Set actions on authority records for batch processing

Overview

• In order to batch process records, you must save them to the authority local file and take actions while offline. The client automatically marks the records with the action you take.
  • Exception: Export occurs immediately whether you are logged on or offline. You must set an option in Tools > Options > Batch in order to mark records and batch process authority record exports.
• The client uses your default authority local file to store the actions you set for batch processing.
• You can batch process one action per record per batch.

Set up batch processing for record actions

Navigate to Tools > Options > Batch to check or change the following options for batch processing record actions:

• For bibliographic records, delete attached LDRs (local data records) when you are deleting holdings. By default, this setting is deselected.
• Perform bibliographic record export, authority record export, and/or label printing in batch mode. By default, all settings are deselected.
• Display or print batch reports automatically as soon as the batch is completed. By default, batch reports display automatically but do not print automatically.

Mark actions on records for batch processing

1. Save the records you want to mark with actions for batch processing in the authority local save file.
2. Display an authority record from the local save file.
   Or
   Select records in the local authority save file list:
   • To select adjacent records, click to highlight the first entry, and then press and hold <Shift> and click the last entry. 
   • To select nonadjacent entries, click to highlight the first entry, and then press <Ctrl> and click to highlight each additional entry.
3. On the Action menu, select the action you want to batch-process for the record(s). The status for the action you took changes to R (Ready) in the record's status bar or in the column for the action in the authority local save file list.
   • Batch-supported actions for authority records are:
     • Add to Authority File (supported for NACO-affiliated libraries only)
     • Export (must have option for batch export selected in Tools > Options > Batch)
     • Replace Record (supported for NACO-affiliated libraries only)
     • Submit for Review
4. When ready, run batch processing. See run batch processing for details.

You can set actions in default local files only. However, you are not restricted to batch-processing the default local files only. You can process multiple files of the same type.

To enter record actions in several local files of the same type and process all files at once, change the default to each file you want to prepare, save records and enter actions in each, and then select all the files when you run a batch.

Remove action from record

To remove an action you marked on one or more records before you run a batch, simply remove the Ready status:

1. Open a record from the local authority save file that is marked with an action for batch processing that you want to remove.
   Or
   Select records in the local authority save file list that have actions you want to remove:
   • To select adjacent records, click to highlight the first entry, and then press and hold <Shift> and click the last entry. 
   • To select nonadjacent entries, click to highlight the first entry, and then press <Ctrl> and click to highlight each additional entry.
2. On the Action menu, click Set Status, or press <Alt><Shift><S>.
3. In the Set Status dialog, under Remove ready status for batch, select a check box to remove the action from a single record.
   Or
   Select one or more check boxes to remove actions from records selected in a list.
   • Batch-supported actions for authority records are:
     • Add to Authority File (supported for NACO-affiliated libraries only)
     • Export (must have option for batch export selected in Tools > Options > Batch)
     • Replace Record (supported for NACO-affiliated libraries only)
     • Submit for Review
4. Click OK to remove the action and close the dialog.
   • Removes the Ready status (R) from the record(s).
   • Removes the record(s) from inclusion in the next batch run, unless you mark it for another action.
   Or
   Click Cancel to close the dialog without removing the action.