and there is NO character limit and they are stored locally or offline. So let's look at creating a text string in connection. 149 "Crystal Rodriguez" (1985314304) 00:40:43.920 --> 00:40:59.790 So we have a couple of options for opening up the managed text strings. If you have text strings showing on your toolbar at this time, you would see this option, for the text strings box, and you can click on that and you would open the box. 150 "Crystal Rodriguez" (1985314304) 00:40:59.790 --> 00:41:19.790 If you have or you can use the dropdown and click manage to open that box as well. And then we also can go to tools, text strings, and that's going to open the box where we're gonna enter these in. And we're gonna click add to. 151 "Crystal Rodriguez" (1985314304) 00:41:19.790 --> 00:41:22.110 To begin the process. 152 "Crystal Rodriguez" (1985314304) 00:41:22.110 --> 00:41:42.110 I'm going to call this play away, and I'm going to grab some copied text here. Now in the text spec box, you're going to enter the text string and it is important to enter the text string exactly as you want it applied. 153 "Crystal Rodriguez" (1985314304) 00:41:42.110 --> 00:41:56.040 So, e.g., if you plan to add a tag, be sure to include spaces for indicators or indicator values before you enter the text as I've done here. 154 "Crystal Rodriguez" (1985314304) 00:41:56.040 --> 00:42:15.120 And then now that I've entered the text, I'm going to go ahead and click ok. And I'm going to just close this. 1st we see the play away description showing there. I'm gonna close this for a moment. Now, if I need to edit that text string now that I've created it. 155 "Crystal Rodriguez" (1985314304) 00:42:15.120 --> 00:42:34.380 I can open the same way either tools text strings or now when I'm using the toolbar option, if I use the dropdown, I see play away, so I can click on that and it's going to automatically should supposed to automatically open that box for me. I think it maybe on my other screen here. 156 "Crystal Rodriguez" (1985314304) 00:42:34.380 --> 00:42:51.930 Bear with me a moment. There it is. It's kind of it was hidden on my other screen. Now to modify this, I want to double click to open it or you can just keep it highlighted and click modify. 157 "Crystal Rodriguez" (1985314304) 00:42:51.930 --> 00:43:11.930 And then that opens up that add modify text string box, and I'm going to add a couple more pieces of data here to this text string. As I mentioned, you can add multiple fields, so that's what I'm doing. I want to point out again about the spacing. So if we look at this last field that. 158 "Crystal Rodriguez" (1985314304) 00:43:11.930 --> 00:43:30.240 I've added the 655, I've got a space for the 1st indicator because that's blank and then the seven, but then there's no space before the text because I want that text to begin as soon as the system tabs over to that field. 159 "Crystal Rodriguez" (1985314304) 00:43:33.570 --> 00:43:53.570 All right. And then I can click ok and now that is saved. Now I'm not gonna do this, but just to demonstrate if you were now needing to delete, you would just highlight your text string and click on delete. And I'll talk later about how to apply a text string to a user tool to make it even faster for you. 160 "Crystal Rodriguez" (1985314304) 00:43:53.570 --> 00:44:11.760 Alright, but let's go ahead and apply as we have it now. I'm going to open up a biblographic record. I have a record here for a wrinkle in time. 161 "Crystal Rodriguez" (1985314304) 00:44:11.760 --> 00:44:28.860 So I With using text strings, remember you need to position your cursor in the location where you want that text string to begin. So I am going to create an additional field under the five hundreds. 162 "Crystal Rodriguez" (1985314304) 00:44:28.860 --> 00:44:45.300 And I want my text string to begin right here at the beginning of the field. So I'm leaving my cursor there, and then I can either use tools text strings to open that box or I should be able to use the dropdown and click playaway. 163 "Crystal Rodriguez" (1985314304) 00:44:45.300 --> 00:45:05.300 And you see that Connexion plus is real quick and all three of those fields are added underneath of each other there. And it added it, started that right where my cursor was. And then again, you can use reformat to redisplay the. 164 "Crystal Rodriguez" (1985314304) 00:45:05.300 --> 00:45:08.070 Record and remove any spaces or. 165 "Crystal Rodriguez" (1985314304) 00:45:08.070 --> 00:45:28.070 Reorder as needed. So let's go ahead and use the reformat button there. And we see that the 06:55 was moved into the correct location with that process. Now I'm just going to go ahead and close this demonstration record, but you could save it or proceed as you need to. 166 "Crystal Rodriguez" (1985314304) 00:45:28.070 --> 00:45:30.780 Okay. 167 "Crystal Rodriguez" (1985314304) 00:45:30.780 --> 00:45:49.050 Now you can also use text strings for commonly used field data or text that will be applied throughout the record. So e.g., my library often needs to add sub fields to subject headings, so creating a text string will allow us to add these in fewer clicks. 168 "Crystal Rodriguez" (1985314304) 00:45:49.050 --> 00:46:05.010 So I'm going to, use the dropdown from the text strings and click on manage to open that box, and I want to click add again to add a new text string here. This one I'm gonna call it Cbus for Columbus. 169 "Crystal Rodriguez" (1985314304) 00:46:05.010 --> 00:46:23.130 And then in my text string, I'm going to enter a sub field Z for Ohio and then another subfield Z oops, I accidentally mistyped there. 170 "Crystal Rodriguez" (1985314304) 00:46:23.130 --> 00:46:43.130 That's why I usually copy and paste there we go. And then I just click ok, alright and then I'm going to close this. 171 "Crystal Rodriguez" (1985314304) 00:46:43.130 --> 00:46:47.280 And just another little, use sometimes is. 172 "Crystal Rodriguez" (1985314304) 00:46:47.280 --> 00:47:04.380 At times you might want to create a text string for text that's going to be added in multiple places in a record, such as using this example of Columbus Ohio, maybe I need to add a text string that is the full text Columbus comma, Ohio that could be included in. 173 "Crystal Rodriguez" (1985314304) 00:47:04.380 --> 00:47:23.250 A 245, 264, subject fields et cetera. So that's gonna get multiple uses out of that one text string. Now let's see this being applied. So I'm going to open it in OCLC number. I keep using this quick toolbar box, so this time I'm going to. 174 "Crystal Rodriguez" (1985314304) 00:47:23.250 --> 00:47:38.520 Go to cataloging search, now choose worldcat. And here we've got our command line search. So I'm going to enter the OCLC number in there just to give you a different view of. 175 "Crystal Rodriguez" (1985314304) 00:47:38.520 --> 00:47:56.730 Those search options, and I click ok, and in this record I want to create a 650 for rural education. I see the 653's, but I want a 650. So I'm going to click in the 546. 176 "Crystal Rodriguez" (1985314304) 00:47:56.730 --> 00:48:13.890 Hit enter to add that field, and I'm going to begin to type out my 650 with my 1st indicator blank tab to my second indicator, entering that in as two, and then I'm going to type rural education, and now I want to apply. 177 "Crystal Rodriguez" (1985314304) 00:48:13.890 --> 00:48:29.190 That, text string that I just created with the geographic subfields. So I want to make sure I have that space there because it's going to apply at the point of my cursor, and then. 178 "Crystal Rodriguez" (1985314304) 00:48:29.190 --> 00:48:46.230 Again, I can use tools text strings or I can just click on text strings to open that box. I could also use, I'm gonna close that for a minute. Just use that dropdown and apply Cbus, but I'm just gonna show you clicking manage to open that up. 179 "Crystal Rodriguez" (1985314304) 00:48:46.230 --> 00:49:06.060 I click here and then I can just click on apply. So I've clicked on the C bus to make sure that's highlighted, click apply, I can close, and I see that the text string was applied right there where my cursor was. 180 "Crystal Rodriguez" (1985314304) 00:49:06.060 --> 00:49:26.060 And then from here you can continue to edit and process the record, but I'm going to go ahead and just close this example. Okay, now we've discussed that constant data. 181 "Crystal Rodriguez" (1985314304) 00:49:26.060 --> 00:49:44.160 And text strings 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? Using a macro can allow you to complete these actions in fewer steps. 182 "Crystal Rodriguez" (1985314304) 00:49:44.160 --> 00:50:03.270 Thus speeding up your cataloging time. OCLC includes some macros with connection client software, some add fi some of those add fields and and or prompt you to input data. And then macros created by others can be added to Connexion client. 183 "Crystal Rodriguez" (1985314304) 00:50:03.270 --> 00:50:22.470 And furthermore, you can create your own macros by either recording your steps or using OCLC macro language language. Macros can be applied when working online or offline, however, some actions performed offline may require a batch update. 184 "Crystal Rodriguez" (1985314304) 00:50:22.470 --> 00:50:41.280 And you can learn about that in the learner guide. And we will cover recording a macro, but please refer to that learner guide for details on macros created by others and or using the OCLC macro language. 185 "Crystal Rodriguez" (1985314304) 00:50:41.280 --> 00:50:59.220 Okay, so let's go back over to Connexion, and our macros, we're gonna find those under tools macros, and we see the option for manage, and that's going to open up a macro box for me. 186 "Crystal Rodriguez" (1985314304) 00:51:01.350 --> 00:51:21.350 And the 1st thing I want to show is that for libraries that are using an 092 locally assigned do we call number field, Connexion client contains a couple of macros that allow you to build a four figure or sanborn cutter. The cutter number is based on the name of the creator or the title. 187 "Crystal Rodriguez" (1985314304) 00:51:21.350 --> 00:51:40.740 Don't. And it contains one or two of the initial letters and an alpha numeric code used for classification. So let's see that it work here. I'm gonna close out of this for a moment and I want to open up a record that I have in my local save file. 188 "Crystal Rodriguez" (1985314304) 00:51:40.740 --> 00:52:00.740 So I'm just going to go ahead and go to cataloging search, local safe file, and I'm just gonna open up the whole file, and then I am going to open this record number five here by double clicking, and you see that I have an 092 field, so I've. 189 "Crystal Rodriguez" (1985314304) 00:52:00.740 --> 00:52:05.490 Transferred the data from the 082 into the 092. Now for this. 190 "Crystal Rodriguez" (1985314304) 00:52:05.490 --> 00:52:25.050 Dewey macro to work I need to have a subfield B So I'm going to add that. And then I want to apply that existing macro. So I want to go to tools macros manage again. 191 "Crystal Rodriguez" (1985314304) 00:52:25.050 --> 00:52:43.260 And I'm going to use the four figure. So I click on four figure under Dewey. If you don't see that then you'll of course you click on the plus to open that up, click on four figure, and then I just click on run. And Connexion blinks for me for a moment there and now we see that the. 192 "Crystal Rodriguez" (1985314304) 00:52:43.260 --> 00:52:58.740 Cutter was added to my 092 field. And then I could proceed. I'm going to go ahead and just close this and I don't want to resave it just for demo purposes. 193 "Crystal Rodriguez" (1985314304) 00:52:58.740 --> 00:53:18.740 Now let's assume that our cataloger is working with similar audiovisual materials and instead of typing out the values for each 007 field, they choose to use the add and edit 007 macro, which requests a response to a prompt and then automatically completes the field. 194 "Crystal Rodriguez" (1985314304) 00:53:18.740 --> 00:53:24.750 So let's look at that. Actually I'm gonna reopen that same record. 195 "Crystal Rodriguez" (1985314304) 00:53:24.750 --> 00:53:40.650 And again, we go to tools, macros, manage, and this time we want to look at the OCLC provided macros. So we're clicking on OCLC, and the 1st one we see is the add and edit 007. 196 "Crystal Rodriguez" (1985314304) 00:53:40.650 --> 00:53:57.510 When I click on that, I want to point out that there is a description. Most, if not all of the OCLC provided macros do have that description that tells you what that macro is going to do. So if you're unsure, you can click on that. 197 "Crystal Rodriguez" (1985314304) 00:53:57.510 --> 00:54:15.900 So I've clicked on the macro and again I'm going to click on run, and I get a box that pops up that asks me to select the category of material, so this is one of those macros that prompts me. So I'm going to go ahead and fill this in. 198 "Crystal Rodriguez" (1985314304) 00:54:15.900 --> 00:54:34.590 And I'm gonna say T for text and then I click ok and then as soon as I get that, I get another prompt, and I'm just gonna say U for unspecified here, click ok and we see a little bit of work happening, and if we scroll up, we see that the 007. 199 "Crystal Rodriguez" (1985314304) 00:54:34.590 --> 00:54:50.070 Was added for us with those prompted fields. And as I showed I'll go back tools, macros, manage, and just click on OCLC and you can see that there are several options of OCLC provided. 200 "Crystal Rodriguez" (1985314304) 00:54:50.070 --> 00:55:10.070 Macros. Okay, let me cancel that. All right. I'm gonna close this out and I don't want to save that. Now my library adds holdings and exports records located in. 201 "Crystal Rodriguez" (1985314304) 00:55:10.070 --> 00:55:26.940 Connexion. I want to perform these steps with less clicks. So I'm going to create a macro by recording a new one and that macro is going to perform both of those steps in one click once I record it. So I'm going to open up an OCLC number. 202 "Crystal Rodriguez" (1985314304) 00:55:26.940 --> 00:55:46.860 I'm gonna go ahead and use cataloging search WorldCat. And again using my command line search here, we're gonna open up the record, and then we use tools, macros, manage. 203 "Crystal Rodriguez" (1985314304) 00:55:46.860 --> 00:56:04.260 And we have yet to create any of our own macros, so the 1st thing we're gonna need to do is to create a new macro book. If you've already done this, you wouldn't need to do this. Or you can do this if you would like to. 204 "Crystal Rodriguez" (1985314304) 00:56:04.260 --> 00:56:24.260 Maybe separate different types of macros. So I'm going to go ahead and click on new book, and I'm going to type in to rename that to just say demo. Alright, and just to note that by creating this new book, it's just also. 205 "Crystal Rodriguez" (1985314304) 00:56:24.260 --> 00:56:35.970 You're going to help me locate my macros and preserve them in case of an upgrade or an or an install down the road, cause it actually saves those into your connection program files. 206 "Crystal Rodriguez" (1985314304) 00:56:35.970 --> 00:56:53.520 And those can be transferred. So now that I've created that book, I now need to go ahead and create a new macro. So I need, because I'm recording, I need to just click on record. 207 "Crystal Rodriguez" (1985314304) 00:56:53.520 --> 00:57:11.670 And I'm going to name the macro. I'm just gonna call this hold export, and it is helpful for you to put a macro description. It's not required, but it is helpful. So I'm just gonna say update holdings and export record so that I know what steps this macro is going to complete. 208 "Crystal Rodriguez" (1985314304) 00:57:11.670 --> 00:57:27.150 And I click ok. Now, I realize this maybe a little hard to see, but up in the right corner, we now see a pause stop button here, and then there's the play button. We don't need that right now. So. 209 "Crystal Rodriguez" (1985314304) 00:57:27.150 --> 00:57:44.640 As soon as we click on record, Connexion is ready for us to start recording our actions. So I am going to go ahead and follow the steps that I want my macro to do. So I am going to update holdings. So for this example, I'm just going to use my update holdings. 210 "Crystal Rodriguez" (1985314304) 00:57:44.640 --> 00:58:04.640 Toolbar box. So I'm gonna click on that and I can look at my status bar to see that it did update the holdings, and I see here held by my library. And then the next thing I want my macro to do is to export. So again, I'm just going to use my export toolbar button. You could use the menus or your shortcuts gonna work the same way. 211 "Crystal Rodriguez" (1985314304) 00:58:04.640 --> 00:58:24.000 And I do get this notice asking if I want to append to my existing rec export file because I do have one. So I'm gonna go ahead and say yes, I want this, anything I export to be appended to that. You may not get that if you don't already have an export file created. 212 "Crystal Rodriguez" (1985314304) 00:58:24.000 --> 00:58:41.340 And then once I've completed those steps, now I just click on the stop recording button here in that right corner of the screen. And if you'll notice that as soon as I do that, that does go away. 213 "Crystal Rodriguez" (1985314304) 00:58:41.340 --> 00:59:00.960 And we can see our macro by going to tools, macros, manage, and once I get it over there, we can click on hold export and we see that it now is added there. And then I'm going to open up a different bibliographic record to run that because we've already added our holdings here, right? 214 "Crystal Rodriguez" (1985314304) 00:59:00.960 --> 00:59:20.960 So, I'm going to go ahead and type in an OCLC number and we've got our biblographic record and we can note right now our holdings are not on this record, and if we look at the status bar, there's the export. 215 "Crystal Rodriguez" (1985314304) 00:59:20.960 --> 00:59:40.350 Has not been completed, update holdings is not completed. So to add that macro, we can or to run it, we're gonna go tools, macros, manage, and we're gonna click on that macro and we just say run. And now we see. 216 "Crystal Rodriguez" (1985314304) 00:59:40.350 --> 00:59:56.160 That our record is held by our library and we can look in our status bar and see that it did in fact show complete for update holdings and complete for export. So in one click, well, in this case a couple clicks to get to the macro. 217 "Crystal Rodriguez" (1985314304) 00:59:56.160 --> 01:00:13.590 But also macros can be added to user tools, and I'm gonna show that shortly, which would let you use these in even less clicks. Alright, I'm gonna jump back over to my PowerPoint real quick. 218 "Crystal Rodriguez" (1985314304) 01:00:13.590 --> 01:00:33.590 And I'm gonna pause for to see if you guys have any questions, but I'm also going to ask you a few questions. Now to do that, I'm going to open up a polling tool here and you should, that should work pretty easily for you if for any reason that doesn't, you can just use the chat to answer those. 219 "Crystal Rodriguez" (1985314304) 01:00:33.590 --> 01:00:50.910 Questions, ok? So I'm not seeing any questions coming through yet, but I'll keep my eyes out. And let's start with my 1st question for you. You should be seeing the poll, so which is true about constant data? 220 "Crystal Rodriguez" (1985314304) 01:00:50.910 --> 01:01:07.440 It can be applied to fixed or 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 go ahead and register your answer there and we'll pause for a moment or two. 221 "Crystal Rodriguez" (1985314304) 01:01:07.440 --> 01:01:26.850 I see the poll seems to be working because I see people clicking on it. Yeah, and as I mentioned, if you prefer, you can use the chat, so. 222 "Crystal Rodriguez" (1985314304) 01:01:26.850 --> 01:01:43.290 Let's wait another moment or two and give everybody a chance. Okay, looks like just about everyone's had a chance to answer. 223 "Crystal Rodriguez" (1985314304) 01:01:43.290 --> 01:01:58.590 So yes, that is D it's going to be all of the above. So constant data can be applied to fixed or variable fields depending on how you have that set. You can apply it to a group of records when you're working offline. 224 "Crystal Rodriguez" (1985314304) 01:01:58.590 --> 01:02:13.890 And it applies to a displayed record or a list of saved records. So all of the above is accurate. All right, next question. Let me get that poll going for you. So true or false? 225 "Crystal Rodriguez" (1985314304) 01:02:13.890 --> 01:02:33.890 Text strings can only be used for variable fields. 226 "Crystal Rodriguez" (1985314304) 01:02:33.890 --> 01:02:51.720 So we'll wait another moment or two here. 227 "Crystal Rodriguez" (1985314304) 01:02:51.720 --> 01:03:08.430 Okay, so that is true. The text strings can only be applied to variable fields. So if you need to apply any type of constant data to fixed fields, you're going to want to use those constant data records. 228 "Crystal Rodriguez" (1985314304) 01:03:08.430 --> 01:03:24.060 Alright, so the last question that I have for you guys, I'm gonna open that up for you. Which option can you, can you use to automate repetitive multi steps actions such as strings of commands? Is that user tools? 229 "Crystal Rodriguez" (1985314304) 01:03:24.060 --> 01:03:44.060 Macros, key maps or toolbar editor. 230 "Crystal Rodriguez" (1985314304) 01:03:44.060 --> 01:04:04.020 Okay. Yep, looks like everybody got that one right? Probably because it's the last thing we talked about. So macros, that's you're going to use macros if you want to automate multi step actions or repetitive strings of actions and commands like that. 231 "Crystal Rodriguez" (1985314304) 01:04:05.310 --> 01:04:25.310 Okay. Thank you for answering those and let's go ahead and shift gears just a little bit to now talk a bit about some customization tools. So in addition to those automation 232 "Crystal Rodriguez" (1985314304) 01:04:25.310 --> 01:04:31.080 tools that we just discussed, Connexion Client also offers a few customization tools. 233 "Crystal Rodriguez" (1985314304) 01:04:31.080 --> 01:04:51.080 These allow you to assign user tools, edit the toolbar, and customize keystrokes. All of these will help you with cataloging by using fewer clicks and allow for more cataloging efficiency. Deciding which to use depends on whether you prefer to use quick access. 234 "Crystal Rodriguez" (1985314304) 01:04:51.080 --> 01:05:01.560 Options, toolbar buttons, keystrokes or a combination of these. I always say that one of my most favorite things about connection is that we have these options. 235 "Crystal Rodriguez" (1985314304) 01:05:01.560 --> 01:05:18.090 Because some people prefer one over the other. So user tools can be assigned for easy access to commands such as macros, menu items, and text strings, and we'll show that shortly. 236 "Crystal Rodriguez" (1985314304) 01:05:18.090 --> 01:05:35.130 And then you can use the toolbar editor to show the tools and menu commands that are best for your workflow, and you can use key maps to view, create, edit, and restore keystroke shortcuts. 237 "Crystal Rodriguez" (1985314304) 01:05:35.130 --> 01:05:55.130 So let's start by looking at user tools in connection, click over to that. Let me close our previous screen here. So with user tools, you are, you can assign that to a character, a macro, a menu item or a. 238 "Crystal Rodriguez" (1985314304) 01:05:55.130 --> 01:05:59.790 Text string for quick access options. 239 "Crystal Rodriguez" (1985314304) 01:05:59.790 --> 01:06:15.450 They are then accessed through the menu bar or you can add a button to the toolbar, and you can have up to ten user tools that can be assigned. So I'm going to demonstrate adding my new macro and text string to a user tool. 240 "Crystal Rodriguez" (1985314304) 01:06:15.450 --> 01:06:30.690 So that I can access those with fewer clicks. So to do that, I'm going to go to user tools. I currently have user tools on my toolbar. So again, just like with the text strings, I can use that option, use that dropdown to click on manage. 241 "Crystal Rodriguez" (1985314304) 01:06:30.690 --> 01:06:48.600 Or I can go to tools, User tools, and click on assign to begin my assigning process. And here's where I choose what type of commands, so is this a character, macro, menu item, et cetera. 242 "Crystal Rodriguez" (1985314304) 01:06:48.600 --> 01:07:08.600 So I'm going to click on macro, and I see that macro that I just created, so I see the demo hold export. That's already highlighted. If it weren't, I would click on that. And notice that you can also add a toolbar, I mean sorry a user tool. 243 "Crystal Rodriguez" (1985314304) 01:07:08.600 --> 01:07:21.030 For those already existing OCLC created macros, so if there's one of those that you use more frequently and you want to just click one button, you can certainly assign so like you could assign a user tool to the four figure. 244 "Crystal Rodriguez" (1985314304) 01:07:21.030 --> 01:07:37.140 If that's something you use frequently. I'm just going to click on that hold export and the 1st step is to select the new user tool. If something were already assigned, I would see it in this current user toolbox, which we'll see in a moment. I'm just going to assign that macro to tool one. 245 "Crystal Rodriguez" (1985314304) 01:07:37.140 --> 01:07:56.160 I can use my dropdown to see my other tools, as I mentioned, we get up to ten. I click on assign tool and now I see that under current user tools, this macro shows as tool one. I then have the option to either unassign that tool if I decide I don't. 246 "Crystal Rodriguez" (1985314304) 01:07:56.160 --> 01:08:12.870 Need that any longer or I can modify my description of that macro if I need to. All right. Now, I want to also assign a user tool to. 247 "Crystal Rodriguez" (1985314304) 01:08:12.870 --> 01:08:29.370 My playway text string that I created. So on this same screen I'm just gonna click text and now I see the two text strings that I've got created. I can click on play away to highlight that, and obviously I'm seeing that tool one is already assigned. 248 "Crystal Rodriguez" (1985314304) 01:08:29.370 --> 01:08:48.030 So I need to use my dropdown to choose a different tool. So I'm gonna choose tool two and click assign tool, and I see that now in the current user tools. And let's go ahead and close this and then we'll show that in use. 249 "Crystal Rodriguez" (1985314304) 01:08:48.030 --> 01:09:08.030 So I'm going to open up an OCLC number, a record here, and hit enter, and from the user tools dropdown, so I can do that here because I have that set. I now see the one and two. 250 "Crystal Rodriguez" (1985314304) 01:09:08.030 --> 01:09:25.080 Or if you don't have that user tools on your toolbar yet, again, you can go to tools, user tools, and then you'll see the two that are here. And in a moment I'm going to show you how to actually add a button to your toolbar for these. But for now, I'm just going to use the dropdown. 251 "Crystal Rodriguez" (1985314304) 01:09:25.080 --> 01:09:40.530 And I'm gonna choose tool one to add that macro of hold and export, and we see that now this record shows as held by my library, and we again can look at the status bar to see that the export took place as well. 252 "Crystal Rodriguez" (1985314304) 01:09:40.530 --> 01:09:56.100 So I'm going to close this record and then let's take a look at the toolbar buttons. So you may have noted that most menu items already have toolbar buttons available. 253 "Crystal Rodriguez" (1985314304) 01:09:56.100 --> 01:10:14.670 However, they may not all display in the default. So you can edit that to meet your specific workflow such as adding these new user tool buttons or your for your macros or your text strings. So, to get to the toolbar editor, we're going to go to tools. 254 "Crystal Rodriguez" (1985314304) 01:10:14.670 --> 01:10:30.930 We choose toolbar editor, and then we get a box that opens with all of our options, and you can see here, e.g., this is the toolbar button for action delete record. Now, you may note up in the toolbar. 255 "Crystal Rodriguez" (1985314304) 01:10:30.930 --> 01:10:47.280 That there's little separators. Actually, I want to show something before we do this. If this toolbar is really small for you, you can enlarge it. Unfortunately, we can't enlarge the menu, but if we go to tools options. 256 "Crystal Rodriguez" (1985314304) 01:10:47.280 --> 01:11:03.660 I believe it's trying to, I just oh here it is, under toolbar. We we currently have standard, but we can make that large. I'm gonna show you what that does cause it it'll make it pretty large. So I click apply, close. 257 "Crystal Rodriguez" (1985314304) 01:11:03.660 --> 01:11:18.660 Oh, and actually, once you do that, you have to close your Connexion for it to demonstrate to show up. So let me just log off real quick. I think you just log off and then when I log on it should show on. If not, I'll close out real quick. Yeah, I have to close it 1st. 258 "Crystal Rodriguez" (1985314304) 01:11:18.660 --> 01:11:35.610 Let me actually close my Connexion and then reopen my Connexion for you and you'll see what those look like in large. There we go. So now you can see those toolbars are pretty large. I personally don't love that because I feel like it takes up a lot of real estate. 259 "Crystal Rodriguez" (1985314304) 01:11:35.610 --> 01:11:55.610 But I can understand where having those a little larger would be useful. So for now, we'll go ahead and leave that large. So going back to tools, toolbar editor, and what I want to just start with here is showing you these separators. So you'll see that there already are field separators in your toolbar. 260 "Crystal Rodriguez" (1985314304) 01:11:55.610 --> 01:12:05.910 So let's say that you want to add a couple those user tools and you want them in their own section. So with the toolbar editor open, you can scroll down or you can just type S. 261 "Crystal Rodriguez" (1985314304) 01:12:05.910 --> 01:12:25.910 And the separator is gonna be the 1st thing that shows up. It's pretty easy to edit this. We're just gonna click on that separator and then drag it up and drop it wherever we want it in our toolbar. So I'm gonna put it maybe next to the reformat here. And now I've got another separator, and then to add those user tools. 262 "Crystal Rodriguez" (1985314304) 01:12:25.910 --> 01:12:42.240 Tools. Again, I can just start to type you in my screen here, actually I'm sorry it's under tools I believe. Yep, starts with tools. So then I scroll down and I can see the different user tool numbers, right? So I've got one through ten. 263 "Crystal Rodriguez" (1985314304) 01:12:42.240 --> 01:12:59.910 So I want to apply one. I'm gonna click on that, drop it next to that separator, and then I'm gonna do the same thing with the two since I just have those two applied. And then maybe I want to add another separator next to that. And so there I've got my toolbar buttons. 264 "Crystal Rodriguez" (1985314304) 01:12:59.910 --> 01:13:16.350 For those tools. So I could just click on those and as soon as I click on the one, e.g., it's going to run my macro. Now, if we want to delete a button, just the reverse process, so we click on. 265 "Crystal Rodriguez" (1985314304) 01:13:16.350 --> 01:13:36.350 The button to drag it down into the box here and note it goes away. And same with that separator. If you grab that separator or drop it down, it's going to go away. To move a button on our toolbar, we do actually have to press and hold the alt key while we drag and. 266 "Crystal Rodriguez" (1985314304) 01:13:36.350 --> 01:13:40.980 Drop to that new location. So let's say that I want to move this one. 267 "Crystal Rodriguez" (1985314304) 01:13:40.980 --> 01:13:57.570 Over to the beginning. So I'm going to use alt, press and hold, and drag it over. And I don't I think I let go too soon. Let's just move it right here. Hey, that should work it did the other day. Maybe that one can't be moved. 268 "Crystal Rodriguez" (1985314304) 01:13:57.570 --> 01:14:16.890 I apologize, I'm not sure why that isn't working. Press and hold alt key. We did that. Oh, you know what? I think we have to close this 1st. Yep, that's what it was. So you want to make sure that you've closed your toolbar editor box before you try to move something over. So I'll just demonstrate that again. I click alt. 269 "Crystal Rodriguez" (1985314304) 01:14:16.890 --> 01:14:35.010 Click on the one and then I can move it over and you can see it being moved. Okay. And then if you want to restore your default toolbar, then again, we're gonna go to tools, toolbar editor. 270 "Crystal Rodriguez" (1985314304) 01:14:35.010 --> 01:14:53.580 And we have a reset button here. So reset would reset everything back to the default I'm just gonna go ahead and close this because I've fixed that later. Okay, so I've mentioned quite a few times that there are also keystroke shortcuts. 271 "Crystal Rodriguez" (1985314304) 01:14:53.580 --> 01:15:13.580 And I know that some people prefer to use those over clicking through the different commands and Connexion does give us that ability and it also gives us the ability to customize those. So you can assign a specific keystroke shortcut again to a character, a macro, a menu item or a text string, which is going to allow you to. 272 "Crystal Rodriguez" (1985314304) 01:15:13.580 --> 01:15:32.670 To use those with fewer clicks. So to see those, we want to go to the tools menu and we see key maps. And here we see, 1st of all, we've clicked on the custom key map file and text is selected. So we see our two keys. 273 "Crystal Rodriguez" (1985314304) 01:15:32.670 --> 01:15:50.640 Our two text strings that we created. And so just like we did with assigning the user tools, we select a item and we make sure it's highlighted. And then here we want to click in press new shortcut key. 274 "Crystal Rodriguez" (1985314304) 01:15:50.640 --> 01:16:08.610 And you're just going to follow the step that you want the shortcut to be. So let's say I want this to be control U And I'm going to click on control u. Now this is important to note, when I do that, I already get a notice telling me that that is a default. 275 "Crystal Rodriguez" (1985314304) 01:16:08.610 --> 01:16:28.610 Keystrokes, so I probably don't want to use that so I might want to change it to something else. Maybe I'll do, see if alt U is available. It is. So we can use alt U and then we click assign. And now we see it under our current current shortcut keys. And again, we can do the same for macros. 276 "Crystal Rodriguez" (1985314304) 01:16:28.610 --> 01:16:45.720 So if we click on macro, we are taken to our macro books, and then we can show these here. And we can click to select the macro and assign a shortcut to it. And then. 277 "Crystal Rodriguez" (1985314304) 01:16:45.720 --> 01:17:01.200 We can also click on reset to reset those and go back to our default. So I wanted to also show here if we click on menu item, then if we. 278 "Crystal Rodriguez" (1985314304) 01:17:01.200 --> 01:17:21.200 Are in the display commands for category, we click menu item. If you click on a menu item, you can see what is already assigned. So if I click on action export, I can see that the F4 is assigned. Now, you may map any of these menu items to different keystrokes instead of the default or in addition to. 279 "Crystal Rodriguez" (1985314304) 01:17:21.200 --> 01:17:41.070 Do it. Just again, keep in mind if it's already applied to something that could cause an issue, but here if I wanted to, I could just click in press new shortcut key and I'll just say control G And then I can assign it, and I see now that there are two different keystrokes assigned to that. 280 "Crystal Rodriguez" (1985314304) 01:17:41.070 --> 01:18:01.070 Now to unassign, I just click in the keystroke that I want to unassign and click unassign. I get a con confirmation, I say yes, and now it's gone. Okay, I'm gonna close that. Now once you have assigned your customized keystrokes, you can review a list of them. 281 "Crystal Rodriguez" (1985314304) 01:18:01.070 --> 01:18:04.830 To verify how they are assigned. So to do that. 282 "Crystal Rodriguez" (1985314304) 01:18:04.830 --> 01:18:24.830 We're going to go to that tools key maps, and we click on list all. I don't see any right now because I didn't apply I removed those ones that I applied, but let's say we had left that control G, we would then see it here under the user defined shortcut keys and you can print that for. 283 "Crystal Rodriguez" (1985314304) 01:18:24.830 --> 01:18:27.630 For your reference if you need to. 284 "Crystal Rodriguez" (1985314304) 01:18:27.630 --> 01:18:46.800 I'm gonna go ahead and click close, and then I want to click ok here. And then the last thing I wanted to show you is that to see a list of all of the assigned keystrokes in the client, both the ones that are part of the software and the ones that you've created and assigned. 285 "Crystal Rodriguez" (1985314304) 01:18:46.800 --> 01:19:02.250 You can go to the view menu, and you can click on assigned keys and note that there is a very long menu here, and the only option we see is this custom, but that's going to show all of the. 286 "Crystal Rodriguez" (1985314304) 01:19:02.250 --> 01:19:22.250 Keys short shortcut keys that are existing. You'll note that the source here for app is all of the ones that are in connection already. And had I assigned one of those others, I would see that there. And again, you have the option of printing or you can copy that to a clipboard if you want to save that on your computer for some reason. So we're gonna go ahead and close that. 287 "Crystal Rodriguez" (1985314304) 01:19:22.250 --> 01:19:25.170 Then. 288 "Crystal Rodriguez" (1985314304) 01:19:25.170 --> 01:19:44.850 Alright, and I just want to jump back over here. So just a quick recap, Connexion Client offers several options for customization and automation. Use of these tools are dependent on your workflow preferences. However, using them can increase efficiency and minimize errors. 289 "Crystal Rodriguez" (1985314304) 01:19:44.850 --> 01:20:01.440 So visit our help site at help.oclc.org for documentation and to locate contact information for OCLC support in your region if you need any assistance with this or any other concerns. 290 "Crystal Rodriguez" (1985314304) 01:20:01.440 --> 01:20:21.440 And then, just a couple of notes. As you leave this session, you'll be taken to a survey, and we do appreciate you filling that out. We do use that to help us improve our sessions and to find that survey after the class, you can go to the class registration page, but. 291 "Crystal Rodriguez" (1985314304) 01:20:21.440 --> 01:20:26.520 It should also be in your follow up email that you get after this session. 292 "Crystal Rodriguez" (1985314304) 01:20:26.520 --> 01:20:43.320 Now if you haven't registered for our last class in this series, you can do so at our support site or if you're in the community center, you can register there. If you registered in the community center, sorry community center. 293 "Crystal Rodriguez" (1985314304) 01:20:43.320 --> 01:21:03.320 You'll get a badge for this training session. If you would like a badge, if you didn't register that way, you can go to the link that I'm showing on the screen, but I'm also going to add that into the chat for you to request a training badge. That can be helpful to use sort of like a certification to show that you did take this. 294 "Crystal Rodriguez" (1985314304) 01:21:05.700 --> 01:21:25.700 And then for any questions that might come up after the session regarding the training itself, you can email training@OCLC.org. Again, if it's any support questions, you can go to support@OCLC.org. And then because we just have a couple minutes, I'm not seeing any questions, I am just gonna once it'. 295 "Crystal Rodriguez" (1985314304) 01:21:25.700 --> 01:21:37.620 And I did this last class and I think it was very helpful. Just want to show that if you go to help.oclc.org, you're gonna find Connexion documentation under Metadata Services. 296 "Crystal Rodriguez" (1985314304) 01:21:37.620 --> 01:21:57.620 And then you click on Connexion . And there, 1st thing you see is downloading the software if you ever need to do that. But here you'll find all of our documentation on Connexion client. You'll see Connexion known issues. And then there's a troubleshooting area. These are typically questions that are asked of our support team. 297 "Crystal Rodriguez" (1985314304) 01:21:57.620 --> 01:22:05.490 That maybe aren't fully answered in doc, so these are like FAQs for you to review if you are. 298 "Crystal Rodriguez" (1985314304) 01:22:05.490 --> 01:22:23.940 You know if you have that similar issue. And then for those of you that were, heard me say community center and you're like, what is that? You can learn about that on this site as well. So that's just our help.OCLC.org site. 299 "Crystal Rodriguez" (1985314304) 01:22:23.940 --> 01:22:40.050 Alright, I don't see any questions, so I'm gonna just go pause for a moment to see if there are any that come in. If not y'all will get a few extra moments back at your day and I look forward to seeing most of you in two more weeks. 300 "Crystal Rodriguez" (1985314304) 01:22:40.050 --> 01:22:58.320 For our last Connexion class of this series, which is going to cover authority control. And just to note on that, if you are attending that class and you haven't done so yet, in the on the registration page, there is a link for. 301 "Crystal Rodriguez" (1985314304) 01:22:58.320 --> 01:23:18.320 A short video that covers authority control records that we recommend watching prior to that class thank you I'm glad it was useful and I look forward to seeing most of you. I'm going to go ahead and stop the recording. 302 "Crystal Rodriguez" (1985314304) 01:23:18.320 --> 01:23:20.790 But I will hang out for another moment or two.