Getting Started With Connexion April 29, 2005

Topic PageHolding Libraries 2

Automatic stamps 2

Toolbar icons 2

Local save files 2

Creating constant data files 3

Creating a new record 3

Deriving a record 4

Editing records 4

Applying constant data 4

Controlling headings 5

Searching WorldCat 7

Downloading records to local save file 9

Retrieving records from local save file 9

Updating holdings 11

Exporting 11

Printing labels 11

Batch processes 11

Batch downloading 11

Batch updating 12

Batch exporting 12

Batch label printing 13

Searching the Authority File 14

Browsing the Authority File 14

I am available to help you with the following settings, just ask!

Holding Libraries

Go to Tools > Options and choose General tab. Under Offline cataloging, make sure Classification Scheme is set to Library of Congress. For Holding Library Code enter NXWW; for Institution Symbol enter NXW.

Automatic Stamps

Go to Tools > Options and choose Printing tab. Click on the box Define Automatic Stamps. In the new window under Automatic Stamp, enter up to three lines of automatic stamp text. Click Assign Automatic Stamp to holding library code and enter the 4-digit library holding code that will generate the 3-line automatic stamp. Click Place Stamp Above Call Number. Click Add. Repeat this process to create additional automatic stamps.

Toolbar icons

Go to Tools > Toolbar Editor to review icons. Click and drag desired icons up to the toolbar where you want them to display. If you want to move icons, you have to drag them back down to the Toolbar Editor, then back up to the desired location.

Creating Local Save Files

Go to File > Local File Manager, or click .

Click Create File

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Enter the new local file name and click Open.

The new file will now display in the Local File Manager list of files.

To make a file the default, double click the file name and then click Set as Default. The red checkmark will appear to the left of the default file name.

Creating Constant Data Files

Go to Cataloging > Create > Constant Data, or press <Ctrl><Shift><N>. Choose the desired workform type and click OK. Enter data in variable and/or fixed fields. When finished, close the record. You will be asked if you want to save it to the local constant data file. Click Yes. You will then be prompted to name the file.

Creating a new record

Go to Cataloging > Create > Single Record > Books [or record type of your choice from the drop-down menu]. See also function keys for each record type, such as <Ctrl><Shift><B> for a new book record, etc.

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Deriving a record from an existing record

From the existing record go to Edit > Derive > New Record, or press <Ctrl><Alt><C>.

When the client asks if you want to transfer the fixed field values to the new record, click Yes or press <Enter> to transfer the fixed field, or click No to derive the new record without transferring the fixed field.

Editing a record

See record example on page 5. You can edit records with functionality similar to most word processing programs, using commands such as cut, copy, and paste.

The record displays data in cells that enclose field number, each indicator, and field data separately, but you can edit the data as though it is continuous text. For example, if you copy an entire field and paste it into a blank field, the client formats the data correctly, putting the tag number, indicator values, and field data in the appropriate cells. You do not have to copy and paste the data one cell at a time.

For more information on editing fields, see http://www.oclc.org/support/documentation/connexion/client/cataloging/editbib/

For MARC field help, place the cursor in the desired field and go to Help > MARC Field Help, or click , or press <Ctrl><F1>. A description opens for the specific field or fixed-field element where the cursor is located.

Applying Constant Data

Go to Edit > Constant Data > Local > Apply from list.

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When new window opens, click OK to open local constant data file. From the list of constant data files, highlight the desired file. Under Choose Fields to Apply, click Fixed, Variable, or Both, then click Apply Selected.

Controlling Headings

Controlling a heading in a bibliographic record electronically links it directly to the authority record for that heading, and makes the heading appear as a link in a bibliographic record (as blue underlined text).

Clicking the link opens the associated authority record (you are prompted to log on if you are offline). Note: to put the cursor in a controlled heading field without opening the authority record (for example, if you want to copy text or insert a field below), click in the tag or indicator cells.

To control a single heading, put your cursor in the desired field and go to Edit > Control heading > Single, or press <F11>, or right-click the heading you want to control, and on the popup menu, click Control Single Heading. To control all headings in the record, go to Edit > Control heading > All, or press <Shift><F11 >.

Controllable fields: 1xx, 6xx (where second indicator is 0 or 4), 7xx, 8xx.

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You cannot edit a controlled heading. You must uncontrol heading(s) in a record to edit them. To uncontrol a single heading, put your cursor in the desired field and go to Edit > Control heading > Uncontrol Single, or press <Ctrl><F11>, or right-click the heading you want to uncontrol, and on the popup menu, click Uncontrol Single. To uncontrol all headings, go to Edit > Control heading > Uncontrol all.

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Searching WorldCat

To search WorldCat for a bibliographic record:

Go to Cataloging > Search > WorldCat, or

Press <F2>, or click .

Search WorldCat screen:

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The dialog displays two ways to enter a search:

Command Line Search: use the Command Line Search to enter the following searches:

o Numerico Derived

o Keyword

o Scan search (browse) ** more expensive

These Numeric, Derived, or Scan searches are similar to searching from the CatME Search OCLC Online screen. Examples:

Numeric searches:

OCLC number: #44679834 or *44679834 or no:44679834

ISBN number: bn:0060562366

Derived searches:

nam,of,th,r/visgeor,eli,/bks

Scan searches (browse):

Remember that scan searches (browses) are more expensive than other types of searches; there is a fee just for displaying the records, then the regular fee for downloading a record.

Type the Scan command (sca), the index label with appropriate punctuation (colon (:) for a word index or equal sign (=) for a phrase or whole phrase index) and then the browse term.

scan ti=gone with the wind (browses for title “Gone with the wind”)scan ti:gone with the wind (browses for title “Gone”)

There are now over 50 indexes for browsing.

Alternately, browse WorldCat by going Cataloging > Browse > WorldCat, or pressing <Ctrl><F2>, or clicking .

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Keyword searches:

"True" keyword searching using Boolean operators “and”, “or”, and “not.” 

dvd and brando(dvd and brando) or (dvd and scorsese)

You may also use the Keyword/Numeric Search option at the bottom of the search screen, for searchers who prefer to be guided through a search, similar to the WorldCat Advanced Search screen. Enter search terms and use drop-down menus and text boxes to select indexes, Boolean operators, and qualifiers:

This is very flexible with lots of options; there are now over 90 indexes for searching available from pull-down menus.

For more information on searching WorldCat, see Technical Bulletin 251 at http://www.oclc.org/support/documentation/worldcat/tb/251/ (web) or http://www.oclc.org/support/documentation/worldcat/tb/251/251.pdf (pdf).

Downloading Records to Local Save File:

With the record open, go to Action > Save Record to Local File, orpress <F4>.

Retrieving records from Local Save File:

Go to Cataloging > Search > Local Save File, or press <F3>, or click .

When the search window displays, press OK to retrieve default local save file:

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When your local file opens, double click on the desired record to open it:

The record displays:

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Updating holdings

From an open record or for a record selected in the local save file, go to Action >

Update Holdings, or press <F8>, or click .

Exporting records

From an open record or for a record selected in the local save file, go to Action > Export, or press <F5>, or click .

Printing labels

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From an open record or for a record selected in the local save file, go to File > Print label(s), or press <Shift><F10>, or click .

When the print label window appears, enter the number of labels, and any print constant data, then press OK.

Batch processes

New feature -- after submitting a batch process, the Batch Process Report will automatically display in a new window. You no longer have to go to View > Bib Transaction Reports.

Batch downloading

Go to Batch > Enter bibliographic search keys.

Enter the OCLC number and click Add. Repeat until all OCLC numbers are entered, then click Save and Close.

Go to Batch > Process Batch.

The Process Batch window opens (see next page):

Check the box to the left of the desired local file (it should be the default file with the red check).

Under Process, check Online Searches, then click OK. The records will be saved to the checked default local save file, and the Batch Process Report will

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automatically display in a new window (you no longer have to go to View > Bib Transaction Reports).

Batch updating

Open the local save file. Select (highlight) the records to update. Go to Action >

Update Holdings, or press <F8>, or click . Then go to Batch > Process Batch.

The Process Batch window opens (see above). Check the box to the left of the desired local file. Under Process, check Online Record Actions, then click OK.

After the batch process runs, the Batch Process Report will automatically display in a new window (you no longer have to go to View > Bib Transaction Reports). Review the report. If any actions were unsuccessful, make any necessary changes, and redo the process. If all actions were successful, proceed to exporting.

Batch exporting

Open the local save file. Select (highlight) the records to update. Go to Action >

Export, or press <F5>, or click . Then go to Batch > Process Batch.

The process batch window opens (see above). Check the box to the left of the desired local file. Under Process, check Exports, then click OK.

When prompted, click Overwrite.

After the batch process runs, review the Batch Process Report. If any actions were unsuccessful, make any necessary changes, and redo the process.

If all actions were successful, close Connexion and proceed to the usual steps to load records into the catalog database using Millennium Data Exchange. **Note that the only change to the procedure is that you will upload the file “conexport” instead of “export.”**

Batch label printing

Open the local save file. Select (highlight) the records for label printing. Go to File > Print label(s), or press <Shift><F10>, or click . Then go to Batch > Process Batch.

The Process Batch window opens (see above). Check the box to the left of the desired local file. Under Process, check Label Printing, then click OK.

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Searching the Authority File

To search the authority file:

Go to Authorities > Search > Authority File, or press <Shift><F2>, or click

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The search window opens:

Browsing the authority file

Go to Authorities > Browse > Authority File, or press <Alt><F2>, or click .

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