What’s New in Create Lists?

Mary StrouseILUG Annual Meeting,

July 12, 2008

Overview

• The uses of review files• New search tools, old problems• Working with results sets• Permissions and settings

Not covered: Millennium scheduler, scripts, macros, SQL Plus, etc.

Review Files as Inputs: System & Milcat

• Global Update• Rapid Update• MilStats • Delete Records (required)• URL Checker (interactive report)• Featured Lists• [Create lists]

Review Files as Inputs: Milacq & Milser

• Claim/Cancel orders • Selection Lists• Recalculate Foreign Currency • Change Eprice• Vendor Statistics• Binding (pull slips)• Serials Claiming

Review Files as Outputs

• Heading Reports• Data Exchange • URL Checker errors• Other system-created files

CAVEAT: Records appear out of context, especially after sorting.

Heading Reports

Hint: Avoid combining error types.

Enhancement: Allow user-specified file names

Data Exchange (Loading)

Separate files for inserted and overlaid records.

Stored as System-Created File

URL Checker Errors

Separate files for automatic and interactive error reports

Other System-Created Files (Partial list)

• Bib/Item Call numbers not in SCAT• Records exported (OPAC:)• Batch labels to print• Items on search• Overdue items• Items on holdshelf• Items with holds• Purchase alerts• Purchase orders to print • Purchase orders to process• Claims to print; Claims to review• Binding pull slips to review• Global update busy records

Rolling Your Own

Two ways to populate a review file with scanned items:

• Create a file with at least one item, then use the Add function.

• Scan in Milcat and queue label printing, then recover the system-created file.

Using the Add Function

Using the Label Queue

Search within a File

Useful to switch record types

Using Call # Index

*If you have local, non-LC, call numbers, then LC call numbers must be searched in 7-char. format: AAA#### (code page #101614, case 2)

Using Index to limit search range dramatically speeds searching

The “Advanced” Search

Advanced Keyword boolean syntax, including pre-search limits (code page # 101244 )

Newer Search Options

•Red used for fixed fields

•Blue used for variable fields

•Matches (R) = regular expressions

H, A and O used for multiple instances (e.g., 246, 074, 086).

Regular Expressions

• Limited to III-enabled functions e.g., pipe (|) is a delimiter, not its meaning in RegX.

• Subfield codes included in character search. Use delimiter to refine. (See Code page #100672)

Bad Codes the Old Way

Bad Codes with RegX[ ] = range of characters

^ = negation (not this)

- hyphen symbol goes first (null character)

a-f = any character between a and f

ORDER CLAIM matches “[^-a-fzrn]”

Fixed field values (MARC 006 007 and 008)

See Code Page #100673 at end.

Combining Call # and 008

Finding Linked Records

Always use bib as record type. Options are Exists to or Not exists to (See code page #106203)

Searching Checkin Boxes

Presence/Absence of Fields

• MARC Field tag = [blank] finds all records where field does not exist

• MARC Field tag not = [blank] finds all records where field exists.

Grouping Search Terms

Group option for three or more criteria to overcome default hierarchy of search terms (see code page #101611)

Other Record Types

Searching Invoices

Searches That Can’t Be Done

• Bib records where condition is true for some attached record and not true for others. (e.g., bib record where some item records do not equal x location). Can sometimes be gotten around by switching record types.

• Paid field does not exist. Paid date = blank, etc. doesn’t work. Must approach through order status.

Saving Queries

Can be saved after the fact (as long as file still exists)

Is the search range (e.g., index or review file) important?

Refreshing a Search

Choose from list and click “Search records”

The scary part!

Refreshing 2

Select existing search from list, click Use, then Search

Appending Files

Cannot append a system file directly. Must first “copy” it to an empty list.

Deduping

• Useful with Add or Append• Only removes duplicate record

numbers.• If file sorted by field with multiple

instances, deduping will temporarily remove additional instances until you re-sort.

Limiting Paid Field Output

• Limiting by date range only in character-based when listing information in a file of order records

• Expected in Millennium create lists in an update to rel. 2007.

Exporting Fields

Special instructions on outputting paid fields (code page #105412)

Outputting to Excel

Sort in Millennium first

Exporting Records

Permission Levels

• 018 Create Lists (can only own files you create)

• 186 Review File Administrator (take/release files you don’t own, didn’t create)

• 641 Create list template administrator• 640 Create lists limited (use templates

only) See code page #100665

Review File SettingsControls staff licenses when creating multiple files (Code page #105323)

Looks “up” to bib call number if no item or checkin record call # available

Searches vernacular script fields

Include Coverage data option not in our system.

Database System Options

19. “create lists” searches: Pause every <n> records……

26. Create BOOLEAN lists: show braced form of diacritics……

27. Create BOOLEAN lists: password review files…… (code page #100682)

32. Create BOOLEAN lists: scope during range ……

Create BOOLEAN lists: Use template Files……

Featured Lists WWWoption

ASAA Review File Configuration

…The Shoulders of Giants

• Elizabeth B. Thomsen. Creative Create Lists (2008)

http://www.innovativeusers.org/programpages/IUG2008/Q7

• Richard V. Jackson. Playing With Matches: Using

Regular Expressions in Create Lists (2007)http://innovativeusers.org/programpages/IUG2007/f3• Elizabeth B. Thomsen. Creative Create Lists the

Lazy Way (2007) [scripting]http://innovativeusers.org/programpages/IUG2007/g5

Thank You!

Questions/Comments to:Mary M. StrouseDuFour Law LibraryCatholic University of America

strouse@law.cua.edu