Connexion client: Automation and customization

1:39 pm - 3:21 pm  Tuesday, November 12, 2024 | (UTC-05:00) Eastern Time (US & Canada)



WEBVTT

1
Crystal Rodriguez 00:22:02.240 --> 00:22:22.080
Okay, so welcome to today's session on connection client automation and customization. My name is Crystal Rodriguez and I am a product trainer here at OCLC on our member of education team. So just jumping right in, connection, client, includes several tools that can help you.

2
Crystal Rodriguez 00:22:22.280 --> 00:22:36.880
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 catalogging operation operations.

3
Crystal Rodriguez 00:22:41.520 --> 00:23:01.720
So today's session will begin with reviewing automation tools, specifically you will learn how to create an apply constant data records and text strings along with using OCLC supplied macros and recording simple custom macros. Next, you will learn how to use some of the customization tool.

4
Crystal Rodriguez 00:23:02.560 --> 00:23:14.000
Such as user tools, the toolbar editor, and keystroke shortcuts. These tools can minimize clicks, decrease errors, and save time for staff.

5
Crystal Rodriguez 00:23:18.080 --> 00:23:35.640
Connection client offers several automation tools. Here we will briefly review some important facts about each of those. Library staff can create and apply constant data records to add standard content to biblographic records without having to rekey.

6
Crystal Rodriguez 00:23:37.280 --> 00:23:42.640
Use text strings for entering frequently used brief data anywhere in a record.

7
Crystal Rodriguez 00:23:44.160 --> 00:23:56.880
And macros are short programs to automate repetitive multi step actions. You can use OCLC supplied macros and or record and apply custom macros.

8
Crystal Rodriguez 00:24:00.720 --> 00:24:19.160
Now it maybe difficult to determine which of the automation tools is best for your workflows, as this often depends on several factors. So as we proceed through this class, you will should be able to determine which tool to use for your workflows based on your answers to the following question.

9
Crystal Rodriguez 00:24:19.320 --> 00:24:39.200
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? What information will be added to the record? Is it a single field, multiple fields fixed or variable field data? Or a sub field.

10
Crystal Rodriguez 00:24:41.120 --> 00:24:51.760
Will the data be shared amongst staff? Will you be working with a batch of records? And lastly, will you be applying multi step actions or a string of commands?

11
Crystal Rodriguez 00:24:57.680 --> 00:25:00.040
So we're gonna start by discussing constant data.

12
Crystal Rodriguez 00:25:01.600 --> 00:25:22.000
And some of additional details on that, and then I will demonstrate creating and applying constant data. So you'll use constant data when you 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 bigger graphic record, workf.

13
Crystal Rodriguez 00:25:22.000 --> 00:25:41.760
Form or multiple saved records. Constant data records can be used to add in a an original cataloging template with fixed or and variable fields. Use constant data records for regularly repeated content. Common uses include adding a single field.

14
Crystal Rodriguez 00:25:42.560 --> 00:26:02.920
Such as a nine four nine field with order information, or adding a group of fields such as a local note, a five ninety, a local subject heading, six ninety, and order field the nine four nine. And as you see here on the note, you can add a descriptive name and a my status to help you id.

15
Crystal Rodriguez 00:26:02.960 --> 00:26:05.920
Identify your specific constant data records.

16
Crystal Rodriguez 00:26:09.400 --> 00:26:27.800
Now just like when you're creating bibliographic records, which we covered in our previous class, there are two options for creating constant data records. While working online or offline, you can create them from a blank work form. Additionally, you can derive from a bibliographic record when you're working on.

17
Crystal Rodriguez 00:26:29.400 --> 00:26:47.760
These constant data records can be saved to the online constant data file or a local constant data file. Regardless of where they're 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 00:26:48.560 --> 00:26:56.800
Furthermore, it's important to note that constant data records saved online will be available in World Share Record Manager as well.

19
Crystal Rodriguez 00:26:59.920 --> 00:27:02.040
Okay, I'm gonna go ahead and switch over to connection.

20
Crystal Rodriguez 00:27:03.840 --> 00:27:05.480
And I'm going to start by signing in.

21
Crystal Rodriguez 00:27:07.160 --> 00:27:08.680
I have my authorization saved here.

22
Crystal Rodriguez 00:27:13.800 --> 00:27:33.120
Now my library has just received a collection of DVDs. Dvds with closed captioning. We need to add a five, four, six field along with a six five five Genrera form field to each record. As these are all visual materials, we are going to create the constant data record.

23
Crystal Rodriguez 00:27:33.280 --> 00:27:43.440
Using a visual materials work form type. Two of our cataloggers will be working with this project. So we will create and save the constant data record online.

24
Crystal Rodriguez 00:27:45.720 --> 00:28:01.000
Alright, so now that I've logged on to begin the process of creating a constant data record, I'm going to click on cataloging and then create, and I choose constant data. You'll note that I also could use the shortcut of control shift N.

25
Crystal Rodriguez 00:28:02.760 --> 00:28:14.520
So when once once I click on that, then I get a box asking me what work form type, as I mentioned, we're going to use visual materials for this example. So I'm just going to choose that and then click OK.

26
Crystal Rodriguez 00:28:16.440 --> 00:28:36.360
And here I get a blank work form. This is going to look very much like the blank work forms we looked at when we were in our previous class on creating demographic records. But I do wanna just point out a couple of things here. So note that the work form includes filled characters, these black boxes here. These indicate.

27
Crystal Rodriguez 00:28:36.640 --> 00:28:56.840
Elements that are required in a bill of graphic record. Now you'll type over these for fields that you intend to use or you can remove them. Note that removing them will cause a blank once the constant data is applied. If they are left in the constant data record, the fill characters will be applied to the.

28
Crystal Rodriguez 00:28:57.040 --> 00:29:01.680
Building graphic record. And we'll review this a bit more in our next example.

29
Crystal Rodriguez 00:29:05.600 --> 00:29:20.800
So when you're working with creating a constant data, you can enter these variable fields anywhere in the record, or you can use the field field characters here. So I'm going to go ahead and enter a five forty six. I'm just going to type over these fill characters.

30
Crystal Rodriguez 00:29:22.720 --> 00:29:32.360
And then my first indicator is blank as is my second indicator, so I'm just going to type to remove that, and I'm just going to add my note of closed captioned here.

31
Crystal Rodriguez 00:29:40.040 --> 00:29:59.640
And then I want to also add a six fifty five field. I'm gonna go ahead and add that at the bottom of my record I'm just gonna hit enter at the end of my record to add an additional field. I'm gonna start typing in my six fifty five. My first indicator is blank and my second indicator is seven. And here I'm.

32
Crystal Rodriguez 00:29:59.760 --> 00:30:00.840
Going to type out a note.

33
Crystal Rodriguez 00:30:07.120 --> 00:30:09.560
For video recordings for the hearing impaired.

34
Crystal Rodriguez 00:30:13.360 --> 00:30:24.600
And then I'm going to add a sub field to here. So to add that sub field indicator it's a control D and I'm adding a sub field too, and this is LCGFFT.

35
Crystal Rodriguez 00:30:26.760 --> 00:30:27.040
Alright.

36
Crystal Rodriguez 00:30:32.000 --> 00:30:50.680
Now, once you've added whatever data you want in your constant data record, you can then use the reformat option that will cause the record, the items in the record to be moved to the correct format, and it will also remove unused fields.

37
Crystal Rodriguez 00:30:51.760 --> 00:31:12.080
So you want to make sure not to reformat until you have entered in everything that you need to within your record. But I'm going to go ahead and use that reformat option of a couple of ways you may recall to do that. I'm gonna use my toolbar button to reformat, so once I click that, happens pretty quickly, but then connection will remove those.

38
Crystal Rodriguez 00:31:12.080 --> 00:31:15.920
Those variable fields that I didn't have any data added into.

39
Crystal Rodriguez 00:31:18.520 --> 00:31:31.960
Now I want to go ahead and save this record. Now, as I mentioned, I want to save this online because several staff members are going to be using this constant data. So I'm going to go to action.

40
Crystal Rodriguez 00:31:33.280 --> 00:31:35.400
And then save record to online file.

41
Crystal Rodriguez 00:31:37.160 --> 00:31:42.520
And once I do that, then I get the option to add a constant data name.

42
Crystal Rodriguez 00:31:46.080 --> 00:31:49.160
So I'm just gonna call this V VISCC.

43
Crystal Rodriguez 00:31:51.560 --> 00:32:11.480
Now you'll see you'll note that it, there's the option here to make this my default constant data Setting a default is not required for online constant data. If you do assign a default, you will determine at that point if you want to apply fixed fields variable fields or both. And this enables you to apply.

44
Crystal Rodriguez 00:32:11.680 --> 00:32:27.720
The constant data with fewer clicks in our future steps. You will want to keep in mind that you cannot delete your default local constant data once that's assigned. That's specifically for the, if you save that to the local constant data file.

45
Crystal Rodriguez 00:32:30.240 --> 00:32:30.480
Alright.

46
Crystal Rodriguez 00:32:35.080 --> 00:32:49.880
So I'm going to go ahead and set this as my default, and I'm gonna put a my status so that when I look for my constant data later I'll know which is mine, so I usually just use my initials there. I'm gonna go ahead and click ok.

47
Crystal Rodriguez 00:32:51.920 --> 00:33:10.040
And this is where I mentioned that if you're making it your default, you get the option to choose what, whether you want to apply this constant data for your fixed fields variables or both. I'm going to choose to apply to variable as that's all I really added here. And then I'll just click ok there.

48
Crystal Rodriguez 00:33:12.160 --> 00:33:26.760
Now, there are three ways that you can apply this constant data to a record. You can do that by applying the default or you can choose apply from list or apply by name. I'm going to choose to apply the default for my next example.

49
Crystal Rodriguez 00:33:28.440 --> 00:33:45.800
And because I'm applying by default, the fields to apply is already decided as I've already chosen to just apply those variable fields. So to apply this I'm going to go ahead and search for my public record, going to cataloging search worldcat, and I'm going to enter in an OCLC number.

50
Crystal Rodriguez 00:33:53.400 --> 00:34:13.200
And then just hit enter to have that number, that record removed for me I'm sorry returned. All right. So I want to go ahead and apply that constant data to my record, so I'm going to go to the edit menu and then I choose constant data, and remember I saved this.

51
Crystal Rodriguez 00:34:13.320 --> 00:34:33.639
To my online file, and for this example I'm going to choose to apply default. And so when I do that, that default record is going to automatically be added to the record. If we scroll down, we can see that the five forty six was added and the six fifty five were was add.

52
Crystal Rodriguez 00:34:33.679 --> 00:34:40.720
Added. And you also will note the little sideways triangle here that indicates that that's the area that has been added in.

53
Crystal Rodriguez 00:34:43.280 --> 00:34:51.960
Now from there, you can make any additional edits that you need to save your record, export your record, whatever your process would be at that point.

54
Crystal Rodriguez 00:34:53.600 --> 00:34:59.520
I'm going to go ahead and just close this record as that was just for an example, and I'm gonna say close there.

55
Crystal Rodriguez 00:35:02.040 --> 00:35:09.680
So that's the basic of creating a basic constant data, but I do want to review a little bit more information regarding the constant data here.

56
Crystal Rodriguez 00:35:12.440 --> 00:35:31.840
So it's very important to keep in mind that constant data records do not retain empty fields or elements. If you select to apply fixed fields from constant data, they will overwrite any existing data in that bibleographic record. So here we see information on how to insert.

57
Crystal Rodriguez 00:35:31.960 --> 00:35:47.920
Blank fields, keep fields, and preserve fixed fields. So for fixed fields, you will need to add asterisks to preserve the fixed field value in the bibly graphic record, so you would add those asterisks in your constant data record.

58
Crystal Rodriguez 00:35:50.040 --> 00:36:10.120
So you within your constant data, you would use a blank or leave the fill character if you do not want to retain the existing data. You'll really want to remember that fill characters are prompts for required elements. Now for your variable fields to.

59
Crystal Rodriguez 00:36:10.440 --> 00:36:13.560
Insert empty fields, you're going to enter one.

60
Crystal Rodriguez 00:36:14.880 --> 00:36:29.360
Or more placeholder characters or enter a delimiter, a space, the pipe character, the word blank in caps, and then another pipe character as you see here on our slide.

61
Crystal Rodriguez 00:36:33.720 --> 00:36:53.640
Variable fields can be entered anywhere in the record. Use reformat when you are finished to remove blank fields. Also, note that the process of creating constant data records and retaining fields and elements is different within World Share Record Manager. So if you're using record Manager as well, please visit our help site.

62
Crystal Rodriguez 00:36:53.920 --> 00:36:59.760
For information on those steps. And we're gonna see some of this in action here.

63
Crystal Rodriguez 00:37:03.200 --> 00:37:21.800
So here you see an example showing some of the steps that I've just outlined. Note the highlighted areas showing the fill character here, the blanks with the pipe character and the words in blank here. Also notice that in country, we have that as a blank.

64
Crystal Rodriguez 00:37:22.640 --> 00:37:29.040
But then like language, we entered in English, so that would overwrite anything in the bibly graphic record.

65
Crystal Rodriguez 00:37:31.320 --> 00:37:41.640
Also dates, notice that I have asterisks here, by leaving the asterisk, that will cause whatever data is in the bidly graphic record to be retained.

66
Crystal Rodriguez 00:37:46.120 --> 00:37:54.720
And then on my next slide, I'm gonna show you how these translate into the graphic record once it's applied to once the constant data is applied.

67
Crystal Rodriguez 00:37:56.560 --> 00:38:04.880
So this is a bit of a graphic record where we applied that constant data record that we were just looking at and you see that the field character was transferred over.

68
Crystal Rodriguez 00:38:06.240 --> 00:38:07.480
Our date remained.

69
Crystal Rodriguez 00:38:08.840 --> 00:38:29.040
English is our language remained, the country is blank because we had left that blank in our constant data. Some of our other fields were transferred over here, and then note how, when we had the pipe blank pipe, in our two sixty four, that leads us with the field was created, but after.

70
Crystal Rodriguez 00:38:29.280 --> 00:38:38.800
The sub field C it's blank so we can enter data. Same here with this nine four nine, the sub field G is blank, allowing us to enter our data there.

71
Crystal Rodriguez 00:38:42.280 --> 00:38:44.720
And now I'm going to show you this within connection.

72
Crystal Rodriguez 00:38:47.640 --> 00:38:47.880
Alright.

73
Crystal Rodriguez 00:38:51.640 --> 00:38:52.640
So I'm going to go ahead and.

74
Crystal Rodriguez 00:38:54.160 --> 00:39:01.640
Create a constant data. Again I can do that by going to cataloging, create constant data or using the shortcut.

75
Crystal Rodriguez 00:39:03.240 --> 00:39:08.120
Of control shift n. Now this time I'm going to choose a books work form.

76
Crystal Rodriguez 00:39:09.600 --> 00:39:10.680
I'm gonna go ahead and click ok there.

77
Crystal Rodriguez 00:39:12.280 --> 00:39:25.080
And then I'm just going to add some of this data that was in that previous slide. So for my ELVL I'm leaving the fill character there for language, I'm going to replace the fill character with ENG.

78
Crystal Rodriguez 00:39:28.160 --> 00:39:33.120
And then for country I'm going to just remove the filled characters entirely.

79
Crystal Rodriguez 00:39:35.120 --> 00:39:46.720
For the DESC, I want to put an I here for DTST, I'm going to add an S, and then for my date, I'm going to add four asterisks.

80
Crystal Rodriguez 00:39:49.280 --> 00:40:04.200
Because I want to make sure that the dates that's in my video graphic record will be retained if so if you did not add the asterisk here, those filled characters would overwrite any date in your record.

81
Crystal Rodriguez 00:40:06.000 --> 00:40:23.160
Okay, now in my variable fields I want to have a two sixty four, so I'm gonna enter, click enter here to add an extra field, and I'm just gonna type in that two sixty four with my first indicator of four, second indicator blank.

82
Crystal Rodriguez 00:40:24.480 --> 00:40:26.520
And then I want to add a control of.

83
Crystal Rodriguez 00:40:28.400 --> 00:40:39.560
Delimiter C there and this is where I want to have a blank space. So I'm going to use the pipe symbol and then the word blank in all capitals, and then the pipe single symbol again.

84
Crystal Rodriguez 00:40:41.720 --> 00:40:45.080
And now I'm going to add a five hundred note here.

85
Crystal Rodriguez 00:40:48.920 --> 00:40:50.840
And I need to I'm gonna look for that in my.

86
Crystal Rodriguez 00:40:53.000 --> 00:40:53.200
Notes here.

87
Crystal Rodriguez 00:40:54.720 --> 00:41:01.760
There we go. Saves me from having to type it. All right. And then I also want to add that nine four nine field here.

88
Crystal Rodriguez 00:41:06.640 --> 00:41:08.840
And again I'm gonna grab that from my clipboard.

89
Crystal Rodriguez 00:41:14.400 --> 00:41:14.640
Oops.

90
Crystal Rodriguez 00:41:16.440 --> 00:41:23.640
And you'll note that I have subfield G with the pipe symbol blank in all caps and the pipe symbol again.

91
Crystal Rodriguez 00:41:25.520 --> 00:41:36.720
Alright, and now that I've added all of my fields I'm going to go ahead and reform reformat, and that removes those additional fields and you'll note that those items in the fixed fields are still there.

92
Crystal Rodriguez 00:41:40.360 --> 00:41:47.920
Now this record I want to save this one to my local save file because I'm the it's only going to be used on my workstation.

93
Crystal Rodriguez 00:41:49.640 --> 00:41:56.280
So I'm going to go ahead and choose action, and I'm gonna say save record to local file.

94
Crystal Rodriguez 00:41:58.600 --> 00:42:03.600
And again, I get the option to name this. So I'm just gonna call it books typical.

95
Crystal Rodriguez 00:42:06.880 --> 00:42:09.120
I do not want to set this as my default.

96
Crystal Rodriguez 00:42:12.040 --> 00:42:15.640
And then I'm going to go ahead and enter my CGDR as my status.

97
Crystal Rodriguez 00:42:17.160 --> 00:42:18.480
And I'm gonna click ok.

98
Crystal Rodriguez 00:42:22.360 --> 00:42:38.840
Now at this point, I realized that I don't want to have to set that default my status every time, so I want to go ahead and actually add that into my overall settings within connection. So to do that, I'm going to go to tools options.

99
Crystal Rodriguez 00:42:40.800 --> 00:42:43.480
And then I'm going to see the My Status option.

100
Crystal Rodriguez 00:42:45.280 --> 00:43:05.440
And I already have a status set for bibliographic records, but I want to set one for my biolographic constant data. So I'm just gonna click in that box and then I'm gonna enter in my initials and click apply and close. By doing that, the next time that I save a record, that status is already.

101
Crystal Rodriguez 00:43:05.840 --> 00:43:07.720
So I don't have to remember to add that every time.

102
Crystal Rodriguez 00:43:09.720 --> 00:43:17.280
Alright, so this time I'm gonna demonstrate adding this constant data record by name instead of by.

103
Crystal Rodriguez 00:43:19.240 --> 00:43:23.400
By by default. So I'm going to go ahead and open up a billographic record here.

104
Crystal Rodriguez 00:43:32.840 --> 00:43:34.240
Alright, and we're searching that.

105
Crystal Rodriguez 00:43:36.680 --> 00:43:38.480
Sorry, it's taken a second. There we go.

106
Crystal Rodriguez 00:43:40.720 --> 00:43:40.960
Alright.

107
Crystal Rodriguez 00:43:43.240 --> 00:43:58.200
So for this I want to go ahead and add that books typical and I recall that that's saved in my local file, so I'm going to go to edit constant data, but this time I'm gonna choose local, and I want to apply by name.

108
Crystal Rodriguez 00:43:59.560 --> 00:44:05.240
And so that right now that's the only local file I have. So that's why it automatically came up.

109
Crystal Rodriguez 00:44:06.720 --> 00:44:23.720
If I did, if I had others I would type the name here and then the find the one that I want. So because I did not save this as a default note that I'm being asked at this point, which mark fields I want to apply, so I'm going to go ahead and choose to apply both.

110
Crystal Rodriguez 00:44:28.960 --> 00:44:41.360
Local record in use by ok, I think that that happened because I did not close out of this record. Sorry about that. Let's close that. That constant data record.

111
Crystal Rodriguez 00:44:43.120 --> 00:44:52.560
Let's see. Make sure that's why. Alright, we'll searching that again, sorry about that, I got I'm not sure what that error was.

112
Crystal Rodriguez 00:45:01.040 --> 00:45:03.120
Now it's not coming up for me. Well, Darn.

113
Crystal Rodriguez 00:45:07.360 --> 00:45:16.520
Let me, I I have a record saved in my local safe file, so I'll just pivot here and just go grab one of those for you. And we can apply it at that point.

114
Crystal Rodriguez 00:45:18.400 --> 00:45:25.960
So here's actually that same record as a is within my local save file here. So I'm just going to go ahead and double click to open that.

115
Crystal Rodriguez 00:45:27.840 --> 00:45:28.840
And then we'll click edit.

116
Crystal Rodriguez 00:45:30.400 --> 00:45:38.000
Constant data local, apply by name, we're gonna choose both, click ok. And now it's thinking.

117
Crystal Rodriguez 00:45:40.680 --> 00:45:59.120
And there we go. We see that that was applied. So you can see how those items that I preserved or removed were applied. So see that my date did remain because I had added those dates. Now you'll note that the second date did not remain because I did not have asterisks in my constant data.

118
Crystal Rodriguez 00:46:00.760 --> 00:46:05.880
And if we scroll down we will see those triangles telling us what was edited, and we can see.

119
Crystal Rodriguez 00:46:08.080 --> 00:46:11.680
Those blanks as well. Just like we did when we looked at this on our slide.

120
Crystal Rodriguez 00:46:13.320 --> 00:46:13.520
Alright.

121
Crystal Rodriguez 00:46:15.120 --> 00:46:19.680
I'm not seeing any questions come in yet, but please feel free to add anything that comes to mind in the chat.

122
Crystal Rodriguez 00:46:24.760 --> 00:46:27.280
Alright, and I'm just gonna go ahead and close out of this real quick.

123
Crystal Rodriguez 00:46:29.320 --> 00:46:30.400
I don't want to save that.

124
Crystal Rodriguez 00:46:37.200 --> 00:46:56.800
So that demonstration was on creating that constant data using workforce. Now, as previously mentioned, you can also derive constant data records. You can do that from an existing bibliographic record or an existing constant data record, and that process can minimize the time that it takes.

125
Crystal Rodriguez 00:47:00.040 --> 00:47:01.600
And and allow you to avoid errors.

126
Crystal Rodriguez 00:47:04.040 --> 00:47:12.320
One second, I just I see a question here. Can you quickly show again how you come up with two lines after you add the tags.

127
Crystal Rodriguez 00:47:14.120 --> 00:47:15.720
I'm not sure what you mean by two lines.

128
Crystal Rodriguez 00:47:17.960 --> 00:47:20.440
You mean the triangles, like how I, how we.

129
Crystal Rodriguez 00:47:21.920 --> 00:47:29.720
How we reformatted? I will be showing that in a moment, so I think that's what you mean. If not, let me know what you meant by that.

130
Crystal Rodriguez 00:47:32.560 --> 00:47:32.760
Okay.

131
Crystal Rodriguez 00:47:36.720 --> 00:47:39.600
We'll get, I see a question about macros. We'll get to those shortly.

132
Crystal Rodriguez 00:47:41.200 --> 00:48:01.120
Okay, so the derived command enables you to transfer data from that existing constant data record or from abiographic record in order to create a new constant data. As I mentioned, you can use this option when you need to transfer several fields from a Blueba graphic record into your constant data or maybe if you have.

133
Crystal Rodriguez 00:48:01.560 --> 00:48:21.120
Existing constant data that contains information that you need to transfer to the other, to a new constant data record, and then of course you want to remember that it's very important that you edit carefully prior to saving that constant data. Okay, so I see the response to yes, right after creating constant data. So that's the reformat. I will demonstrate that.

134
Crystal Rodriguez 00:48:21.840 --> 00:48:22.680
With my next example.

135
Crystal Rodriguez 00:48:25.440 --> 00:48:40.560
Okay, so just like when you're creating bible graphic records, you will want to begin with reviewing your derived record settings. So we're gonna go take a look at those before we derive a constant data record. So that is found under tools options.

136
Crystal Rodriguez 00:48:42.440 --> 00:49:01.640
And then derive record, and it's very important to remember that these options are for both your bibiographic records and your constant data record. There is not a separation there, but what this is going to allow you to do is to decide which fields you want transferred over from your.

137
Crystal Rodriguez 00:49:03.600 --> 00:49:07.960
When when you're deriving, from your existing record to the new record when you're deriving.

138
Crystal Rodriguez 00:49:10.760 --> 00:49:29.600
So the one XX through eight XX that you're seeing here, these are default fields. I am actually going to go ahead and just remove the six XX and seven XX here for because I don't want those transferred over right now. But keep in mind that if I later wanted to have.

139
Crystal Rodriguez 00:49:29.760 --> 00:49:37.640
Those transferred over for bibly graphic records I would need to come in and change this setting. I'm gonna go ahead and click apply and close.

140
Crystal Rodriguez 00:49:40.680 --> 00:49:54.280
Alright, so to start the process of deriving a record, I'm going to search for a bibly graphic record. I haven't record here that I have already found in the past that has much of the data that I'm gonna need. So I'm going to go ahead and search for that.

141
Crystal Rodriguez 00:50:04.560 --> 00:50:05.680
Alright, so this is.

142
Crystal Rodriguez 00:50:07.840 --> 00:50:27.080
On record for a book by Anne Rice and I'm gonna create this because I know that I'm going to be purchasing a few other books in this vampire chronicle series. So I want to have some of those fields in a constant data. So now that I have this record up to derive, I'm going to click edit.

143
Crystal Rodriguez 00:50:28.040 --> 00:50:32.680
And then I'm gonna choose derive, and I'm going to choose new constant data.

144
Crystal Rodriguez 00:50:35.240 --> 00:50:45.800
I'm asked if I want to transfer the fixed field values to the new record because that's separate from the setting that we just looked at. I'm going to say no in this case.

145
Crystal Rodriguez 00:50:50.960 --> 00:51:01.520
And then here I see the items that were transferred over because I said no to the fixed fields, all of those fixed fields are blank here or have fill characters.

146
Crystal Rodriguez 00:51:05.280 --> 00:51:23.320
So for for my derived constant data, I don't need some of these fields, so I'm going to go ahead and remove those, so I don't want the title. I'm gonna remove that. I'm gonna remove my two fifty and just as a review, I am clicking on the field and then right clicking and choosing delete field to.

147
Crystal Rodriguez 00:51:23.600 --> 00:51:24.280
To remove that field.

148
Crystal Rodriguez 00:51:29.520 --> 00:51:32.160
And I want to get rid of these three Xxs here.

149
Crystal Rodriguez 00:51:33.920 --> 00:51:52.560
And note that the six XX fields and seven X's didn't transfer so I don't have to worry about those. But I did want to make sure that I kept these items here. I want to get rid of these top ones as well. And it's very important that when you're deleting fields that you choose delete field, not cut cause that would just cut that tag.

150
Crystal Rodriguez 00:51:55.120 --> 00:52:14.800
Alright, so I want to save this record to my online file, and I'm sorry I didn't click, I didn't show that reformat, but I'll just quickly demonstrate where that is. So in my case, the reformat is I have the, the toolbar button. You also can find that under.

151
Crystal Rodriguez 00:52:18.000 --> 00:52:22.520
Your edit menu and then reformat or control R.

152
Crystal Rodriguez 00:52:26.920 --> 00:52:38.760
I see a note about breaking audio breaking. It maybe me, I am actually getting over the flu, so I'm like I'm a little scratchy, but please let me know if anybody else has any issues with that.

153
Crystal Rodriguez 00:52:42.320 --> 00:52:42.360
Okay.

154
Crystal Rodriguez 00:52:49.120 --> 00:52:49.360
Alright.

155
Crystal Rodriguez 00:52:51.640 --> 00:52:52.800
Give me just one moment here.

156
Crystal Rodriguez 00:52:57.120 --> 00:53:09.960
Alright, so now that I have this constant data created, I need to go ahead and save that, so I'm gonna click action. Save record to local file. Note how my status has already there because I had added that in that setting before.

157
Crystal Rodriguez 00:53:11.840 --> 00:53:13.840
And I'm going to name this one.

158
Crystal Rodriguez 00:53:16.960 --> 00:53:17.760
And I click OK.

159
Crystal Rodriguez 00:53:21.360 --> 00:53:28.400
All right, so now I want to add this to a blank work form. So I'm going to go ahead and close out my existingual items.

160
Crystal Rodriguez 00:53:29.840 --> 00:53:31.640
I'm going to go to cataloging.

161
Crystal Rodriguez 00:53:36.160 --> 00:53:43.160
And here I want to choose a single record and a book because I'm creating a bibliographic record work form here.

162
Crystal Rodriguez 00:53:48.760 --> 00:53:55.200
And here I want to apply that constant data, but I'm gonna apply it from a list this time. So I'm going to choose edit.

163
Crystal Rodriguez 00:53:56.960 --> 00:54:13.200
Constant data, this is in my local list, so I'm gonna click local and then I'm gonna choose apply from list, and here I have the option to search that local file. I can leave this blank and click ok and everything will come up. So that's what I'm gonna do here.

164
Crystal Rodriguez 00:54:15.160 --> 00:54:32.320
And then I get my list of the two that I have saved so far, so I'm just gonna click within the rice, thick there, and here I can choose which fields I want to apply. Right now I'm applying the variable field, so I'm gonna go ahead and click that and click apply selected.

165
Crystal Rodriguez 00:54:34.440 --> 00:54:50.720
And connection works, and here we see that those fields that I had in my constant data were added, and here's where I can show again that reformat. So I'm just going to use my reformat toolbar. It's very fast once I click on it, connection does its job. There we go.

166
Crystal Rodriguez 00:54:53.920 --> 00:55:05.040
Alright, now I'm just gonna go ahead and close this record, but you could then add it to a local file or online file if you needed to save it and go back to it later. I'm just gonna go ahead and close it though.

167
Crystal Rodriguez 00:55:09.760 --> 00:55:29.880
Alright, we're most done talking about constantative and we'll on to another topic, but 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. So to demonstrate that I'm going to s.

168
Crystal Rodriguez 00:55:30.080 --> 00:55:31.200
Off of connection real quick.

169
Crystal Rodriguez 00:55:37.200 --> 00:55:55.600
So you can apply constant data one record at a time or to multiple records at a time in your local safe file. So I'm going to open up my local safe file as I have a few of those, a few records opened. So I'm going to go to cataloging search, local save file. I'm going to leave the search blank because I want to get all.

170
Crystal Rodriguez 00:55:55.600 --> 00:56:01.600
All of my results and I'm going to click OK, and here we see several items that I have saved.

171
Crystal Rodriguez 00:56:05.840 --> 00:56:16.520
So just like when you're working with bibly graphic records, if to apply to just one single record, you can highlight that single title or you can double click it to open up that record.

172
Crystal Rodriguez 00:56:18.360 --> 00:56:19.080
It's taking a second.

173
Crystal Rodriguez 00:56:22.200 --> 00:56:27.600
And then once you have that record open, then you would follow through with choosing your.

174
Crystal Rodriguez 00:56:29.160 --> 00:56:45.280
Going to your edit menu, choose constant data, local, and then apply one in one of the web methods that we've showed so I can apply the default here, for example, but I get a note because I didn't choose one. So I will choose a different option here.

175
Crystal Rodriguez 00:56:49.360 --> 00:56:54.520
And then I'm just gonna I'm gonna do the books typical, but this time I'm just gonna apply variables, I'm gonna click ok.

176
Crystal Rodriguez 00:56:56.520 --> 00:56:57.800
And it's taking a second there.

177
Crystal Rodriguez 00:57:00.480 --> 00:57:05.760
But then I can scroll and see that that was applied. I'm going to go ahead and close that. I don't actually want to save it.

178
Crystal Rodriguez 00:57:08.400 --> 00:57:27.120
But as I mentioned, then just like when you're working within people graphic records and you can apply constant data from this screen in your local file and you can do that to multiple records. So to choose multi records that are in the same sequence, you can click on the first one, click shift.

179
Crystal Rodriguez 00:57:27.760 --> 00:57:47.600
And then click the next record for records, and then straight from here you can choose edit constant data, local and then apply whichever of those you would like to apply. If you're working with records that are not in sequential order, you would use control and click, so choose your first record.

180
Crystal Rodriguez 00:57:48.240 --> 00:57:58.920
Use control, and then click your additional records. And again, straight from this screen, you can then apply your constant data in the same ways that we've been demonstrating.

181
Crystal Rodriguez 00:58:03.800 --> 00:58:23.320
It's important to remember that your online default constant data record is associated with each connection authorization. So if multiple staff are using the same authorization number, you will share one default constant data. The local con default constant data records are added to a.

182
Crystal Rodriguez 00:58:23.440 --> 00:58:43.840
A local file by your workstation, so there you can create multiple local files to accommodate a situation where more than one person is using that workstation. And you can find additional information on that within our help site. And that does remind me I meant to give this to you all earlier, I apologize. I'm going to add into chat.

183
Crystal Rodriguez 00:58:44.640 --> 00:59:04.200
The learner guide for this doc, for this class. It's covering all of the items that we were discussing. It's a good reference for you to go back to after the class, and it is a living document, so as we offer these classes, any FAQ or changes that come up would be added to.

184
Crystal Rodriguez 00:59:04.600 --> 00:59:06.040
Learning doc, that learning guide.

185
Crystal Rodriguez 00:59:07.880 --> 00:59:09.960
So I I meant to give that to you at the beginning of the session.

186
Crystal Rodriguez 00:59:11.840 --> 00:59:31.560
Okay, now the last thing about constant data that I want to show you is what if you need to remove it or just view it? So to see a list of existing constant data in your current defaults, you're gonna need to open up that constant data fault file essentially, so we're gonna go to cataloging, search, and then we're gonna look at our.

187
Crystal Rodriguez 00:59:32.040 --> 00:59:33.000
Online constant data.

188
Crystal Rodriguez 00:59:34.800 --> 00:59:54.960
It's obviously I need to sign in cause I had logged out earlier, and this is where I get that option to search and I can search by my status here. So I can put CGR to find those that are just mine. Click ok. And right now I only have that one record that I created. To delete that, I'm just.

189
Crystal Rodriguez 00:59:54.960 --> 01:00:12.640
Just gonna go to action and then choose delete record, and that actually will then delete that record from my constant data list. And then you can do the same with your local save file, so I can go to cataloging search local constant data.

190
Crystal Rodriguez 01:00:14.280 --> 01:00:16.640
I'm just gonna go ahead and click ok to see all of them.

191
Crystal Rodriguez 01:00:18.080 --> 01:00:19.680
So there I have the two.

192
Crystal Rodriguez 01:00:21.360 --> 01:00:33.880
Now I don't currently have a default set, so in order to set a default, I'm going to click on the constant data record that I want to add that default to, so that I can open that up.

193
Crystal Rodriguez 01:00:36.040 --> 01:00:39.400
And then I'm going to go to edit.

194
Crystal Rodriguez 01:00:41.080 --> 01:00:59.480
Constant data, this is a local constant data, and note that I get the option to set as default. So I could go ahead and click set as default and then I get the question about mark fields to apply. I'm gonna just leave it I'm gonna say both here and click OK.

195
Crystal Rodriguez 01:01:01.760 --> 01:01:14.800
And then you can always change your default in that same manner by opening up another record, going to edit, constant data, in this case it's local, and then I could choose to set this one as my default.

196
Crystal Rodriguez 01:01:19.240 --> 01:01:28.400
And just like I showed earlier, I also can just go ahead and say, action, delete record, and confirm that I want to delete that record.

197
Crystal Rodriguez 01:01:30.520 --> 01:01:41.760
Alright, so that is constant data in a nutshell. I am looking, I don't see any questions that had come in. I see that the it sounds like the audio issue was resolved, i'm glad to hear that.

198
Crystal Rodriguez 01:01:43.560 --> 01:01:51.160
Alright, so I'm gonna move on to talking about text strings and then we will cover macros cause I know that was asked about. Alright.

199
Crystal Rodriguez 01:01:55.360 --> 01:02:15.120
So another automation tool is text strings. You can use text strings to supplement constant data for entering frequently used brief data anywhere in your records. They can be used for inserting common elements like sub field text, eight location or local notes.

200
Crystal Rodriguez 01:02:15.760 --> 01:02:36.240
Use text strings for adding to variable fields or parts of fields. You can include tags, indicators, delimiters, sub field codes, diacritics, and special characters. Text strings can also consist of single or multiple line lines or fields. You'll always need to remember.

201
Crystal Rodriguez 01:02:36.280 --> 01:02:47.120
That they are applied at the cursor position. Also, there is no character limit and they are stored locally or offline. Locally onto your computer.

202
Crystal Rodriguez 01:02:50.440 --> 01:02:53.520
So with that, let's take a look at text strings in connection.

203
Crystal Rodriguez 01:02:57.360 --> 01:03:12.440
To begin the process of adding text strings, you have a couple of options. In my case, I actually have the text strings toolbar here, button, so I can just click on that and that will open up. Oh I need to delete these real quick. Cause I won't be able to show them to you. Alright.

204
Crystal Rodriguez 01:03:14.960 --> 01:03:34.280
And then I also can go to tools and choose text strings there. And that opens up the text string manager, as you saw I did have a couple of things there. I I, I want to show those from the beginning so I removed them real quick, so I need to add a text string.

205
Crystal Rodriguez 01:03:34.560 --> 01:03:35.840
For some playoay.

206
Crystal Rodriguez 01:03:37.760 --> 01:03:49.040
Items that my library has purchased. So I want to go ahead and create that, so I'm going to click add in my text strings manager. I'm gonna add a description. I'm gonna just call it play away.

207
Crystal Rodriguez 01:03:51.240 --> 01:04:10.880
And then within the text box, that's where I'm gonna add everything. It's very important to enter the text string exactly as you want it to be applied. If if you plan to add a tag, be sure to include spaces for indicators if there if it's like if it's a blank indicator, for example, before you.

208
Crystal Rodriguez 01:04:10.960 --> 01:04:31.440
Enter that text. Also, you'll see it'll look a little weird, but we also, there's space that after the indicators you would not add a space, you would just start adding the text right away. So I will demonstrate that shortly. So here in the text box I'm just gonna enter a five three eight. Now, I don't have any indicators so I'm gonna.

209
Crystal Rodriguez 01:04:31.520 --> 01:04:32.400
Leave two spaces there.

210
Crystal Rodriguez 01:04:35.360 --> 01:04:37.720
And then let me see if I think I have this in my.

211
Crystal Rodriguez 01:04:39.120 --> 01:04:40.840
My clipboard. There we go.

212
Crystal Rodriguez 01:04:42.560 --> 01:04:48.480
Actually let me just remove that. Just trying to make it a little faster, but you would type that out and note that there's the two spaces there.

213
Crystal Rodriguez 01:04:52.200 --> 01:05:01.520
And then once you have what you want entered here, you can click ok and then my text string is added into the manager there.

214
Crystal Rodriguez 01:05:04.360 --> 01:05:05.520
Now I'm gonna close this.

215
Crystal Rodriguez 01:05:07.520 --> 01:05:27.760
Now let's say that I need to edit that text string. I can open that manage window again. Again I can either do that from the tools or now that I have a text string I can use the dropdown on my button here and choose manage, and that opens up that box for me. Now with the playoay highlighted, just click on that to highlight it. I'm.

216
Crystal Rodriguez 01:05:27.760 --> 01:05:29.080
I'm gonna choose modify.

217
Crystal Rodriguez 01:05:30.400 --> 01:05:34.800
And then I'm gonna come down into my text area and I'm going to add a few other notes here.

218
Crystal Rodriguez 01:05:38.040 --> 01:05:38.600
Just checking here.

219
Crystal Rodriguez 01:05:49.080 --> 01:05:51.440
So I'm just adding a little bit of a note about the content.

220
Crystal Rodriguez 01:05:52.800 --> 01:05:55.360
And I do see that I have an error that I'm getting to fix here.

221
Crystal Rodriguez 01:05:57.320 --> 01:06:01.640
So note that I didn't add those spaces this time for the indicator, so I need to go ahead and do that.

222
Crystal Rodriguez 01:06:07.480 --> 01:06:25.840
And then I want to add one more. I'm gonna add a six fifty five to my text string, and this case I do have a second indicator of seven, so I'm my first indicator is blank, so that's a space, and then a seven, and then this is what I was saying a few minutes ago. I'm not going to put a space after that seven. I'm just going to start text.

223
Crystal Rodriguez 01:06:26.080 --> 01:06:28.560
Adding in my text for my field.

224
Crystal Rodriguez 01:06:34.520 --> 01:06:36.920
Alright, and then I'm gonna go ahead and click ok to save this.

225
Crystal Rodriguez 01:06:38.880 --> 01:06:40.360
And then I'm going to close this.

226
Crystal Rodriguez 01:06:45.440 --> 01:06:50.680
Alright, and I'm gonna go ahead and demonstrate applying this. So I'm gonna open up a bit layer graphic record.

227
Crystal Rodriguez 01:07:04.720 --> 01:07:05.680
It's a little slow today.

228
Crystal Rodriguez 01:07:10.880 --> 01:07:11.120
Huh.

229
Crystal Rodriguez 01:07:13.720 --> 01:07:17.440
Sorry about that. I'm that's not typical for connection to have this type of slowness.

230
Crystal Rodriguez 01:07:20.800 --> 01:07:25.200
Oh, that's not good. Unable to, ok, let's try one more time.

231
Crystal Rodriguez 01:07:28.720 --> 01:07:33.840
I maybe having a little bit of an internet situation where I'm at, which is not good.

232
Crystal Rodriguez 01:07:38.720 --> 01:07:39.680
Okay, there we go.

233
Crystal Rodriguez 01:07:41.560 --> 01:07:41.800
Alright.

234
Crystal Rodriguez 01:07:45.560 --> 01:07:48.960
So I want to go ahead and apply that text string to.

235
Crystal Rodriguez 01:07:52.400 --> 01:07:56.840
Record here for a wrinkle in time. So I'm going to add a field.

236
Crystal Rodriguez 01:07:58.280 --> 01:08:18.640
And remember the text string is added at the position of your cursor. So in the case is for my touch string, I do in fact have field indicators in my text string, so this time I'm going to leave my cursor here at the field, and then I'm going to go to my text string box or again, you can use text string.

237
Crystal Rodriguez 01:08:19.359 --> 01:08:21.400
And open up your manager here.

238
Crystal Rodriguez 01:08:23.640 --> 01:08:36.720
I'm gonna go close that cause I want to show the other way, so then I can use the dropdown here and I can just click on play away. And once I do that, then my items are added to that record, that text, and note how the spaces.

239
Crystal Rodriguez 01:08:38.480 --> 01:08:41.080
Made sure that the indicator was blank and in that last one.

240
Crystal Rodriguez 01:08:43.040 --> 01:09:02.240
Because I wanted the play away to start right that text to be right there in the box, I didn't have that blank, that space after the seven and it did enter it properly. So here then you could reformat, validate, export, whatever else you need to do to your record, make any additional edits to your record to process it.

241
Crystal Rodriguez 01:09:05.359 --> 01:09:20.279
And also I'm gonna go ahead and click on reformat, so you can see how that will reorder the record. It does happen very quickly, but I'm gonna go ahead and click on that reformat button and see how my record, my fields were moved into the correct position in the record.

242
Crystal Rodriguez 01:09:22.680 --> 01:09:27.120
All right. I'm gonna go ahead and close out of this. I don't need to save that.

243
Crystal Rodriguez 01:09:31.080 --> 01:09:51.400
And real quick, you can also then remove or delete your text strings later on if you don't need those. So I can open up that text string manager, and to delete I would just highlight and then click on delete to delete that there and then I get the option that asking me if I want to delete. I'm gonna say no for now. I'm gonna go ahead and click.

244
Crystal Rodriguez 01:09:51.600 --> 01:09:51.920
Close there.

245
Crystal Rodriguez 01:09:55.040 --> 01:10:13.640
Now remember that you can also use text strings for commonly used field data or texts that will be applied throughout the record. So for example, 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. So I'm going to go ahead.

246
Crystal Rodriguez 01:10:13.840 --> 01:10:25.840
And create a text string, and we're going to go ahead and use my dropdown choose manage to open up that text string box. Again, I'm clicking add. I'm gonna call this one C bus for Columbus.

247
Crystal Rodriguez 01:10:28.320 --> 01:10:46.560
And then I often need to add the sub field Z of Ohio and subfield Z Columbus to many of my records, so I'm just gonna create that here. Note that i'm using the control D to create that sub field indicator, and then I'm making sure to add spaces where necessary.

248
Crystal Rodriguez 01:10:49.160 --> 01:10:55.920
And then I'm just going to go ahead and click OK, and I have that option there, going to go ahead and close.

249
Crystal Rodriguez 01:11:00.840 --> 01:11:20.280
Alright, so another use case for that would be to create a text string for text that is perhaps added in multiple places in my record such as maybe I could create a text string for Columbus comma, Ohio, to be able to add into like a two forty, two forty five, two sixty four or even subject fields later on too.

250
Crystal Rodriguez 01:11:21.240 --> 01:11:29.400
So good use for that text string. So I'm going to go ahead and open up a record and demonstrate for you how to apply that.

251
Crystal Rodriguez 01:11:41.040 --> 01:12:01.160
Alright, so again it's going to add it at the point of my cursor. So the first thing I need to do is I want to add a six fifty field because I don't have one here. So I'm gonna just hit enter after the five forty six to add a field, add my six fifty second indicator seven first indicator blank, and then I need to add my.

252
Crystal Rodriguez 01:12:01.400 --> 01:12:03.000
Subject heading of rural education.

253
Crystal Rodriguez 01:12:05.320 --> 01:12:24.800
But instead of typing out my sub field Z's, I want to use my text string. So I'm gonna go ahead and use that dropdown from my menu bar, and I can just choose the C bus text string. And before I do that I just want to point out again my cursor is I've added a space and then added my cursor. So watch what happens.

254
Crystal Rodriguez 01:12:25.200 --> 01:12:34.240
Where that C bus is gonna add. So it adds right there where my cursor was, the sub field Z ohio, subfield Z Columbus was added for me.

255
Crystal Rodriguez 01:12:35.960 --> 01:12:44.800
And then I can go ahead and save that record or export or add my holdings etcetera. I'm going to go ahead and close it for this demonstration.

256
Crystal Rodriguez 01:12:52.920 --> 01:13:00.920
So that is text strings in a nutshell, later in the session I'll talk about how you can add your text strings to.

257
Crystal Rodriguez 01:13:02.160 --> 01:13:15.120
User tools in order to create a shortcut or a and or a button to be able to, add that just like with a toolbar button. But that's gonna be in a little while.

258
Crystal Rodriguez 01:13:17.160 --> 01:13:37.240
Because now we're gonna talk about macros. So we've discussed the constant data 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.

259
Crystal Rodriguez 01:13:38.160 --> 01:13:57.720
These actions in fewer steps thus speeding up cataloging time. OCLC includes some macros with connection client software, some add fields, and prompt, some of those add fields and prompt you to input data. Macros created by others can be added to connection client. Furthermore.

260
Crystal Rodriguez 01:13:57.880 --> 01:14:15.120
You can create your own macros by either recording your steps or using OCLC macro language. We will recover record, we will cover recording a macro. You'll refer to the learner guide for details on macros created by others and using the OCLC macro language.

261
Crystal Rodriguez 01:14:17.200 --> 01:14:19.200
So let's take a look at macros and connection.

262
Crystal Rodriguez 01:14:28.640 --> 01:14:43.400
So macros can be applied on a displayed record when working online or offline, so it's important to keep that in mind. I'm going to go ahead and go to tools macros, and manage to open up the macro manager here.

263
Crystal Rodriguez 01:14:45.320 --> 01:14:49.520
Bear with me it opened up on my other screen so I need to get that over here. There we go.

264
Crystal Rodriguez 01:14:51.120 --> 01:15:11.080
So first thing I want to point out is that for libraries using the O nine two locally assigned GUI call number field, connection client also contains a couple of macros that allow you to build a four figure or sandborn cutter. You see those here under the JUI macro book. These are automatically come with your connection.

265
Crystal Rodriguez 01:15:11.480 --> 01:15:12.600
Download.

266
Crystal Rodriguez 01:15:14.760 --> 01:15:35.080
The cutter number is based on the name of the creator or the title. It contains one or two of the initial letters and an alphanumeric code used for classification depending on which of these you're choosing. To, so to see that, you click on that doy box too, and then we can click on four figure, and there we would, you would be able.

267
Crystal Rodriguez 01:15:36.200 --> 01:15:40.280
Run that macro on your record, which will demonstrate running a macro shortly.

268
Crystal Rodriguez 01:15:42.400 --> 01:16:01.800
Also, as I mentioned, there are a lot of OCLC supplied macros, and most of these, if not all of them do have a description that explains what these each do. So looking at the first one, the add and edit zero zero seven, it gives you a little description of what will happen with that macro. And like if we look at the generate.

269
Crystal Rodriguez 01:16:02.160 --> 01:16:06.760
Oh three four, again, we'll see a description there helping us to understand what these macros will do.

270
Crystal Rodriguez 01:16:08.480 --> 01:16:28.680
So I'm gonna go ahead and cancel this. So let's assume that our catalogger is working with similar audio visual materials, and instead of typing out the values for each of the OO seven fields, they choose to use the add and edit OO seven macro, which request a response to a prompt and then automatically completes the field. So let's take a look at that.

271
Crystal Rodriguez 01:16:29.560 --> 01:16:31.640
So I'm going to pull up a Mac an OCLC record.

272
Crystal Rodriguez 01:16:43.800 --> 01:16:47.280
And then I'm going to go to tools, macros, manage.

273
Crystal Rodriguez 01:16:48.840 --> 01:17:00.440
And again, I need to pull that over here, and I'm gonna choose I'm gonna click on the OCLC macro book to open that. I'm gonna click on add and edit OO seven, and then I want to click run.

274
Crystal Rodriguez 01:17:02.920 --> 01:17:07.400
And when I click run, I'm then prompted to fill in a few options here.

275
Crystal Rodriguez 01:17:10.560 --> 01:17:12.240
And then I'm gonna get another prompt.

276
Crystal Rodriguez 01:17:14.320 --> 01:17:26.240
And I'm just gonna say regular print for this one, click ok and then you see a little bit of a flash there, the macro runs and adds the O oh seven with the data that I added to my prompts.

277
Crystal Rodriguez 01:17:29.720 --> 01:17:34.720
Alright, so I'm gonna go ahead and close out of that. That's just a quick how to run an existing OCLC macro.

278
Crystal Rodriguez 01:17:36.160 --> 01:17:55.960
And there is more information on this in your learner guide if you want to follow that. But at this point now we're gonna talk about create recording our own macro. So my library adds holdings and exports records loc located in connection. I want to perform these steps with less clicks, so I'm going to create a macro by recording a new one.

279
Crystal Rodriguez 01:17:56.920 --> 01:17:59.320
So to start, I'm going to open up a bidley graphic record.

280
Crystal Rodriguez 01:18:08.720 --> 01:18:10.640
Right, oops, I must have done something wrong there.

281
Crystal Rodriguez 01:18:14.080 --> 01:18:16.880
Yep, I see what I did. I typed incorrectly here.

282
Crystal Rodriguez 01:18:19.000 --> 01:18:19.360
There we go.

283
Crystal Rodriguez 01:18:23.440 --> 01:18:31.120
Okay, so to begin the process of, of creating my own macro, I'm going to go to tools, macros manage. Again.

284
Crystal Rodriguez 01:18:33.800 --> 01:18:54.000
Now, because this is the first time I'm creating a macro, I need to create my own macro book, doing this will help me easily identify the locate my macros and preserve them in case of an upgrade or an install down the road. So I'm going to click on new macro or new book, sorry. And I'm just gonna call this.

285
Crystal Rodriguez 01:18:54.240 --> 01:18:54.440
Demo.

286
Crystal Rodriguez 01:18:56.320 --> 01:18:58.200
So I just type right in there, call it demo.

287
Crystal Rodriguez 01:19:01.560 --> 01:19:14.920
And now I'm going to click record so that I can re begin the process of recording a new macro. I have to give my macro a name I'm gonna call it hold export because that's what it's doing. And then I can put a little defi description here.

288
Crystal Rodriguez 01:19:16.720 --> 01:19:18.320
That it's gonna update holdings.

289
Crystal Rodriguez 01:19:20.000 --> 01:19:21.440
And export.

290
Crystal Rodriguez 01:19:23.200 --> 01:19:23.800
Click ok.

291
Crystal Rodriguez 01:19:25.680 --> 01:19:45.520
And you'll note that I get the little, a little pause play, and stop option up here in the corner. So right now connection is ready to record my macro, so all I need to do is follow the steps that I want my macro to follow. So on my toolbar, I am going to click on the.

292
Crystal Rodriguez 01:19:46.000 --> 01:19:47.040
Update holdings button.

293
Crystal Rodriguez 01:19:49.960 --> 01:19:51.240
Which is this button here.

294
Crystal Rodriguez 01:19:53.760 --> 01:20:12.640
And it's gonna take a moment but my you'll see that my added, my holdings were added, and now my next step is to export this record, so I'm going to go ahead and click on export. I see connections working. If I look down at the bottom I can see that I update holdings is complete and my export's ready. In my case it's ready because I haven't added.

295
Crystal Rodriguez 01:20:13.560 --> 01:20:22.360
A folder yet, but that does not affect my macro. So now that I've completed the two steps that I want my macro to complete, I'm going to go ahead and click on that stop.

296
Crystal Rodriguez 01:20:23.840 --> 01:20:26.960
And then my macro is added and we'll see that in a moment.

297
Crystal Rodriguez 01:20:28.920 --> 01:20:32.520
So I'm gonna close this record, open up a different record.

298
Crystal Rodriguez 01:20:42.440 --> 01:20:42.680
Alright.

299
Crystal Rodriguez 01:20:44.320 --> 01:20:57.000
And I want to start by noting that this record right now shows no holdings in my library. So I want to go ahead and run my macro. So for that, I'm going to go to tools macros manage.

300
Crystal Rodriguez 01:20:58.440 --> 01:21:12.960
And then I will see my macro in my macro book, so I see my mac, my new macro book of demo, and then I see my hold export, so I'll click on hold export, and then I'll click run. This happens very quickly, so hopefully you'll see that on the screen here.

301
Crystal Rodriguez 01:21:14.680 --> 01:21:24.400
So we see that my record now shows held by my library and it shows as ready to export once I add the export this destination.

302
Crystal Rodriguez 01:21:27.200 --> 01:21:31.480
Which is discussed in a previous class, that's just not added because of the this being a demo.

303
Crystal Rodriguez 01:21:33.080 --> 01:21:48.640
Alright, and then as I mentioned with the text strings later in the session, I will review how you can create keystroke shortcuts for your macros, so that you don't have to go to tools manage every time. I'm gonna go ahead and close out of that.

304
Crystal Rodriguez 01:21:50.880 --> 01:22:10.480
And then I actually have a couple of questions for you guys before we move on to the next section. So I'm gonna put the first question up on the board and then I'm going to start a poll for you. So you should be seeing the poll. Let me know in this chat if you're not. So which is true about constant data? It can be.

305
Crystal Rodriguez 01:22:10.640 --> 01:22:20.880
Applied to fixed or variable fields. It can be applied to a group of records, applies to displayed record or a list of saved records or all of the above.

306
Crystal Rodriguez 01:22:35.640 --> 01:22:36.680
Wait another moment or two here.

307
Crystal Rodriguez 01:22:56.480 --> 01:23:16.320
Alright, it looks like just about everybody had a chance to answer that. So the answer is all of the above. So constant data is, can be applied to fixed or variable fields. It can be applied to a group of records, that's done if you're doing, if you're using local Consta data and a local file, and it can be applied to a displayed record or a list of saved records. Same.

308
Crystal Rodriguez 01:23:16.640 --> 01:23:27.120
If you have added, if you're using offline processes, you've added your constant data to a local file, then you can apply it to that list of saved records.

309
Crystal Rodriguez 01:23:29.560 --> 01:23:31.600
Alright, I'm gonna next question for you.

310
Crystal Rodriguez 01:23:33.360 --> 01:23:41.280
True or false text strings can only be used for variable fields. You should be seeing.

311
Crystal Rodriguez 01:23:42.920 --> 01:23:44.960
I think you should, yeah, you should be seeing that poll now.

312
Crystal Rodriguez 01:24:05.200 --> 01:24:09.360
So the text strings is the where we did the demonstration with play away and the C bus.

313
Crystal Rodriguez 01:24:11.080 --> 01:24:13.160
Just in case, I know it was a little bit ago.

314
Crystal Rodriguez 01:24:27.720 --> 01:24:30.440
Okay, looks like just about everyone's answered that one.

315
Crystal Rodriguez 01:24:33.480 --> 01:24:50.320
Actually that is true. So text strings can only be used in the variable fields of your record. So you cannot create text strings that would apply to fixed fields. That's where you would want to use constant data. Okay.

316
Crystal Rodriguez 01:24:51.920 --> 01:24:56.120
And I think I have one more question for you guys. Yep. And then we're gonna go ahead and launch that.

317
Crystal Rodriguez 01:24:58.440 --> 01:25:06.120
Which options can you use to automate repetitive multi step actions such as a string of commands?

318
Crystal Rodriguez 01:25:11.280 --> 01:25:15.200
Is it user tools, macros, key maps or toolbar editor?

319
Crystal Rodriguez 01:25:42.800 --> 01:25:45.360
Alright, looks like we are just about done with that one.

320
Crystal Rodriguez 01:25:47.160 --> 01:26:07.160
So yes, the answer to that is macros. So strings of commands such as like hold and export or maybe hold and save, you know, add holdings and save to a local file, any of those types of commands that you want to be able to string together that an automate that.

321
Crystal Rodriguez 01:26:07.480 --> 01:26:13.240
Is a good use for macros. Okay, well thank you all for participating in that. I hope that was helpful.

322
Crystal Rodriguez 01:26:15.360 --> 01:26:21.400
And for an additional knowledge check, there, there are some questions at the end of the learner guide that you can review after this session too.

323
Crystal Rodriguez 01:26:25.760 --> 01:26:30.480
Then we're gonna move on now to talk about customization tools that are available.

324
Crystal Rodriguez 01:26:32.520 --> 01:26:52.840
So in addition to automation tools, connection client offers a few customization tools. These allow you to sign to assign user tools, edit your toolbar, and customize keystrokes. All of these will help you catalog using fewer clicks and allow for more cataloging efficiency. Deciding which to use depends on.

325
Crystal Rodriguez 01:26:53.040 --> 01:27:13.160
Whether you prefer to use quick access options, toolbar buttons, keystrokes or a combination of these. So user tools can be assigned for easy access to commands such as macros, menu items, and text strings. Use the toolbar editor to show the tools and menu commands that.

326
Crystal Rodriguez 01:27:13.560 --> 01:27:21.160
Best work for your workflows. Use key maps to view, create, edit, and restore keystroke shortcuts.

327
Crystal Rodriguez 01:27:25.000 --> 01:27:27.880
So we're gonna take a look at user tools in connection.

328
Crystal Rodriguez 01:27:29.600 --> 01:27:30.960
Let me go ahead and bring my connection up.

329
Crystal Rodriguez 01:27:33.520 --> 01:27:52.680
Okay, so user tools allow you to assign a character, a macro, a menu item or a text string for quick access option. They are then accessed through the menu bar or you can add a button to the toolbar. Up to ten user tools can be assigned, and I'm going to demonstrate adding my new macro.

330
Crystal Rodriguez 01:27:53.040 --> 01:27:58.160
And a text string to a user tool so that I can access those with fewer clicks.

331
Crystal Rodriguez 01:28:00.440 --> 01:28:20.440
Now, I already have the user tools button on my toolbar, but you may not yet. So you can also just like with the text strings, you can go to tools and then choose user tools, and right now I have ten available. None of those are assigned, so I can go ahead and just.

332
Crystal Rodriguez 01:28:20.720 --> 01:28:40.920
Click assign and as I mentioned, I have the option to assign this to multiple display commands. So first I'm going to assign it to my existing, my new macro, so I want to choose macro here, and when I do that I see the list of available macros for me. These are the OCLC generated ones, and here are the very first one.

333
Crystal Rodriguez 01:28:41.240 --> 01:28:55.880
Is the one that I created. So it's highlighted if it weren't, I would just click on it to highlight it. And then I go over to where it says select new user tool, and I can choose which tool I want this added to. I'm gonna add it to tool number one.

334
Crystal Rodriguez 01:28:57.720 --> 01:29:15.080
And I'm just gonna go ahead and click assign tool. And when I do that, I now see current user tool for this item is tool number one, and it gives me that description. If I wanted to unassign it, I would just keep that highlighted and clicked unassign, but I'm gonna leave that there. Going to go ahead and.

335
Crystal Rodriguez 01:29:17.000 --> 01:29:32.600
Then I want to add I want to assign my text string so I want to go ahead and click text to this time and I see my two text strings. So I'm going to assign my C bus to a text to a tool and I'm gonna say tool number two this time.

336
Crystal Rodriguez 01:29:34.400 --> 01:29:54.280
So I, I use the dropdown to change select new user tool to tool number two, click assign, and that assigns my user tool. And again, you can add menu items there as well, so let's say that you prefer to add a menu item for your export that your user tool number three, you can click and do the same process.

337
Crystal Rodriguez 01:29:56.200 --> 01:30:13.640
Or if there's certain characters that you find yourself using a lot, let's say you do a lot of cataloging in Spanish and you want to be able to add the up inverted question mark on a tool, user tool, you could do that. I'm just gonna go ahead and click close here so I can show you how that works then.

338
Crystal Rodriguez 01:30:16.880 --> 01:30:17.080
Alright.

339
Crystal Rodriguez 01:30:20.520 --> 01:30:22.600
So I'm going to go ahead and open up a record.

340
Crystal Rodriguez 01:30:28.000 --> 01:30:29.200
And apply that there.

341
Crystal Rodriguez 01:30:34.360 --> 01:30:34.560
Alright.

342
Crystal Rodriguez 01:30:39.520 --> 01:30:40.000
It's just taking a minute.

343
Crystal Rodriguez 01:30:45.960 --> 01:30:46.200
Alright.

344
Crystal Rodriguez 01:30:50.320 --> 01:31:08.480
Now to add that user tool because I have my box here I'm gonna just use the dropdown and I see my macro and I see my text there. I'm gonna go ahead and just click on macro and again we'll see that this record shows my holdings and is ready for export. So that happened pretty quickly there.

345
Crystal Rodriguez 01:31:11.480 --> 01:31:30.520
Alright, so that is the process of assigning user tools, and in a moment I'll show how you can add those single buttons to your toolbar as well. And then would be even less clicks. So, as you've probably noted, most menu items.

346
Crystal Rodriguez 01:31:30.640 --> 01:31:50.320
Have toolbar buttons available in connection client. However, not all of them display in the default toolbar. So you can edit the toolbar to meet your specific workflow such as adding toolbar buttons for your newly assigned user tool or macro. So to edit our toolbar, we're gonna go to tools.

347
Crystal Rodriguez 01:31:51.200 --> 01:31:52.720
And then we choose toolbar editor.

348
Crystal Rodriguez 01:31:55.160 --> 01:32:05.640
And we see all of the menu items that are available to us. You can scroll down or you can start to type. So I'm gonna start to type I'm just gonna put old there.

349
Crystal Rodriguez 01:32:07.920 --> 01:32:09.040
Actually it didn't come up for me.

350
Crystal Rodriguez 01:32:13.600 --> 01:32:15.320
I'm looking for my user tools.

351
Crystal Rodriguez 01:32:18.160 --> 01:32:37.160
Well, let's start with this separator actually. So, as you might notice in my connection, I have little separator lines here between certain sections. So if you want to add one of those, you would add the separator from your toolbar editor and you're just gonna highlight it and then drag it to wherever you want it. So i'm.

352
Crystal Rodriguez 01:32:37.360 --> 01:32:57.240
Put it after my export here, see that that just added a line there, and then you can just to return it, it's the same thing you just grab that and then drag it back down into the toolbar editor. So that's how you're gonna add or remove any of these items here. So I want, here's my user tools, so what I wanted to show you.

353
Crystal Rodriguez 01:32:57.840 --> 01:33:17.800
Is that I can add a button for my user tool one and two. So I just find that here in the editor. Again, I'm gonna click on it, drag it, I'm gonna put it at the next to this export here, and there's my one. So now I could just click on that one to add my macro.

354
Crystal Rodriguez 01:33:18.360 --> 01:33:21.080
To run my macro, and I can do the same with the two.

355
Crystal Rodriguez 01:33:22.800 --> 01:33:35.440
For that second user tool. And then I can just drag it back or I could click reset. I'm gonna go ahead and drag them back because I don't want to reset my other items. So there's closed. I'm closing that.

356
Crystal Rodriguez 01:33:38.040 --> 01:33:40.920
And then so the reset is gonna restore that back to your default.

357
Crystal Rodriguez 01:33:45.280 --> 01:34:05.520
And then let's say that you want to move one of these buttons that's already on your toolbar, so to do that, you would press and hold the alt key while you drag and drop that to a new location. So let's say that I want to move my reformat to the over here with my ALA. So I'm going to press.

358
Crystal Rodriguez 01:34:05.720 --> 01:34:17.960
And hold the alt key and drag that reformat over here. And then it moves it over. So that just allows you to move around your options to whichever way you prefer to have those.

359
Crystal Rodriguez 01:34:20.360 --> 01:34:23.760
Okay, so that is toolbar editor, and then.

360
Crystal Rodriguez 01:34:25.400 --> 01:34:45.560
Another option that many users prefer is to use keystroke shortcuts over clicking through commands. Connection client gives you the ability to customize these. You can assign a specific keystroke shortcut to a character, a macro, a menu item or a text string, allowing you to use these items with fewer clicks. So.

361
Crystal Rodriguez 01:34:45.960 --> 01:34:50.040
To get to that, we're gonna go to tools, and then key maps.

362
Crystal Rodriguez 01:34:52.360 --> 01:35:09.080
And we see the items that are already assigned the shortcuts that are already assigned by the default. So you can see those there by click, so if you're not sure what that keystroke is, and you need to find out, you can just click there and find that. If there's one that isn't assigned, you can assign one.

363
Crystal Rodriguez 01:35:10.960 --> 01:35:12.760
So let's say that I want to add.

364
Crystal Rodriguez 01:35:14.640 --> 01:35:15.320
Keystroke for.

365
Crystal Rodriguez 01:35:17.480 --> 01:35:19.680
My macro. So I want to choose macro.

366
Crystal Rodriguez 01:35:21.360 --> 01:35:41.360
Find my macro under demo hold export. Currently there's no keystroke, so I'm just gonna click in press new shortcut key, and I'm gonna say, let's say I want this to be control G So I just click control G and it pops up and it's gonna let me know that it's not already assigned to something so that's good. It means I can use it.

367
Crystal Rodriguez 01:35:42.240 --> 01:35:54.320
So I'm gonna go ahead then and click assign, and now if I came back into connection, I could just click control G to add that or to run that macro.

368
Crystal Rodriguez 01:35:58.480 --> 01:36:14.480
And then I can just highlight that and click or highlight the current shortcut key and click on unassigned to remove that. I get a question saying, yeah, I need to say yes, I that's what I wanna do. All right. Now.

369
Crystal Rodriguez 01:36:16.120 --> 01:36:20.840
Once you have assigned some shortcuts actually let me go ahead and assign that again so I can show you this.

370
Crystal Rodriguez 01:36:23.200 --> 01:36:42.960
Alright, then you can click on list all, but list all is just going to show your user defined shortcut keys. So if you're not sure what shortcut keys you assign and you need to figure that out, you can come here to the key maps, click on list all, and you'll see those. And as you see here, you can print your.

371
Crystal Rodriguez 01:36:44.400 --> 01:36:46.840
Or you can just view that. I'm gonna go ahead and click close.

372
Crystal Rodriguez 01:36:48.800 --> 01:36:50.640
I want to unassign that again.

373
Crystal Rodriguez 01:36:53.360 --> 01:37:12.200
Now to see a list of all of the assigned keystrokes within client, both the ones that are part of the software and the ones that you've created and assigned, you're gonna we're gonna close out of this key maps because to see that we need to go to the view menu, and then we're gonna choose assigned keys, and then.

374
Crystal Rodriguez 01:37:13.200 --> 01:37:33.280
We can change here from the select key map file right now. That's the custom, but we can oh sorry my apologies, it's that's just the only one available. It's custom. So here you can scroll through or you can print or copy to a clean keyboard so you can see what all of those options are. So, for example, you can see that if you want to add an.

375
Crystal Rodriguez 01:37:33.960 --> 01:37:35.400
It's just control alt H.

376
Crystal Rodriguez 01:37:39.040 --> 01:37:45.680
And you can start to click through or I'm sure you try this real quick.

377
Crystal Rodriguez 01:37:47.720 --> 01:38:07.800
Yeah, I was trying to see if I could try to start to type something but no unfortunately it's just a scroll through. But you can see the different options here. I do think you can, Yeah, you can sort the definition, so that put my text playway closer at the top, you can sort the source as well. So that's a way to work.

378
Crystal Rodriguez 01:38:08.080 --> 01:38:08.960
Through this if you need to.

379
Crystal Rodriguez 01:38:10.680 --> 01:38:12.120
Alright, so I'm gonna go ahead and close that.

380
Crystal Rodriguez 01:38:15.960 --> 01:38:16.240
Alright.

381
Crystal Rodriguez 01:38:23.480 --> 01:38:31.120
So that was a quick view of those customization tools. So to recap connection client offers several options for customization and optimization.

382
Crystal Rodriguez 01:38:32.520 --> 01:38:45.840
Use of these tools is dependent on your workflow preferences. However, using them can increase efficiency and minimize errors. So I don't see any questions, but I am gonna pause to allow time for that.

383
Crystal Rodriguez 01:38:48.040 --> 01:38:56.200
In the meantime, after today's session, if you do have any additional questions, you can reach our support team at help dot OCLC dot org.

384
Crystal Rodriguez 01:38:58.080 --> 01:39:11.240
And you can click on contact OCLC support to contact support in your region. How did you get to the assigned key window? Let me bring that back up. I apologize that that was a little fast. That is view.

385
Crystal Rodriguez 01:39:12.800 --> 01:39:15.040
And then assigned keys.

386
Crystal Rodriguez 01:39:17.960 --> 01:39:22.320
So that's, that's under the view menu instead of the other menus we had been working with.

387
Crystal Rodriguez 01:39:24.440 --> 01:39:25.200
Thank you for that question.

388
Crystal Rodriguez 01:39:30.280 --> 01:39:34.360
Alright, just waiting to see if there's any others, feel free to add anything. We do still have a little time.

389
Crystal Rodriguez 01:39:40.880 --> 01:40:01.120
And I'm just leaving up our support information here in case you have any questions that come up. Again, I just want to reiterate that that learner guide has a lot of links to our help documentation and it does review all of the things that we've talked about today, and it is a living document, it's a website that's gonna be updated regularly.

390
Crystal Rodriguez 01:40:02.640 --> 01:40:04.440
It's a good tool for you to keep handy.

391
Crystal Rodriguez 01:40:06.120 --> 01:40:07.240
To go with this class.

392
Crystal Rodriguez 01:40:10.040 --> 01:40:29.280
Alright, please feel free to add any questions if you have them, but in the meantime I'll take this moment to say thank you for your time and attendance today. At the end of the session, you will receive a le you'll be taken to a link for an evaluation. We would really appreciate your feedback. Just helps us to know that we're getting you the information.

393
Crystal Rodriguez 01:40:29.840 --> 01:40:34.520
That you need, helps us to improve these sessions going forward as needed.

394
Crystal Rodriguez 01:40:36.440 --> 01:40:40.080
And if there's any questions that might arise, you can always add those within there as well.

395
Crystal Rodriguez 01:40:47.000 --> 01:40:50.080
And I hope that this was useful for you. I know that.

396
Crystal Rodriguez 01:40:51.960 --> 01:41:00.480
These tools always helped me a lot when I was a catalog we're here at OCLC. So this is one of my favorite classes because I find these tools to be very helpful.

397
Crystal Rodriguez 01:41:05.600 --> 01:41:05.840
Alright.

398
Crystal Rodriguez 01:41:13.720 --> 01:41:26.480
And I'm not seeing any additional questions coming in, so I will hang out for a little while, just for a few more minutes, I think we may just end a little bit early and I'll give you guys a chance to fill out that evaluation before the class time's over.

399
Crystal Rodriguez 01:41:29.280 --> 01:41:39.560
That's, and so just again, thank you all very much and I will hang out for about a minute or two just to make sure there's no lingering questions. I am gonna go ahead and stop the recording though.