Welcome to Wednesday s with Ingram. In today s session we are going to talk about Creating, Organizing and Sharing Titles and Lists in OASIS.

Transcription

1 Welcome to Wednesday s with Ingram. In today s session we are going to talk about Creating, Organizing and Sharing Titles and Lists in OASIS. 1

2 REVIEW THE AGENDA Let s take a quick look at the agenda and what are we going to try and cover in today s session. First we will answer the questionwhat is a List in OASIS? We are going to look at different ways to create and share lists or titles with your OASIS colleagues as well anyone who is not an OASIS user, such as a Professor / Faculty /Academics We are also going to look at how each user can manage their own lists from the Lists & Groups folder and we will also take a look at options in Administration/Manage Account (i.e., Security, Preferences and List Maintenance). We will also look at how you can use the Excel download option as another method for sharing lists. ****************************************** 2

3 So What is a List in OASIS? (Start out in Search ALL Titles and call up a saved list.) I am going to start out in the Search ALL Titles folder and for the sake of saving time I am going to call up a saved list. In OASIS, lists can be any screen that has a list of titles (and we often refer to the list as a browse row). Lists that are eligible for forwarding will have an Action Arrow or a Mark All button, and the option to List/Forward within that dropdown. From any browse row you can create as many lists as you like, and put as many titles in your Lists as you like. I am going to start out using the Search All Titles screen and to save time I am using one of my saved searches. Saved Search = Women s Studies and Theater = 6 Results. 3

4 So here we are going to create a new list and move a single title to that new list. Highlight a title in our list and hover over the Action Arrow. Select List/Forward from the Action Arrow. You will get a popup. From within the popup enter a list name in the top box New List and select Create. The new list will appear under the first section header below called Lists. You can add a note at this point for the title you are sending to your list - remember the Save Note button. Click to the right of the list you just created (you will see a green check) and then go to the bottom of the box and select an option. Copy and Move Now title will stay in your current Search Results list until you exit the list but will also be placed on the list you selected. You will a note in the browse stating you have move this title to a list. Move Now the title will move to the list you have selected and will be removed from your current Search Results list. Mark for Process Now the title does not move from your Search Results list until you select Process List button in the upper right corner and follow the steps indicated. You will see List/Forward above the green action arrow though. 4

5 Before we take a look at where you can access your new list(s). let s go back to the Search All Titles screen and do a new search so we can send multiple titles at once. Select from Saved Search = Vasquez Translation = 5 Results. This time we are going to look at forwarding all titles to one list. Select the MARK ALL button at the top of the screen. You get a pop-up move down and select Mark All for List/Forward. You get a similar popup to what we saw using the Action Arrow earlier - List/Forward. But in this case the action is applied to all titles in your list. Let s select a list created before. Click to the right of that list and then go to the bottom of the box and select the OK button. The box closes and each title in your list now has List/Forward in blue above the green arrow. Next we want to select Process List in the upper right corner. When that box opens click the Confirm List/Forward box and press Process. The box closes and your titles are sent to the targeted list. You are sent to back to the Search All Titles screen. 5

6 OK, so where do I find my saved lists? All your lists are located in the Lists & Groups folder which is accessible from the main menu. 6

7 In the main menu go to Lists & Groups here you will see your new list. If you have created other lists those will appear here as well. There is an Action Arrow to the right of each list and the number of titles on each list. Hover over the Action Arrow and you see three selections. The Remove List Contents will remove the titles but leave the list and Delete Now will remove everything. Now let s click on the List Maintenance option. Everything below the blue bar in the List Maintenance box sets up an Notification. An alert is sent if the 'Recommend' box is not checked. If it is checked an of the title is sent with a recommend and reject option and we will look at that very shortly. The default for you lists Life-Cycle is 365 days. You can adjust that and select between 7 and 730 days. The Slip Forward Eligible box is also checked by default. The column headers are quick sorts allowing you to sort by title and # of titles in each list. You also have a button in the upper right corner that will allow you to create new lists within this folder. We ll look at this a little closer shortly. Click to the right of the list you want to open. It will open up a list of the title(s) you selected to move to that particular list. 7

8 Now let s look at forwarding (sharing) a title to a Professor or Faculty member. Go back to the Search All Titles screen and do another search. Saved Search = Consumer Safety and Business = 7 Results. We are going to forward a single title to a Professor or Faculty member (a non OASIS user). Let s select the first title in our results screen and hover over the Action Arrow then select the List/Forward option. Enter a name where it says New Faculty Selector enter a name and then in the next box you are going to enter the address you are sending to now click Create Selector. This creates a list in your Lists & Groups folder. Here you can add a note at this point for the title(s) you are forwarding, remember to the Save Note. The new selector/faculty (non OASIS user) will appear under the second section below for s. Click to the right of that list and then go to the bottom of the box and select an option. Copy and Move Now title will stay in your current Search Results list until you exit the list but will also be placed on the list you selected. You will see a note in the browse row stating this title has been sent to the target. At the same time this has been ed and added to your Lists. Move Now the title will move to the list you have selected and will also be removed from your current Search Results list at the same time an is sent to the address you selected. Mark for Process Now the title does not move from your Search Results list until you select Process List and follow the steps in the upper right corner of the screen. 8

9 Here is a sample to faculty or non-oasis user. As you can see it names the liaison, lists the title and provides a brief description with pricing and other bibliographic information. At the bottom of the the recipient has the option to Recommend or Reject the title. 9

10 When the recipient selects either Recommend or Reject they will get a screen that allows them to add a note or message and confirm their selection, which is then sent back to your Inbox. 10

11 Next let s go back to Search All Titles to do another search and this time we will forward multiple titles to our Professor. Saved Search = genomes = 9 Results. Select Mark All you will get the List/Forward popup. This time let s select an existing professor from the section. Click to the right of that list and then go to the bottom of the box and select OK. The box closes and each title will receive a blue List/Forward action above the green arrow. Go to the Process List button, click and check the List/Forward box and Process. 11

12 The Inbox I referred to can be accessed from the main menu. Once the professor has confirmed a title the liaison will receive the Recommend or Reject response in their Inbox. 12

13 Now let s forward some titles to our library colleagues but this time we are going to do it from the New Titles/Slip Notifications folder. Just as in our other lists select a title and go the Action Arrow and select List/Forward. 13

14 Once you select List/Forward you are going to move down to the section which says Forwarding. Below this header you will see your colleagues. (We will cover what to do if you do not see the colleague you are looking, next). You can add a note at this point for the title you are forwarding remember to Save Note. Click to the right of the colleagues name and then go to the bottom of the box and select an option. Copy and Move Now title will stay in your current Search Results list until you exit the list but will also be placed on the list you selected. You will see a note in the browse row stating this title has been sent. At the same time this has been added to your Lists. Move Now the title will to your colleague and will also be removed from your current Search Results list. Mark for Process Now the title does not move from your Search Results list until you select Process List and follow the steps in the upper right corner of the screen. 14

15 The default is for all OASIS colleagues to appear in the Forwarding list. If a name does not appear it usually means a change has been made in Administration, either by the administrator or by the individual user. For a name to appear in the List/Forward colleague Forwarding section there is a box that has to be checked in the Administration/Manage Account/Security tab. This can be done by the individual or by the Administrator. 15

16 So now I am going to Administration/Manage Account/Preferences to show you 3 options which are checked by default to ensure that creating and managing lists flows smoothly. If you have trouble with any of these features you may want to ensure that they are checked. One more feature in the Administration/Manage Account folder is the List Maintenance tab. The features available to you in this tab are similar to those available in List & Groups however, in this tab you see ALL lists, including systems generated lists such as Authorize Orders, etc OASIS does consider any collection of titles a list. But for list you create using the Lists & Groups folder to maintain those is pretty straight forward. 16

17 From a title list, such as your slip notifications, or a saved lists you can select the Excel icon, uncheck all the boxes you do not want to include in your Excel file (you can always hide columns you want to keep do not necessarily want to send to a professor). Download to your desktop, format as you want and to someone. 17

18 Creating New Lists Where you can Manage Your Lists Adding Titles to a List Setting up Lists and Forwarding to a non-oasis User Forwarding to a Colleague Other Administrative Features for Lists And Using Excel Files to Create Lists 18

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