WEBVTT 1 "Crystal Rodriguez" (1719641856) 00:00:06.990 --> 00:00:26.990 So welcome to today's session, Connexion client five automation and customization. My name is Crystal Rodriguez and I am a product trainer with the OCLC Member Education team. Connexion Client includes several tools that can help you customize the interface to fit your local. 2 "Crystal Rodriguez" (1719641856) 00:00:26.990 --> 00:00:42.420 workflows and maximize your cataloging efficiency. Understanding these features can help you make informed decisions about their best use in your cataloging operations. 3 "Crystal Rodriguez" (1719641856) 00:00:42.420 --> 00:00:59.040 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" (1719641856) 00:00:59.040 --> 00:01:15.960 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. 5 "Crystal Rodriguez" (1719641856) 00:01:15.960 --> 00:01:32.250 So Connexion Client offers several automation tools, and let's briefly review some important facts about each of them. Library staff can create and apply constant data records to add standard content. 6 "Crystal Rodriguez" (1719641856) 00:01:32.250 --> 00:01:52.250 To bibliographic records without having to rekey. And you can use text strings for entering frequently used brief data anywhere in a record and macros are short programs to automate repetitive multi-step actions. You can. 7 "Crystal Rodriguez" (1719641856) 00:01:52.250 --> 00:02:02.970 Can use OCLC supplied macros and or record and apply custom macros. 8 "Crystal Rodriguez" (1719641856) 00:02:02.970 --> 00:02:21.120 It maybe difficult to determine which of the automation tools is best for your workflows, and this generally depends on several factors. As we proceed through this class, you will be able to determine which tool to use for your workflows based on your answers to the following questions. 9 "Crystal Rodriguez" (1719641856) 00:02:21.120 --> 00:02:36.960 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? 10 "Crystal Rodriguez" (1719641856) 00:02:36.960 --> 00:02:53.700 Fixed or variable field data or a subfield. 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" (1719641856) 00:02:58.920 --> 00:03:18.920 We will begin with reviewing some details about constant data records and then I will demonstrate creating and applying them. Use constant data to apply fixed field and or variable field data to a specific record format type. And here I'll pause, thank you, my coworker mallory. 12 "Crystal Rodriguez" (1719641856) 00:03:18.920 --> 00:03:37.770 Added the link to the learner guide for this course. I generally try to add that at the beginning and I did forget to do that, so thank you Mallory. And this is a web page that is dynamic and we, you can use it for this class and after as a reference, and I may ref refer to it throughout the class as well. 13 "Crystal Rodriguez" (1719641856) 00:03:37.770 --> 00:03:54.780 Okay, so getting back to constant data. Another use is when you will be applying the data to a displayed bibliographic record, work form or multiple saved records. Constant data records can be used to add an original cataloging template. 14 "Crystal Rodriguez" (1719641856) 00:03:54.780 --> 00:04:13.110 With fixed and variable fields. You also can use constant data records for regularly repeated content. Common uses include adding a single field such as a949 field with order information or adding a group of fields such as a local note. 15 "Crystal Rodriguez" (1719641856) 00:04:13.110 --> 00:04:32.699 In the five 90 field, a local subject heading in the six 90 field and or an order field in that 949. And just to note here that you can add a descriptive name and a my status to constant data records to help you identify those records that you created. 16 "Crystal Rodriguez" (1719641856) 00:04:36.479 --> 00:04:54.089 Just like when you're creating bibliographic records, there are two options for creating constant data records. While you're 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 online. 17 "Crystal Rodriguez" (1719641856) 00:04:54.089 --> 00:05:14.089 These constant data records can be saved to the online constant data file or a local constant data file. Regardless of where they are saved, they can be applied when working online. However, only records that are stored to a local save file can be applied when you're working offline. 18 "Crystal Rodriguez" (1719641856) 00:05:14.609 --> 00:05:34.609 Furthermore constant data records saved online will be available in WorldShare Record Manager if you're using both of those services. So my library has just received a collection of DVDs with closed captions. 19 "Crystal Rodriguez" (1719641856) 00:05:34.609 --> 00:05:38.579 Thing, and we need to add a 546 field. 20 "Crystal Rodriguez" (1719641856) 00:05:38.579 --> 00:05:58.579 Along with a 655 genre or form field to each of these records. As these are visual materials, we are 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, so we will create and save the constant data record. 21 "Crystal Rodriguez" (1719641856) 00:05:58.579 --> 00:06:05.009 Online. So let me hop over to my Connexion. 22 "Crystal Rodriguez" (1719641856) 00:06:05.009 --> 00:06:25.009 And since we're gonna save these online, I need to log on under file, log on, and I have my authorization number saved already, so I'm just gonna go ahead and click ok and close my welcome screen. For creating constant data records, we can use the menu, so we can use cataloging. 23 "Crystal Rodriguez" (1719641856) 00:06:25.009 --> 00:06:41.459 Create and constant data or just like our other tools in Connexion, we do have a shortcut for control shift N here or we can use the toolbar if we've added that. I'm just gonna go ahead and click this constant data here. 24 "Crystal Rodriguez" (1719641856) 00:06:41.459 --> 00:07:01.459 And then as I mentioned, I'm working with a visual materials work form type. So I'm gonna choose that under work form, and then I'll click ok. And this is gonna look a lot like our bibliographic work forms. So note that the work form includes fill characters. 25 "Crystal Rodriguez" (1719641856) 00:07:01.459 --> 00:07:16.139 These indicate elements that are required in a bibliographic record. You'll want to type over these fields that you intend to use or remove them. So note that removing them will cause a blank once they're applied. 26 "Crystal Rodriguez" (1719641856) 00:07:16.139 --> 00:07:34.949 If they are left in the constant data, they will be applied to the bibliographic record, and we will review this a bit further in our next example. So what I'm going to start with here is I'm going to enter that 546 field, and I can do that using these filled characters so I can just. 27 "Crystal Rodriguez" (1719641856) 00:07:34.949 --> 00:07:54.569 Type over the four six here or the blocks, I mean. And I don't have any indicators, so I'm just gonna tab to remove those in that fill character there. And then I'll type in my text of closed captioned. 28 "Crystal Rodriguez" (1719641856) 00:07:54.569 --> 00:08:11.609 Now I also want to add a 655, so again, I can use that fill character that's there for me. And in this case, my 1st indicator is blank, so I'll just tab to remove that character, and then my second indicator is seven. And I'm going to add. 29 "Crystal Rodriguez" (1719641856) 00:08:11.609 --> 00:08:31.609 My text. And then I need a subfield two and now I'm gonna go down to the end of the record and I'm going. 30 "Crystal Rodriguez" (1719641856) 00:08:31.609 --> 00:08:34.979 To add a field. So to do that I'm just gonna click in the last field. 31 "Crystal Rodriguez" (1719641856) 00:08:34.979 --> 00:08:54.979 And then I'll hit enter to add a blank field, and I'm gonna type in a 590 and I'll tab across the indicators, and then I'm typing in that this is donated by friends of the library. Now just like when we're working with bibliographic records, we now can. 32 "Crystal Rodriguez" (1719641856) 00:08:54.979 --> 00:09:13.739 Reformat to move these fields into the right order. So for that, I'm going to go to the, sorry, I'm gonna use my reformat on my toolbar here and note that by doing that. 33 "Crystal Rodriguez" (1719641856) 00:09:13.739 --> 00:09:33.269 I now just have those three fields and the other fields were removed and that reformat is also under the edit menu menu and reformat or again, I have control R as a shortcut there. 34 "Crystal Rodriguez" (1719641856) 00:09:36.629 --> 00:09:54.239 Now, because a couple of staff members are going to be working on this, I want to make sure to save this in my online save file. So for that, I'm going to go to action and then say save record to online file, and I do have those other options that appear for me. 35 "Crystal Rodriguez" (1719641856) 00:09:54.239 --> 00:10:14.239 And then I have to give this a name, so I am just gonna call it this CC. Now, setting a default is not required, but do note that if you assign a default, you're gonna determine at that point if you want to apply fixed fields. 36 "Crystal Rodriguez" (1719641856) 00:10:14.239 --> 00:10:34.199 Variable fields or both. And this enables you to apply the constant data with fewer clicks. You will want to keep in mind that you cannot delete your default local constant data once that's assigned, but that's if you're adding it to the local file. So I am going to go ahead and save this as my default. 37 "Crystal Rodriguez" (1719641856) 00:10:34.199 --> 00:10:51.809 And then this is where I can add a status, so I'm just gonna add my initials just so that I can identify this record later. And then I'll click ok. And here's where I can indicate if I want to apply fixed variable or both. 38 "Crystal Rodriguez" (1719641856) 00:10:51.809 --> 00:11:10.709 So for this example, since I didn't really do anything to the fixed fields I'm just gonna say variable and I'll click ok here. And just another reminder that that reformat action that we took, you wanna make sure you don't do that until you're done with your edits because it does remove those blank fields. 39 "Crystal Rodriguez" (1719641856) 00:11:10.709 --> 00:11:29.069 So now to apply our constant data, I'm going to go ahead and open up an OCLC record, I'm just searching that using the quick toolbox there. 40 "Crystal Rodriguez" (1719641856) 00:11:32.819 --> 00:11:52.819 And I'll find my constant data to apply it under the edit menu, and then constant data, and it's in my online file, so I'm gonna choose online. And for this example, I'm going to go ahead and apply by default because that's I set this as my default, but I do also have the option of applying by name. 41 "Crystal Rodriguez" (1719641856) 00:11:52.819 --> 00:11:56.939 Or applying from the list. 42 "Crystal Rodriguez" (1719641856) 00:11:56.939 --> 00:12:16.939 So I'm gonna click apply to default, and then because I set my default to only apply the variable fields, nothing happened to my fixed fields. But if we scroll through my variable fields, we see that those three fields that I had on my constant data were added, and we can not only see them, but we also see the little carrot that indicates that we're editing here. 43 "Crystal Rodriguez" (1719641856) 00:12:21.899 --> 00:12:37.589 And then from there you would be able to continue to edit your record and proceed with adding holdings, exporting whatever your your next steps. For my example, I'm just going to go ahead and close out of this. 44 "Crystal Rodriguez" (1719641856) 00:12:37.589 --> 00:12:56.939 And I'm not gonna save my edited record. Alright, so there are some important things to keep in mind. 45 "Crystal Rodriguez" (1719641856) 00:12:56.939 --> 00:13:12.539 That constant data records do not retain empty fields or elements. So if you select to apply fixed fields from constant data, they will overwrite any existing data. So I'm going to show you now how you can insert blank fields. 46 "Crystal Rodriguez" (1719641856) 00:13:12.539 --> 00:13:28.139 Keep some fields and preserve fixed fields to avoid that overwriting. So when you're working with fixed fields, you will need to add an asterisk to preserve the fixed field value in the bibliographic record when you apply the. 47 "Crystal Rodriguez" (1719641856) 00:13:28.139 --> 00:13:46.769 So it'll be preserved when you apply the constant data. And then you're going to use a blank or leave the fill character if you do not want to retain the existing data. Remember that fill characters are those prompts for required elements. 48 "Crystal Rodriguez" (1719641856) 00:13:46.769 --> 00:14:02.849 For variable fields, to insert empty fields, enter one or more placeholder characters or enter a delimiter, a space, the pipe character, the word blank, and then. 49 "Crystal Rodriguez" (1719641856) 00:14:02.849 --> 00:14:18.509 Again, the pipe character, as you can see here on the slide. Variable fields can be entered anywhere in the record. And then you're gonna wanna use reformat to remove those blank fields. 50 "Crystal Rodriguez" (1719641856) 00:14:18.509 --> 00:14:37.529 And just another note here that the process of creating constant data records and retaining fields and elements is slightly different in record manager. So you'll want to visit our help site for information on those steps if you are working with constant datas in WorldShare Record Manager. 51 "Crystal Rodriguez" (1719641856) 00:14:41.849 --> 00:14:58.619 And here we see an example of showing some of those steps that I've just outlined. So you'll note the highlighted areas showing the filled characters, the blanks, the retention, using, and then the asterisks as well. 52 "Crystal Rodriguez" (1719641856) 00:15:01.859 --> 00:15:19.559 And here we see an example of how those were applied to that bibliographic record, those, so we see that fill character, we see that the date was retained. Some of the other fields were retained, and we see like, e.g., the 264, we have that blank. 53 "Crystal Rodriguez" (1719641856) 00:15:19.559 --> 00:15:35.069 There, and I'm gonna jump back to show you that's because we had that word blank in within the pipe characters there. And we see that as well in our 949 field. And in just a few moments, we'll go ahead and actually. 54 "Crystal Rodriguez" (1719641856) 00:15:35.069 --> 00:15:55.069 See this within Connexion. So with that, let me jump over to my Connexion. So now my cataloger wants to create a constant data record as a template for a collection of titles that all indicate that they were. 55 "Crystal Rodriguez" (1719641856) 00:15:55.069 --> 00:16:02.009 Selected for a celebrity book club. They will need to use this when they're working both online and offline. 56 "Crystal Rodriguez" (1719641856) 00:16:02.009 --> 00:16:22.009 So for that example, we're going to save it to our local constant data file instead of our online. So again, we have the option of using cataloging menu and then the create constant and choose constant data or in this case I'll just use control shift N as my keys. 57 "Crystal Rodriguez" (1719641856) 00:16:22.009 --> 00:16:38.999 Key map there. And this is going to be used for books, so I'm going to leave the work form type as books, and I'll click ok. Alright, so we want to. 58 "Crystal Rodriguez" (1719641856) 00:16:38.999 --> 00:16:55.259 Make sure that the fill character is for the ELvL fixed field is transferred to our bibliographic records, so we're going to go ahead and leave that fill character there. And then under the language we want to change that to ENG because we want. 59 "Crystal Rodriguez" (1719641856) 00:16:55.259 --> 00:17:13.679 Our records to have the ENG overwritten for English, and then we're going to under country, we're just gonna leave those blank, and by doing that, that is going to remove what is in the bibliographic record and just leave that field blank. 60 "Crystal Rodriguez" (1719641856) 00:17:20.819 --> 00:17:38.009 And then under the DESC, we're gonna go ahead and add an I under DTST we'll add S And then our dates we're gonna wanna preserve what's in the record. So we're just going to add in four asterisks there. 61 "Crystal Rodriguez" (1719641856) 00:17:38.009 --> 00:17:58.009 And then remember that if you don't add those asterisks, then those field characters will overwrite any dates that are in the bibliographic record. And then under the litfic, I'm gonna go ahead and make that an asterisk, but I will note that we could just make that a one or leave that because most of these. 62 "Crystal Rodriguez" (1719641856) 00:17:58.009 --> 00:18:15.269 The majority of these books are going to be fiction books, but I'm just going to go ahead and make that an asterisk just for our demonstration purposes right now. So that's working with the fixed fields, but then let's look at the variable fields. So I want to add a 264. 63 "Crystal Rodriguez" (1719641856) 00:18:15.269 --> 00:18:35.269 So I'm going to add a field under the 2600. I'll add in a 264 field. My 1st indicator is blank and my second indicator is going to be a four. And then this is where I want to have a blank subfield C transferred over. So I'm going to add in the subfield C and then I'm going to use that pipe. 64 "Crystal Rodriguez" (1719641856) 00:18:35.269 --> 00:18:43.829 Character the word blank in all care capitals and then the pipe character again. 65 "Crystal Rodriguez" (1719641856) 00:18:43.829 --> 00:18:59.609 And then under my 500 field, I want to add a note. Oops, that this title is selected from the Reese Witherspoon's. 66 "Crystal Rodriguez" (1719641856) 00:18:59.609 --> 00:19:17.669 Hello Sunshine book club. Oops. Get that typed in there. And then we're gonna add a 949 field, so I'm gonna add that at the end of the record. 67 "Crystal Rodriguez" (1719641856) 00:19:17.669 --> 00:19:36.029 Again I'll hit enter to add a field, and then I want to have a subfield C, and I just want this oops, and I just want this to say call number, I want my subfield G to be blank, so we're using that pipe. 68 "Crystal Rodriguez" (1719641856) 00:19:36.029 --> 00:19:56.029 Capital blank pipe, and then I've got a few other fields that I'm going to edit in here We'll get those added real quick. Just two more and actually we're just gonna go. 69 "Crystal Rodriguez" (1719641856) 00:19:56.029 --> 00:19:57.959 Go ahead and leave those for now. 70 "Crystal Rodriguez" (1719641856) 00:19:57.959 --> 00:20:17.959 Alright, and now that I have edited and added all of my fields, I'm going to go ahead and reformat, so I can, this time I'll use the edit reformat option, and then we're gonna save this to our local file. 71 "Crystal Rodriguez" (1719641856) 00:20:17.959 --> 00:20:23.519 So this is done in a similar way. We're going to go ahead and say action. 72 "Crystal Rodriguez" (1719641856) 00:20:23.519 --> 00:20:43.519 Save but this time we're gonna say save record to local file, and I'm gonna name it I do not want to set this as my default, but I do want to add a status. Now, when you're saving to local files, it's not always. 73 "Crystal Rodriguez" (1719641856) 00:20:43.519 --> 00:20:49.139 Is necessary to add a status because typically you're the only person working on that workstation, but. 74 "Crystal Rodriguez" (1719641856) 00:20:49.139 --> 00:21:06.779 It's helpful if you do have multiple people working on the same workstation for some reason. So I'm gonna go ahead and click ok there Now, at this point, my. 75 "Crystal Rodriguez" (1719641856) 00:21:06.779 --> 00:21:22.859 Librarian has realized that they want to set up a default MyStatus for constant data so that they can avoid having to add that every time. So for that we can go to tools options, and then we want to go to. 76 "Crystal Rodriguez" (1719641856) 00:21:22.859 --> 00:21:38.639 The my status tab, and I already have a default added for my bibliographic records, but I can add one for my constant data just clicking in that box there and then I can add my initials, click apply, and then close. 77 "Crystal Rodriguez" (1719641856) 00:21:38.639 --> 00:21:55.739 And then that way the next time I would create a constant data, I wouldn't have to add that status. Alright, so now let's go ahead and pull up an example of bibliographic record again. I'm using my OCLC number. 78 "Crystal Rodriguez" (1719641856) 00:22:01.469 --> 00:22:21.469 And this time I'm going to go again to edit, and then the constant data, but I'm choosing local, and I'm going to choose to apply by name for this example, and I already have my name typed in there, but if I didn't I would just type books typical. And here is, because this isn't my default I have to. 79 "Crystal Rodriguez" (1719641856) 00:22:21.469 --> 00:22:28.529 Choose whether I want this applied to fixed variable or both. I'm going to go ahead and apply it to both and click ok. 80 "Crystal Rodriguez" (1719641856) 00:22:28.529 --> 00:22:47.339 Oh, that's unusual. I got a note saying that it's in use. I think it's because I did not close my previous Yes, that's what happened. I didn't close my constant data when I was creating it. So let's do that. 81 "Crystal Rodriguez" (1719641856) 00:22:47.339 --> 00:23:02.699 Alright, so let's go back to our bibliographic record, just down here. It's kind of got shrunk down for me. Alright, let's try that again. So edit constant data local. 82 "Crystal Rodriguez" (1719641856) 00:23:02.699 --> 00:23:22.699 Apply by name and then let's go ahead and click ok. There we go. So there you'll see that you do want to make sure you close that constant data record after you've saved it before you try to apply or you'll get the error that I got. So now we can see, we'll go up to our fixed fields and we see those retentions, so we see that the field character. 83 "Crystal Rodriguez" (1719641856) 00:23:22.699 --> 00:23:24.029 Director came over. 84 "Crystal Rodriguez" (1719641856) 00:23:24.029 --> 00:23:43.379 English is there, our date are filled for the, it kept the one that was in the record for the lit fick. The DESC is I as we had indicated. Single date under DTST, and then our country is blank, so of course we would have to add our country at that point. 85 "Crystal Rodriguez" (1719641856) 00:23:43.379 --> 00:24:03.379 Before we would proceed with this record. And then we see in our variable fields the blank 264 so we can add whatever text we need, but at least we've got that field in there. We have our 500 note, and if we go down to our 949, we see that it's there and that blank under the subfield G for us to be. 86 "Crystal Rodriguez" (1719641856) 00:24:03.379 --> 00:24:05.189 Be able to edit and proceed. 87 "Crystal Rodriguez" (1719641856) 00:24:05.189 --> 00:24:25.189 So we would need to edit this further before we could proceed. So for my example, I'm just going to go ahead and save this to my online file for me to continue later on. So for that, I'm going to go to action. 88 "Crystal Rodriguez" (1719641856) 00:24:25.189 --> 00:24:28.949 And then save record to online file. 89 "Crystal Rodriguez" (1719641856) 00:24:28.949 --> 00:24:48.949 And then I get my online file number to so that I can retrieve that later from the bibliographic save file. Now, as I had previously mentioned, you may find that deriving a constant data record from an existing bibliographic or constant data record will minimize. 90 "Crystal Rodriguez" (1719641856) 00:24:48.949 --> 00:24:58.649 the time it takes to and help you avoid errors. The derived command enables you to transfer data from an existing constant data record. 91 "Crystal Rodriguez" (1719641856) 00:24:58.649 --> 00:25:18.209 Or that bib record in order to then create a new constant data record. You'll want to use this option when you need to transfer several fields from a bibliographic record into your constant data or maybe you have an existing constant data record that contains some of that same information that you want in the new one. 92 "Crystal Rodriguez" (1719641856) 00:25:18.209 --> 00:25:34.679 And then you'll want to remember that it's important that you edit that carefully prior to saving your constant data. Now just when we're working with or just like when we're working with bibliographic records. 93 "Crystal Rodriguez" (1719641856) 00:25:34.679 --> 00:25:54.679 You will want to begin with reviewing your derived record settings and note that these will apply to both bibliographic records and constant data. So these steps are the same that we reviewed during our editing records class if you attended that, but I'm gonna go ahead and walk through that. So we'll go to the tools. 94 "Crystal Rodriguez" (1719641856) 00:25:54.679 --> 00:25:59.969 Menu. This is a one time optional setup, so we'll go to tools. 95 "Crystal Rodriguez" (1719641856) 00:25:59.969 --> 00:26:16.499 Options, and then we're going to choose the derive record tab, and this is where you can indicate which fields you want to be transferred from that existing record when you create. 96 "Crystal Rodriguez" (1719641856) 00:26:16.499 --> 00:26:36.499 Or when you derive a new record. So typically the one XX through eight XX are selected by default, but I, for my example I don't want to transfer the one XX, so I'm gonna leave that unchecked. And then I'm going to go ahead and click apply and close. 97 "Crystal Rodriguez" (1719641856) 00:26:36.499 --> 00:26:56.219 So let me pull up an example record again using the OCLC number. So here I'm going to derive a constant data. So this is under our edit menu. 98 "Crystal Rodriguez" (1719641856) 00:26:56.219 --> 00:27:16.219 Again, actually here we'll click on derive and then we'll choose new constant data. We are asked whether we want to transfer the fixed field values as well. For my example, I am going to say NO, and then you would want to review the data. 99 "Crystal Rodriguez" (1719641856) 00:27:16.219 --> 00:27:23.849 Data in your transferred fields and edit or remove it as necessary. So I only want to retain. 100 "Crystal Rodriguez" (1719641856) 00:27:23.849 --> 00:27:40.499 The 600 subfield zeros, 650 subfield zeros, the four nineties and the eight thirties. So therefore I'm going to go ahead and remove the others. I can do that either by clicking on the doing a right click and saying delete field. 101 "Crystal Rodriguez" (1719641856) 00:27:40.499 --> 00:27:59.819 Or I can use the alt delete shortcut on each of those fields. You also can use the edit menu to delete fields as well. So if you go to edit cut copy paste, you can choose delete field there or you have your. 102 "Crystal Rodriguez" (1719641856) 00:27:59.819 --> 00:28:19.819 Toolbar if you have that set up. So I'm just going to leave these 1st three fields here, and then I'm gonna get rid of everything except for the everything else except for the 830. And then I want to save this to my online file, so. 103 "Crystal Rodriguez" (1719641856) 00:28:19.819 --> 00:28:39.479 Again action, save record to online file, and I'm going to name this and you'll see that because we set up that my status, I don't have to add that in, and I don't want to make this my default, so I'm just gonna go ahead and click ok. 104 "Crystal Rodriguez" (1719641856) 00:28:44.909 --> 00:29:01.049 Alright, and I'm going to close that. Now to apply this constant data, I want to actually apply this to a blank bibliographic work form. So 1st I need to open up the work form. So for that I'm going to go to cataloging and then create. 105 "Crystal Rodriguez" (1719641856) 00:29:01.049 --> 00:29:17.009 And I'm gonna say single record and I'm gonna choose books, and then I have my work form. And I'm going to go now to edit constant data, and I'm choosing online. 106 "Crystal Rodriguez" (1719641856) 00:29:17.009 --> 00:29:32.849 And then this time I want to apply from a list. So I have the option to search by my status or by the name. I'm gonna go ahead and just search by my status and click OK, and I get the two examples that we've created, and then. 107 "Crystal Rodriguez" (1719641856) 00:29:32.849 --> 00:29:52.849 I select just by clicking, I select the rice fick that I just created from that list and I can choose which, whether I want to apply fixed variable or both. I'm going to go ahead and just apply fixed the variable here, and then I'll click apply. 108 "Crystal Rodriguez" (1719641856) 00:29:52.849 --> 00:29:54.149 By selected. 109 "Crystal Rodriguez" (1719641856) 00:29:54.149 --> 00:30:14.149 And we see that those were applied to my record and then here's where I would be able to reformat or make my additional edits. In this case because this is a new record, I would want to go ahead and make my additional edits before. 110 "Crystal Rodriguez" (1719641856) 00:30:14.149 --> 00:30:17.429 The formatting. 111 "Crystal Rodriguez" (1719641856) 00:30:17.429 --> 00:30:37.429 But since that's just e.g., I'm just gonna go ahead and close that. As previously mentioned, constant data records that are saved to your local constant data file can be applied to records that you've saved to a local save file. 112 "Crystal Rodriguez" (1719641856) 00:30:37.429 --> 00:30:39.809 File for offline processing. 113 "Crystal Rodriguez" (1719641856) 00:30:39.809 --> 00:30:59.809 So you can apply constant data on one record at a time or to multiple records at a time when you're working offline. So for this I already have several records that I've saved to my local file. So 1st I need to log off because I want to work offline now. I'm going to search my local file. 114 "Crystal Rodriguez" (1719641856) 00:31:03.389 --> 00:31:23.389 And I've I'll select my local file that I've already added these records to and I'll click ok to make sure I get all of them. And then here I can add just for one record or in the same way that we work with local files and search rep search results in other classes, you. 115 "Crystal Rodriguez" (1719641856) 00:31:23.389 --> 00:31:41.669 Can use the shift, click to choose multiple records that are next to each other or you can use control, click. Yeah, control and select the next one in order to choose more than one record. But I want to just add to these. 116 "Crystal Rodriguez" (1719641856) 00:31:41.669 --> 00:31:58.319 The number two and three here and just the same way we have been doing, we'll go to edit, constant data, local, and then we can choose to apply our default. 117 "Crystal Rodriguez" (1719641856) 00:31:58.319 --> 00:32:18.319 And then it will apply. Now, unfortunately we don't see anything that lets us know that that happened, so we would have to open up the record to confirm it. And we see there that my default from previously the title from cover was added and then you would just proceed. 118 "Crystal Rodriguez" (1719641856) 00:32:18.959 --> 00:32:38.959 As needed from there. Okay, I'm gonna close out of that. So you can view and change your default. So the online default constant data record is associated with each Connexion. 119 "Crystal Rodriguez" (1719641856) 00:32:38.959 --> 00:32:40.169 Authorization. 120 "Crystal Rodriguez" (1719641856) 00:32:40.169 --> 00:33:00.059 Therefore, if multiple staff are using the same authorization, you will share one default constant data. And then as I mentioned before, the local default constant data records are added to a local file by your workstation. You can create multiple local files to accommodate a situation. 121 "Crystal Rodriguez" (1719641856) 00:33:00.059 --> 00:33:15.479 Where more than one person is using that workstation, and you can find additional information on that on our help site. If you want to see a list of your existing constant data and your current default. 122 "Crystal Rodriguez" (1719641856) 00:33:15.479 --> 00:33:35.479 Then you're going to go to the cataloging search menu, and then you'll choose either your online constant data or your local, whichever you're looking for. I'm gonna choose online. I do have to sign in because I had previously signed out. I will leave the search box empty to get results for all of my. 123 "Crystal Rodriguez" (1719641856) 00:33:35.479 --> 00:33:53.039 Constant data. So I'll click ok here and you'll see those that I just created, but I also see some that some of my colleagues have created using the same authorization number. And we see the default is listed right now at the top of our screen here. It says default record. 124 "Crystal Rodriguez" (1719641856) 00:33:53.039 --> 00:34:08.369 And it's that VISCC that we created. If I want to change that, then I can go to edit constant data, choose local oh well NO, why isn't that working? 125 "Crystal Rodriguez" (1719641856) 00:34:08.369 --> 00:34:24.689 That should have worked. Give me a sec here. Constant data online, and then I should be able to choose set default. Let me see why that's not working. I think I have to have it open 1st. 126 "Crystal Rodriguez" (1719641856) 00:34:24.689 --> 00:34:44.689 Let's try that again. Yes, I apologize. So you have to open up the record 1st and then go to edit constant data. I'll say online here because I want to set that as my online default, click set as default, and again then I'm indicating what I want. 127 "Crystal Rodriguez" (1719641856) 00:34:44.689 --> 00:35:04.349 Not to apply, whether it's fixed variable or both. I'll just keep variable here and click ok. Well I got an error on that one, something wrong with this record, this field. So we would have to review that and then apply that. Let's try a different example. Let me go ahead and try this rice fick that we just created. 128 "Crystal Rodriguez" (1719641856) 00:35:04.349 --> 00:35:24.029 Constant data online set as default. I'm gonna say variable, click ok, and now it worked. We don't really get anything indicating that, so we would have to then go back and check again to see now that our default record shows as that rice fix that I just created. 129 "Crystal Rodriguez" (1719641856) 00:35:28.949 --> 00:35:46.589 Now lastly, when, when talking about constant data, you may need to delete constant data if the content is NO longer necessary for you. However, do keep in mind that you cannot delete the default, so you would want to make sure you change that default 1st. 130 "Crystal Rodriguez" (1719641856) 00:35:46.589 --> 00:36:06.419 So with with our list of records showing, we then can go click on the record that we want to delete, so let's say that I wanted to delete this previous VIS here, so I can go then to the action menu and then just choose delete record. 131 "Crystal Rodriguez" (1719641856) 00:36:06.419 --> 00:36:24.299 And I'm asked am I sure? I'm gonna say yes, and then that takes that away. So pretty simple to delete that, very similar to when we're working with our bibliographic. Okay, before I move on to our next topic, I just want to check to see if there's any questions that have come in. I don't see anything. 132 "Crystal Rodriguez" (1719641856) 00:36:28.319 --> 00:36:48.319 All right, let me jump back over to our PowerPoint then. So another automation tool is text strings. Use text strings to supplement constant data for entering frequently used brief data anywhere in records. They can be used for instance. 133 "Crystal Rodriguez" (1719641856) 00:36:48.319 --> 00:37:00.629 Learning common elements like subfield text, a location or local notes. Used text, sorry, use text strings for adding to variable fields or parts of fields. 134 "Crystal Rodriguez" (1719641856) 00:37:00.629 --> 00:37:18.209 You can include tags, indicators, delimiters, subfield codes, diacritics, and special characters. Text strings can also consist of single or multiple lines or fields. You'll need to remember that they are applied at the cursor position. 135 "Crystal Rodriguez" (1719641856) 00:37:18.209 --> 00:37:36.209 There is NO character limit, and they are stored locally. So let's go over to Connexion and work with our text strings. Text strings are found under the tools menu, and then the text strings menu. 136 "Crystal Rodriguez" (1719641856) 00:37:36.209 --> 00:37:56.209 Or if you have the toolbar button, you can use that. So I'm going to go ahead and click on add to add a text string. I have to give the text string a description or a name, and then in the text box I'm going. 137 "Crystal Rodriguez" (1719641856) 00:37:56.209 --> 00:37:57.899 Going to enter the string. 138 "Crystal Rodriguez" (1719641856) 00:37:57.899 --> 00:38:17.899 It is important to enter the text string exactly as you want it to be applied. If you plan to add a tag, be sure to include spaces for indicators or indicator values if they exist before you enter the text. And I'll show a couple examples of that. So in the text box here, 1st I'm just going to. 139 "Crystal Rodriguez" (1719641856) 00:38:17.899 --> 00:38:19.680 To enter the tag field. 140 "Crystal Rodriguez" (1719641856) 00:38:19.680 --> 00:38:39.680 I am not entering any indicators, but I do need to have spaces for those because I want those to be blank and then I'm gonna enter in my text and when I'm finished, I'll click on ok. 141 "Crystal Rodriguez" (1719641856) 00:38:39.680 --> 00:38:43.770 Okay. 142 "Crystal Rodriguez" (1719641856) 00:38:43.770 --> 00:39:00.030 And then I'll go ahead and close this text string window just because I want to show you now how you can manage the win the text strings. So those are managed in the same place, however it will look a little bit different. So we're gonna go to tools, text strings, and we see it's our, our string that we just created. 143 "Crystal Rodriguez" (1719641856) 00:39:00.030 --> 00:39:16.140 So to edit that string, we're going to 1st check, click on that to make sure it's selected, and then we'll click on modify, and then that brings up that box to allow me to edit. But I'm going to go ahead and cancel that because what I want to do. 144 "Crystal Rodriguez" (1719641856) 00:39:16.140 --> 00:39:35.550 No I do apologize, I'm gonna go ahead and modify that and I want to add a couple extra fields here. So I want to add another 538 field with a note. Oops, see and I need to make sure I have those two spaces. 145 "Crystal Rodriguez" (1719641856) 00:39:35.550 --> 00:39:52.560 Just indicating what's coming with the playaway here and the batteries are required as a note. And then I'll hit enter to add another line. 146 "Crystal Rodriguez" (1719641856) 00:39:52.560 --> 00:40:12.560 And this time I'm gonna have my 1st indicator be blank, so I'm gonna have a space, and then my second indicator is seven. And I always like to point out this next thing because it might look a little bit weird. We're not putting a space before our text here. So I'm just going to add a note for brand name here. 147 "Crystal Rodriguez" (1719641856) 00:40:16.530 --> 00:40:34.080 And we don't want to put that space because the text is gonna go in directly into that field, and if we put the space before we say play away, it'll put a space in our text string. So we're gonna go ahead and click ok. 148 "Crystal Rodriguez" (1719641856) 00:40:34.080 --> 00:40:51.420 And then if we wanted to delete a text string, we would just in the same text strings box, we would select that and choose delete. But I'm not gonna do that for my example. Alright, I'm gonna close that box and show you how to apply the text string. So I'm going to go ahead and open up a record. 149 "Crystal Rodriguez" (1719641856) 00:40:55.620 --> 00:41:15.620 And I will create a blank field underneath of the last 500 by hitting enter after clicking on that field. And then because I know that I want the text string to start at the tag point, I need my cursor in. 150 "Crystal Rodriguez" (1719641856) 00:41:15.620 --> 00:41:34.080 In the tag box, and I'll click on tools that text strings, and then I'll check the text string I want and I'll click apply. Now you also if you have the text string box showing in your. 151 "Crystal Rodriguez" (1719641856) 00:41:34.080 --> 00:41:54.080 Keith, in your toolbar, you can, I'll close this and show this. You can actually just click that dropdown and then you can choose play away right there. So I'll do that and we see that the three fields were just added there for me and see why we don't want to add that space after the seven and the 655. 152 "Crystal Rodriguez" (1719641856) 00:41:54.080 --> 00:42:00.450 Because we want to make sure that there's no space in our text there. 153 "Crystal Rodriguez" (1719641856) 00:42:00.450 --> 00:42:20.450 And then we would proceed by choosing to reformat, save, adder holdings, export, et cetera. Alright, so another example of text strings is that we can use them for commonly used field data or text that will be applied throughout the room. 154 "Crystal Rodriguez" (1719641856) 00:42:20.450 --> 00:42:21.240 Record. 155 "Crystal Rodriguez" (1719641856) 00:42:21.240 --> 00:42:41.240 So my library often needs to add subfields to subject headings and creating a text string can help me do that in less clicks. So I can use that dropdown for the text strings box to click and click on manage to open that. Or again, I could use the tools menu. But now I've got the managed box open, so again, I'm just gonna go ahead and click. 156 "Crystal Rodriguez" (1719641856) 00:42:41.240 --> 00:43:00.720 Add and I'm gonna call this C bus for Columbus. And I know that I'm going to need to add subfield Z, Ohio and subfield Z Columbus to a lot of my records. So I want to create a text string for that. So I'm just going to start adding that in control or adding my subfield. 157 "Crystal Rodriguez" (1719641856) 00:43:00.720 --> 00:43:20.720 Z for Ohio and then my subfield Z for Columbus, and then I'll click ok. 158 "Crystal Rodriguez" (1719641856) 00:43:20.720 --> 00:43:24.300 So this would be very helpful because I may want to add. 159 "Crystal Rodriguez" (1719641856) 00:43:24.300 --> 00:43:43.140 I might also might yeah sorry I may want to also create a text string for Columbus Ohio to be able to add into fields like my 245264, et cetera. That's another use case for that. But for our example I'm just going to go ahead and pull open a record. 160 "Crystal Rodriguez" (1719641856) 00:43:43.140 --> 00:44:03.140 Again, let me close my previous one, and I'm going to, in this record, I'm gonna create a 650 field under my 546. I'll. 161 "Crystal Rodriguez" (1719641856) 00:44:03.140 --> 00:44:10.830 And hit enter to add that field. I'm gonna enter a 650 1st indicator is blank. Second indicator is gonna be. 162 "Crystal Rodriguez" (1719641856) 00:44:10.830 --> 00:44:29.670 A two, and then I'm gonna enter in rural education, and then I'll add a space there. And here I'm going to add that C bus. 163 "Crystal Rodriguez" (1719641856) 00:44:29.670 --> 00:44:49.650 Text strings, so again, I want my cursor in the right location, and then I can go to tools, text strings, and I select my text string, and I'm going to click, apply and close, and we see that that applied it right there in that 650 field. 164 "Crystal Rodriguez" (1719641856) 00:44:49.650 --> 00:45:09.650 And then again, you can continue with your process from there, but I'm just gonna go ahead and close this example. All right. I don't want to save that. Okay, now we. 165 "Crystal Rodriguez" (1719641856) 00:45:09.650 --> 00:45:16.080 Discuss that constant data and text strings are good options for adding text or fields to records. 166 "Crystal Rodriguez" (1719641856) 00:45:16.080 --> 00:45:32.790 Before I go on to talk about this, I do just want to point out, we'll see this in a little bit, but there is going to be a way that we can add those text strings in these macros to, user tools to help us even have less clicks, and we'll get to that later. 167 "Crystal Rodriguez" (1719641856) 00:45:32.790 --> 00:45:52.790 So, what do you do 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 steps in fewer clicks thus speeding up cataloging time. OCLC includes several macros. 168 "Crystal Rodriguez" (1719641856) 00:45:52.790 --> 00:46:11.190 Is with the Connexion client software. Some of these macros add fields and prompt you to input data. While many macros are included when you download the software, there are two new OCLC supply macros that are available for separate download, and I'm gonna ask Mallory to add the link. 169 "Crystal Rodriguez" (1719641856) 00:46:11.190 --> 00:46:31.190 To where you can find these into the chat. It is also included in the learner guide. So the 1st of these new macros is the OCLC AI enrichment macro, which provides suggested doy decimal classification numbers, library of congress classification numbers. 170 "Crystal Rodriguez" (1719641856) 00:46:31.190 --> 00:46:49.800 And library of Congress subject headings based on existing WorldCat data. 2nd of the new macros is the OCLC identity OCLC entities macro, which allows you to search for and insert WorldCat Entity identifiers into bibliographic fields. 171 "Crystal Rodriguez" (1719641856) 00:46:49.800 --> 00:47:05.970 In addition to OCLC supplied macros, macros can be created by others and added to Connexion client and you can create your own macros by either recording your steps or using OCLC macro language. 172 "Crystal Rodriguez" (1719641856) 00:47:05.970 --> 00:47:23.640 Macros can be applied when working online or offline. However, some actions performed offline may require a batch update in order to complete those. We will cover recording a macro today, but we will not recover using. 173 "Crystal Rodriguez" (1719641856) 00:47:23.640 --> 00:47:42.930 Will not cover using the OCLC macro language. For information on that, please review the documentation linked within that learner guide. Okay, so I'm gonna jump back over to Connexion. 174 "Crystal Rodriguez" (1719641856) 00:47:42.930 --> 00:47:59.460 And macros can be applied on a displayed record when you're working both online or offline, and you're gonna find macros under the tools menu and then macros and manage. Let me slide that over there. 175 "Crystal Rodriguez" (1719641856) 00:47:59.460 --> 00:48:19.460 Now I've already downloaded those two new OCLC macros that I mentioned, so you can see those here, the OCLC AI enrichment and OCLC entities, and we will see those demoed shortly. For libraries that are using the 092 locally assigned doy. 176 "Crystal Rodriguez" (1719641856) 00:48:19.460 --> 00:48:22.200 Call number field, Connexion client. 177 "Crystal Rodriguez" (1719641856) 00:48:22.200 --> 00:48:40.440 Contains a couple of macros that will allow you to build a four figure figure or sanborn cutter. These are found under this Dewey macro book here. So we see do, if I click on Dewey, we see four figure and sanborn. The cutter number is based on the name of the creator or the title. 178 "Crystal Rodriguez" (1719641856) 00:48:40.440 --> 00:49:00.440 It contains one or two of the initial letters and an alphabetic code used for classification. So I'm gonna close out of this macro managed box here for a minute. I'm going to open up an OCLC record. Actually, I want to open up a record that is in my local file. 179 "Crystal Rodriguez" (1719641856) 00:49:00.440 --> 00:49:19.020 So I'm going to go to cataloging search local save file, and I can put in that OCLC number and change the dropdown to OCLC control number and click ok. And we see that I have this record saved already. 180 "Crystal Rodriguez" (1719641856) 00:49:19.020 --> 00:49:37.350 Now I began editing and I saved the record with an O92 and I don't currently have a subfield B there, so I want to go ahead and add the subfield B characters, but I want to use the macro to add my four figure. 181 "Crystal Rodriguez" (1719641856) 00:49:37.350 --> 00:49:52.950 Cutter. So for that, I'm going to go to the tools macros manage, and I'll select under dewey, I'll select four figure and then I'm going to click run. 182 "Crystal Rodriguez" (1719641856) 00:49:52.950 --> 00:50:08.250 And we don't really get any type of a notification, but we do see that the cutter was added to that 092 field. And then I could go ahead and. 183 "Crystal Rodriguez" (1719641856) 00:50:08.250 --> 00:50:28.250 Save this record, so I'm gonna go ahead and start to close it and I'll get an notice asking me if I want to save it. I'm going to say yes. Now let's assume that our cataloger is working with similar audiovisual materials instead of typing out the values for each 007. 184 "Crystal Rodriguez" (1719641856) 00:50:28.250 --> 00:50:36.420 They choose to use a macro for that as well. So again, I'm gonna actually open up that record again. I could have just left it open. 185 "Crystal Rodriguez" (1719641856) 00:50:36.420 --> 00:50:55.950 Go to my local save file. This time I'm just gonna go ahead and click ok and I'll just click that 1st record there. So for this one I want to go to tools, macros, manage, and I'm going to select out of the OCLC. 186 "Crystal Rodriguez" (1719641856) 00:50:55.950 --> 00:51:15.660 Pull up macro book here. I'm gonna choose the 1st OCLC macro, the add and edit 007. You'll note that there is a description for many of these macros that tell us what actions are going to be taken place. So it says here that it adds or edits the field 007 in a bibliographic record via a menu. 187 "Crystal Rodriguez" (1719641856) 00:51:15.660 --> 00:51:34.560 So once I click on run, this one is going to actually prompt me to fill in some information. So I will choose T for text, I'll click ok and I'll get another prompt, and here I'm just gonna choose A for regular print. Click ok. 188 "Crystal Rodriguez" (1719641856) 00:51:34.560 --> 00:51:51.450 And we'll scroll up and we see that the macro actually created that 007 field for me. Alright, so I'm gonna go ahead and close out of this without saving. 189 "Crystal Rodriguez" (1719641856) 00:51:51.450 --> 00:52:11.310 And then I want to open a different example record. Just because I've been using my quick toolbox so much, I'm gonna go ahead and go to cataloging search and choose WorldCat to open up my search box here, and then I'll use the command line search this time. 190 "Crystal Rodriguez" (1719641856) 00:52:11.310 --> 00:52:30.750 Just so you guys can see that in a different way and I'll hit enter or click ok. So I want to show you the new AI enrichment macro. So to use this again, we're going to while we're on our record, we'll go to tools. 191 "Crystal Rodriguez" (1719641856) 00:52:30.750 --> 00:52:50.750 Macros manage or we can use the shortcut that appears there. And I have this OCLC AI enrichment already downloaded. So again, I'll click on the macro itself and I will click run. And I've got a little bar on my other screen that shows. 192 "Crystal Rodriguez" (1719641856) 00:52:50.750 --> 00:52:58.890 Knows that it's retrieving data. Once it pops up, I'll slide it over here for you guys to see. So here we have the O the AI enrichment. 193 "Crystal Rodriguez" (1719641856) 00:52:58.890 --> 00:53:18.890 A couple of notes, as I mentioned earlier, this is pulling data from WorldCat. You don't have to use the suggestions. It's just a helpful tool if you'd like to, and you have given options for either DDC, LCC or LCSH. You can use any of those. You also can shut off suggestions so if. 194 "Crystal Rodriguez" (1719641856) 00:53:18.890 --> 00:53:22.200 If your library doesn't use library of Congress. 195 "Crystal Rodriguez" (1719641856) 00:53:22.200 --> 00:53:42.200 Call numbers, you can turn those off so you don't have to see those when you're using this macro. And then if you want to choose one of these, so let's say that I want to choose the mind and body and maybe I want to use the post traumatic stress disorder. So I can choose both of those by clicking in the box. I'll. 196 "Crystal Rodriguez" (1719641856) 00:53:42.200 --> 00:53:43.260 Look ok. 197 "Crystal Rodriguez" (1719641856) 00:53:43.260 --> 00:54:03.260 And then you see that the macro added those to my record. And then I can just continue to proceed with my cataloging process. In the same record, I see that the 100 field does not currently have an OCLC entity attached to it. 198 "Crystal Rodriguez" (1719641856) 00:54:03.260 --> 00:54:23.630 So I want to use the macro to do that. So I can go to tools, macros, manage, and I'll choose the new OCLC entities macro, and I'm going to choose run, and I get a screen that shows me information on the. 199 "Crystal Rodriguez" (1719641856) 00:54:23.630 --> 00:54:26.550 The WorldCat Entity for this author. 200 "Crystal Rodriguez" (1719641856) 00:54:26.550 --> 00:54:46.550 And I do have two that I can look at, but I'm gonna look at this 1st one because I can see the description that says that he is a psychologist and this is opening up on my other screen here, so I'll slide it over. But what that does is that automatically takes you to entities.oclc.org where you can review the. 201 "Crystal Rodriguez" (1719641856) 00:54:46.550 --> 00:54:54.810 That entity and you can download information for that information or for that entity. 202 "Crystal Rodriguez" (1719641856) 00:54:54.810 --> 00:55:14.810 And then once I've reviewed it or I'm confident that that is what I want to use, then I will just click on select entity, and that adds the subfield one, the URI uniform resource identifier there. All right. I'm gonna pause to see if there's any questions on either of those cause those are. 203 "Crystal Rodriguez" (1719641856) 00:55:14.810 --> 00:55:19.920 Through new processes and so I just want to see if anybody had any questions on those before I move on. 204 "Crystal Rodriguez" (1719641856) 00:55:19.920 --> 00:55:35.220 I'm not seeing anything, but I will keep an eye out. Alright, ok. 205 "Crystal Rodriguez" (1719641856) 00:55:35.220 --> 00:55:51.870 I'm going to close out of this example. I'm just gonna close and I don't need to save that. Now my library adds holdings and exports records that are located in Connexion. 206 "Crystal Rodriguez" (1719641856) 00:55:51.870 --> 00:56:07.110 And I want to perform this step with less clicks, so I'm going to actually create a macro by recording a new one. So for that, I'm going to open up a biblographic record. Again, I'll use my. 207 "Crystal Rodriguez" (1719641856) 00:56:07.110 --> 00:56:27.110 Command line search here, ok, so to record the macro essentially you're just gonna record the steps as you do them and that's gonna create the macro for you. So we start by going to tools macros, manage. We can. 208 "Crystal Rodriguez" (1719641856) 00:56:27.110 --> 00:56:31.290 You can use those shortcuts as always. 209 "Crystal Rodriguez" (1719641856) 00:56:31.290 --> 00:56:51.290 And I don't currently have a macro book to save my recorded macros in, so I want to start by doing that. I want to create a macro book, so I'm gonna call this, I'm gonna click on new book, and I'm just gonna call this demo. 210 "Crystal Rodriguez" (1719641856) 00:56:51.290 --> 00:56:55.380 And then I will click. 211 "Crystal Rodriguez" (1719641856) 00:56:55.380 --> 00:57:15.380 On new macro, and I'm going to give that a description. I'm gonna call it hold export. Actually I'm just gonna say that it hold, will add holdings and export, and I'll call I'll I'll give that a name so. 212 "Crystal Rodriguez" (1719641856) 00:57:15.380 --> 00:57:21.150 We'll call it hold export here. 213 "Crystal Rodriguez" (1719641856) 00:57:21.150 --> 00:57:41.150 Alright, so that is created, and I'll go ahead and click close, and then I want, now that I've created that, I actually want to record a mac the macro. So actually I'm gonna go back to that tools macros man. 214 "Crystal Rodriguez" (1719641856) 00:57:41.150 --> 00:57:43.710 Edge box. 215 "Crystal Rodriguez" (1719641856) 00:57:43.710 --> 00:58:02.040 And I'll go to that hold export that I just created and I'm gonna click record. Oh, sorry, I I got a little ahead of myself before. This is where I'll call it hold export. So actually this will give me a chance to show you. I can delete that hold export that I just created. So I'll click delete there. 216 "Crystal Rodriguez" (1719641856) 00:58:02.040 --> 00:58:19.260 And click yes. So actually while I'm in this demo, I'm gonna go ahead and click record and now I'll name it hold export, and then I can say add holdings and export. 217 "Crystal Rodriguez" (1719641856) 00:58:19.260 --> 00:58:36.090 And then I'll click ok. And once I do that, I now see it's I know it's a little bit small here, but up in the corner I see some controls for me to be able to record and pause my actions. So I want to start by. 218 "Crystal Rodriguez" (1719641856) 00:58:36.090 --> 00:58:51.270 Let's it's already recording, so I can stop or pause that. So I will go ahead and 1st go to action holdings. Yep. Update holdings or I can use my shortcuts. 219 "Crystal Rodriguez" (1719641856) 00:58:51.270 --> 00:59:08.760 And then I will go to, action export, and now I will stop the recording of the macro. 220 "Crystal Rodriguez" (1719641856) 00:59:08.760 --> 00:59:27.420 And then I do need to pull up a different record to be able to show you applying that macro because I need one that doesn't have my holdings already on it. All right. So just like with our other macros, we'll go ahead and go to tools, macros, manage. 221 "Crystal Rodriguez" (1719641856) 00:59:27.420 --> 00:59:47.040 And then we'll select our new macro, and I want to point out 1st, we see NO holdings in my library, and if we look, at the status at the bottom, we don't see an export complete or anything like that down in our status bar. So now I'm click, clicked on hold export I'm gonna click run. 222 "Crystal Rodriguez" (1719641856) 00:59:47.040 --> 01:00:07.040 And we now see that the record shows as held by my library. I see that it's export ready, and update holdings complete, and that export ready is just because I believe I'm working offline. Yeah, I'm working in my local safe file right now. So this is an example where I would have to complete my back. 223 "Crystal Rodriguez" (1719641856) 01:00:07.040 --> 01:00:26.940 Much process to actually export that. All right. And then as I said in a little while, we will look at how we can create keystroke shortcuts for our macros and use and or use tools, user tools to make those even faster. 224 "Crystal Rodriguez" (1719641856) 01:00:26.940 --> 01:00:44.250 Okay, so I do have a couple of questions for you. Let me pull up my poll here let me find it. 225 "Crystal Rodriguez" (1719641856) 01:00:44.250 --> 01:01:00.990 Alright, I'm struggling to find my app there for that poll, so I'm just gonna ask if you don't mind using the chat box instead of us using our Slido app. So which is true about constant data? 226 "Crystal Rodriguez" (1719641856) 01:01:00.990 --> 01:01:19.800 Can you, they can be applied to fixed or variable fields, they can be applied to a group of records, they apply applies to displayed record or a list of saved records or is it all of the above? And if you prefer to send that. 227 "Crystal Rodriguez" (1719641856) 01:01:19.800 --> 01:01:39.800 Answer direct, that's ok too cause typically I like to use the Slido so that it's anonymous I'm not sure why I'm not able to bring that up right now, and I'll give you all a couple moments for that. 228 "Crystal Rodriguez" (1719641856) 01:01:39.800 --> 01:01:58.410 Okay, looks like just about everybody answered and yes, the answer is D. 229 "Crystal Rodriguez" (1719641856) 01:01:58.410 --> 01:02:18.410 Alright, next question. True or false text strings can only be used for variable fields. Is that true or false? Yeah, I see somebody just putting. 230 "Crystal Rodriguez" (1719641856) 01:02:18.410 --> 01:02:37.110 The letter, that's fine too. Yeah, so we're speaking specifically about text strings just Can those be just for. 231 "Crystal Rodriguez" (1719641856) 01:02:37.110 --> 01:02:52.290 Variable fields, so the answer to that is actually true. So text strings can only be. 232 "Crystal Rodriguez" (1719641856) 01:02:52.290 --> 01:03:11.070 Used in variable fields. The constant data records are what can be used for fixed and variable. Yeah, I'm sorry if that was a little bit of a confusing question. Alright, last question for you guys, which option can you use? 233 "Crystal Rodriguez" (1719641856) 01:03:11.070 --> 01:03:31.070 To automate repetitive multi step actions such as strings of commands. Is it user tools, macros, key maps or toolbar editor? 234 "Crystal Rodriguez" (1719641856) 01:03:31.070 --> 01:03:42.930 Okay, it looks like just about everybody got that one and yes, that is macros. 235 "Crystal Rodriguez" (1719641856) 01:03:42.930 --> 01:04:02.930 And we just saw those in play ok So I'm not really sure what happened, but I did have a slide. 236 "Crystal Rodriguez" (1719641856) 01:04:02.930 --> 01:04:07.770 For the next topic and it's disappeared on me, so I'm just gonna read for you. 237 "Crystal Rodriguez" (1719641856) 01:04:07.770 --> 01:04:23.850 In addition to automation tools, Connexion client offers a few customization tools, and these allow you to assign user tools, edit the toolbar, and customize keystrokes. All of these will help you catalog using fewer clicks. 238 "Crystal Rodriguez" (1719641856) 01:04:23.850 --> 01:04:40.170 And allow for more cataloging efficiency. Deciding which to use depends on whether you prefer to use quick access options, toolbar buttons, keystrokes or a combination of these. User tools can be assigned. 239 "Crystal Rodriguez" (1719641856) 01:04:40.170 --> 01:04:56.610 For easy access to commands such as macros, menu items, men text strings, et cetera. You can use the toolbar editor to show the tools and menu commands best for your workflows. 240 "Crystal Rodriguez" (1719641856) 01:04:56.610 --> 01:05:13.140 And then you can use key maps to view, create and edit keystroke shortcuts. All right, so let's go ahead and click over into Connexion so we can see those items in play. 241 "Crystal Rodriguez" (1719641856) 01:05:13.140 --> 01:05:33.140 Let me close out of this record here. So user tools allow you to assign a character, a macro, a menu item or a text string for a quick access option. They are then accessed through the menu bar or you can add a button to the toolbar. Up. 242 "Crystal Rodriguez" (1719641856) 01:05:33.140 --> 01:05:36.090 To ten user tools can be assigned. 243 "Crystal Rodriguez" (1719641856) 01:05:36.090 --> 01:05:56.090 And I'm going to go ahead and demonstrate adding my new macro and a text string to the user tool so that I can access those with even fewer clicks. So for that, we're going to start at tools, and then we will choose user tools. And we see right now that we don't have anything assigned. 244 "Crystal Rodriguez" (1719641856) 01:05:56.090 --> 01:06:00.270 To any of our ten tools. So we're gonna go ahead and click assign. 245 "Crystal Rodriguez" (1719641856) 01:06:00.270 --> 01:06:20.270 And here we see our options for character, macro, menu item or text. So for my example, I want to go ahead and use macro, and I'll see the different macros that are added. Just a note, you can even add a keystroke for those new macros that we showed. 246 "Crystal Rodriguez" (1719641856) 01:06:20.270 --> 01:06:31.290 But for my example I'm just gonna go ahead and add one for my old export that I created. So 1st you want to click on the name of the macro. 247 "Crystal Rodriguez" (1719641856) 01:06:31.290 --> 01:06:51.290 And then I want to select the new user tool. So I'm just gonna make this tool one. We'll use the dropdown to choose others, but I'm just gonna choose tool one, and then I'll click assign tool. And I now see that under current user tools, that tool one is assigned I have the option to unassigned tools, and I can even change that description if I. 248 "Crystal Rodriguez" (1719641856) 01:06:51.290 --> 01:06:58.110 I want to make it something that I'm gonna identify more clearly. 249 "Crystal Rodriguez" (1719641856) 01:06:58.110 --> 01:07:16.860 Now I mentioned that I also can assign my text strings, so let's go ahead and click on text at the under display commands, and I see my two text string options that I've created earlier. So again, I'll click on the play away option, and I can't choose tool one because I've already assigned that. 250 "Crystal Rodriguez" (1719641856) 01:07:16.860 --> 01:07:33.510 So I'm gonna choose tool two, tool two and choose assigned tool, and then I now see that up at the top there. And then I'll click close. And then let's go ahead and open up an example record. 251 "Crystal Rodriguez" (1719641856) 01:07:33.510 --> 01:07:53.510 And now I can go ahead and I see when I go to tools and user tools, I now see that those two items are assigned, so here I could go ahead and click on the 1st tool or the. 252 "Crystal Rodriguez" (1719641856) 01:07:53.510 --> 01:08:01.170 A second to add those data's points. I'm going to go ahead and click on 2nd one to add the playo weight notes. 253 "Crystal Rodriguez" (1719641856) 01:08:01.170 --> 01:08:16.350 And we see that those were just clicked in. I, I realized they were not applied in the right place because I didn't have my cursor in the right place. So that's another key key reason why we want to make sure we put those in the right place before we add those, let me just de delete that. 254 "Crystal Rodriguez" (1719641856) 01:08:16.350 --> 01:08:33.720 Alright, let's see. Yeah, so you see my error there of not making sure that I added a field before I added that in? So let's go ahead and add a field and then I will use tools. 255 "Crystal Rodriguez" (1719641856) 01:08:33.720 --> 01:08:53.720 User tools and then text play away, and then I show those. Okay, and then just to point out again, so with those user tools, if I go to user tools and click assign, there, you can also add certain characters or make. 256 "Crystal Rodriguez" (1719641856) 01:08:53.720 --> 01:09:00.810 New items as well to a user tool, so if you find that you prefer to use user tools, you might wanna. 257 "Crystal Rodriguez" (1719641856) 01:09:00.810 --> 01:09:18.480 Add an export user tool. Although we do have it in the toolbars and other options as well, but you do have that ability to kind of customize that as you would like. Or if you happen to do a lot of, work in a foreign language that uses specific diacritics, you could even add. 258 "Crystal Rodriguez" (1719641856) 01:09:18.480 --> 01:09:33.990 A tool user tool for that diacritic. Okay. Now, as I've noted throughout the course, most menu items do have toolbar buttons available in Connexion client. 259 "Crystal Rodriguez" (1719641856) 01:09:33.990 --> 01:09:49.110 However, not all of them display in the default toolbar, so you can edit the toolbar to meet your specific workflow such as adding a toolbar button for our newly assigned user tools or our macros. So. 260 "Crystal Rodriguez" (1719641856) 01:09:49.110 --> 01:10:09.110 Let's go ahead and go to tools, and then we're going to choose toolbar editor, and that pulls up a box for us and we see our available options. The 1st thing I actually want to do is add a separator. If we look at my toolbar up at the top, we see a little tiny. 261 "Crystal Rodriguez" (1719641856) 01:10:09.110 --> 01:10:16.530 The bar there that's a separator, so I want to add one of those and you can start by typing in S for separator. 262 "Crystal Rodriguez" (1719641856) 01:10:16.530 --> 01:10:36.530 And to drag that into our toolbar, we're just gonna click and drag and drop wherever we want that. So I'm gonna put it right here before this ALA option and I see the little bar there. Alright, and then I want to add. 263 "Crystal Rodriguez" (1719641856) 01:10:36.530 --> 01:10:39.210 A button for my user tools. 264 "Crystal Rodriguez" (1719641856) 01:10:39.210 --> 01:10:59.210 So again, I can while I'm in the toolbar editor I can start to type user tool or actually think it starts with tools or I can, yeah, there it is, tools user. So here I have my user tool number one. So I'm going to click on that and then I'm going to drag that up right now. 265 "Crystal Rodriguez" (1719641856) 01:10:59.210 --> 01:11:05.910 As to that separator that I just added. 266 "Crystal Rodriguez" (1719641856) 01:11:05.910 --> 01:11:21.510 And then to remove something, we're just gonna do the opposite. So let's say that I want to go ahead and remove that separator. For that I'm going to drag it actually for it to remove the. 267 "Crystal Rodriguez" (1719641856) 01:11:21.510 --> 01:11:41.430 ALA, I'll click on that and I'll drag that drop into my toolbar editor. If you want to move a button that's already in your toolbar, then you are going to want to use, you have to hold the alt key while you drag that. 268 "Crystal Rodriguez" (1719641856) 01:11:41.430 --> 01:12:00.630 And then drop it to where you want it. So let's say I want to move this user tool, so I'm gonna hold alt, click on the one, and then just drag it over. And we see that it'll go in before that cut example there ok. 269 "Crystal Rodriguez" (1719641856) 01:12:00.630 --> 01:12:16.980 And then the last thing with toolbars that I want to show here is that if we go to tools, toolbar editor again, we can go ahead and click reset, and that will reset everything to our default toolbar. I'm not gonna do that, but you could. 270 "Crystal Rodriguez" (1719641856) 01:12:16.980 --> 01:12:33.510 Alright, and I'm gonna go ahead and click close there. Actually, there's one more thing I want to show with toolbars. If we go to tools options, I believe this is where it is, we can click on toolbar. 271 "Crystal Rodriguez" (1719641856) 01:12:33.510 --> 01:12:50.760 And we can make these either standard sizes, which is what I have right now or we can make them large, and so I'm gonna go ahead and click large, click apply, and click close. And then I'm going to close out of my Connexion so you'll see that the next time I go in. 272 "Crystal Rodriguez" (1719641856) 01:12:50.760 --> 01:13:05.820 I'm going to actually see that my toolbars are larger. Give me just a moment to close out of my Connexion, and I'll reopen that for you so you can see that change. That is one of the few. 273 "Crystal Rodriguez" (1719641856) 01:13:05.820 --> 01:13:25.820 Kind of size things that Connexion offers me. So I'm just gonna show that. So now you can see those toolbar buttons are much larger for me. We do show in a previous class how you can also enlarge your font of your records and when you print as well. Unfortunately, we just can't enlarge the menu options. 274 "Crystal Rodriguez" (1719641856) 01:13:25.820 --> 01:13:28.950 Up at the top. 275 "Crystal Rodriguez" (1719641856) 01:13:28.950 --> 01:13:47.760 All right. Now many users prefer to use keystroke shortcuts after clicking or over clicking through commands and Connexion client gives you the ability to customize those. So you can assign a specific keystroke shortcut again to a character, a macro. 276 "Crystal Rodriguez" (1719641856) 01:13:47.760 --> 01:14:06.270 A menu item or a text string allowing you to use those items with fewer clicks. Again, this is found under our tools menu, and we're gonna click on key maps, and we see the display command for category. 277 "Crystal Rodriguez" (1719641856) 01:14:06.270 --> 01:14:23.820 And right now I have my text box selected there, but I want to go ahead and assign a keystroke to my newly created macro. So I'm going to click macro and then I'll locate my new macro. 278 "Crystal Rodriguez" (1719641856) 01:14:23.820 --> 01:14:39.810 And I see that there's nothing created here, so I'm just gonna go into the press new shortcut key, and then I'll just assign a shortcut for that. So let's say I'm gonna try control. 279 "Crystal Rodriguez" (1719641856) 01:14:39.810 --> 01:14:57.150 I'll try control shift X Now, oops, that was not supposed to happen. What we see though is if there is something that's already assigned to that shortcut, we will get a notification telling us that right now it looks like there isn't. So then we could go ahead and just click assign. 280 "Crystal Rodriguez" (1719641856) 01:14:57.150 --> 01:15:17.150 And then that will add that shortcut for that specific command. So I also could do the same under menu items. If I go to menu items and I choose action export, I'm gonna see that the F five is the default and that's already applied. 281 "Crystal Rodriguez" (1719641856) 01:15:17.150 --> 01:15:32.880 But you may map any of these menu items to different keystrokes instead of the defaults or in addition to them if you need, if you prefer. So I could go ahead and I'm gonna leave the F five, but I can control, I can add control G. 282 "Crystal Rodriguez" (1719641856) 01:15:32.880 --> 01:15:52.140 Under the press new shortcut key, and then I can assign that and I would have both of those available. To unassign, we're gonna click on the keystroke under current short shortcut keys and we'll just click unassign and say yes. 283 "Crystal Rodriguez" (1719641856) 01:15:52.140 --> 01:16:09.060 Now, once you have assigned your custom, your customized keystrokes, you can review a list of them in order to verify how those are assigned by clicking on the list all and we just see those two that I customized. Those are the user defined shortcut keys. 284 "Crystal Rodriguez" (1719641856) 01:16:09.060 --> 01:16:27.900 So as you, if you ever need to have a template or something, you can click on list all to see those. And that is specifically for those user assigned keystrokes, but if you need to see a list of all assigned keystrokes within the client. 285 "Crystal Rodriguez" (1719641856) 01:16:27.900 --> 01:16:43.050 I'm gonna cancel this screen here because that is actually found under the view menu, and then you'll click on assigned keys and there you can change the key map file, so. 286 "Crystal Rodriguez" (1719641856) 01:16:43.050 --> 01:17:00.780 I'm sorry actually we just see the custom there. So here we can see what ever is applied both by the app source there and anything that is windows or user applied as well. And you can either copy that to your keyboard or print that. 287 "Crystal Rodriguez" (1719641856) 01:17:07.230 --> 01:17:23.220 All right, just checking to see I don't see any questions coming in. So with that, just a quick recap. Connexion client offers several options for customization and optimization. 288 "Crystal Rodriguez" (1719641856) 01:17:23.220 --> 01:17:43.220 Use of these tools is dependent on your workflow prefer preferences. However, using them can increase efficiency and minimize your errors. So I hope that you have all found the demonstration of these to be useful and that you have an opportunity to try some of those. As I mentioned at the beginning of the class, we do have. 289 "Crystal Rodriguez" (1719641856) 01:17:43.220 --> 01:17:46.710 With that learner guide for this class, which is gonna provide you with. 290 "Crystal Rodriguez" (1719641856) 01:17:46.710 --> 01:18:06.360 Some resources to follow up on. But if you have any questions after the session, you can visit help.OCLC.org for documentation and to locate contact information for OCLC support in your region. 291 "Crystal Rodriguez" (1719641856) 01:18:06.360 --> 01:18:22.470 Yep. And, as you leave today's session, sorry here I'm not sure what's going on with my slides. Give me a second here, for some reason this one's not showing up, trying to hit the next button. There we go. 292 "Crystal Rodriguez" (1719641856) 01:18:22.470 --> 01:18:42.060 Alright, so as you leave, you'll be taken to a survey and I would really appreciate you completing that if you have the time. It does help us to improve our sessions as we go on with them. To find that survey after the class, you can go to the class registration page on our help site. 293 "Crystal Rodriguez" (1719641856) 01:18:42.060 --> 01:19:02.060 And then if you haven't registered for the last of our sessions for this series of Connexion, which is on authority control and you would like to, you can do so on our support site or through the community center. If you did register for this class through the community center, you will receive. 294 "Crystal Rodriguez" (1719641856) 01:19:02.060 --> 01:19:18.930 Receive a badge. Typically that takes about a month or two to get that though, but if you did not sign up through community center and you would like to receive a badge for this class, you can go to the short URL on the screen here and I'm gonna add that into the chat as well. 295 "Crystal Rodriguez" (1719641856) 01:19:18.930 --> 01:19:38.930 For you to be able to request a badge. Just indicating that you did attend this class if you need that or if you prefer to have that. And then for any questions regarding this training, you can email us directly at 296 "Crystal Rodriguez" (1719641856) 01:19:38.930 --> 01:19:41.370 training@oclc.org 297 "Crystal Rodriguez" (1719641856) 01:19:41.370 --> 01:20:01.370 But any type of support questions can go to support@oclc.org. And with that, I'll pause to see if there's any questions. We do have about 10 min left, if you guys have any questions or would like me to review anything, I'm happy to do that. 298 "Crystal Rodriguez" (1719641856) 01:20:01.370 --> 01:20:18.480 And if we don't have any questions, then I'll just give you guys back a little bit of your time. 299 "Crystal Rodriguez" (1719641856) 01:20:18.480 --> 01:20:34.080 You're welcome. I hope it was useful. I just a side note here, I used to work in our cataloging department and I used macros, user tools, text strings, I used all of these automations all the time. So if you haven't used them, I definitely recommend giving them a try. 300 "Crystal Rodriguez" (1719641856) 01:20:34.080 --> 01:20:45.632 And I hope that this session gives you the confidence to do that. Alright I'm gonna go ahead and stop our recordings since it looks like we don't have any questions.