Connexion Browser Fundamentals

Transcription

1 Connexion Browser Fundamentals Introduction The objective of these guidelines is to introduce you to the Connexion browser, OCLC new web-based cataloging application. With the retirement of Catme as of July 1, 2005, the Connexion is OCLC s substitute tool for cataloguers to search WorldCat. While the workflow and functionality of Catme and the Connexion are relatively similar, the graphical interface is very different and new indexes and syntax have been introduced. Your familiarity with Catme will serve you well in terms of migrating to the Connexion because you will be essentially performing the same workflow, except in a web-based environment. Your workflow will consist of searching WorldCat and taking some form of action on bibliographic records. Cataloging Process Your workflow will consist of the following steps: 1. Search for bibliographic records. To avoid duplication, before searching the Connexion, make sure the items you are cataloging are not already in the MCCS library catalog. 2. Edit your record. This step involves modifying, deleting or adding fields, as well as applying constant data (see below for definition and procedures). 3. Set holdings. 4. Save your bibliographic records. You can flag records for export to a designated file on your computer. 5. Load the file to WorkFlows via the MarcImport utility. How to Connect to the Connexion As a web-based application, there is no software to download to access the Connexion. Simply point your browser to: and use your current authorization and password information to access WorldCat. If you are a regular user, it is advisable to add this link to your browser s favorites. Connexion Browser Fundamentals Tutorial (June 2005) 1

2 Connexion Browser Fundamentals Tutorial (June 2005) 2

3 Recommended Customization Settings Please note that there is no single, prescribed formula to customize your Connexion settings. Each site has different cataloging needs, and will implement what it deems necessary and useful in its every-day cataloging activities. Here are some general recommendations to help you configure the Connexion for optimal usage and productivity. Authorization Settings: The Local Browser Settings link from the Connexion logon screen allows you to enter and save up to ten authorization/password combinations. This feature is especially handy for MCCS cataloguers who handle more than one branch because several authorizations can be customized for multiple sites. You can give each site a name of choice and designate one as your default. The logon information you supply is saved as a cookie, so you must have cookies enabled in your browser for this feature to work. Connexion Browser Fundamentals Tutorial (June 2005) 3

4 Interface Customization: You may want to simplify and streamline the look of your Connexion Window by hiding any functionality you do not use such as Express, Pathfinders, Authorities, etc. You may, for instance, only want to keep the Cataloging and General tabs on your screen. To achieve this, click on General > Admin Options > Preferences > General Options > Interface Customization Options. Connexion Browser Fundamentals Tutorial (June 2005) 4

5 Check Cataloging option: Cataloging - Click link to customize the Cataloging tab Authorities - Click link to customize the Authorities tab Express Pathfinders You may also want to set the inactivity timer to prevent your cataloging session from remaining open indefinitely even after you stop working. You can set it to 25 minutes instead of 40. Inactivity Countdown Timer 25 (in minutes) You can bypass the Active Records logoff warning to save time logging off of the Connexion browser. If you select "Hide", you will no longer receive the Active Records warning screen when you log off. This may, however, result in the loss of any editing you have done on your records. You may want to implement this feature after you become familiar with the system. Connexion Browser Fundamentals Tutorial (June 2005) 5

6 Show or Hide Logoff Warning Show - Warning before Logoff for any active record(s) Hide - Immediate Logoff. Active records closed and unsaved edits lost There is no need to change the properties of any of the other configuration options. Make sure to click on Save my default to store all the changes you have made. Cataloging Options Click on General > Admin Options > Preferences > Cataloging Options. Make sure your options conform to the template below: Bibliographic Record View DC Template DC Text Area MARC Template MARC Text Area Bibliographic Record Mode after Update Display Mode Edit Mode Mode for Single Record from Search Results Connexion Browser Fundamentals Tutorial (June 2005) 6

7 Display Mode Edit Mode Master Edit Mode Bibliographic Save File Record View DC Template DC Text Area MARC Template MARC Text Area Bibliographic Constant Data Record View DC Template DC Text Area MARC Template MARC Text Area Make sure to enter a status name for your online saved records. This will help you avoid being prompted by the system to generate a name any time you want to save records on OCLC. You may want to include the name of a default constant data if plan on using this feature (see further information below on constant data). My Status - Enter default text for My Status My Status for Saved Bibliographic Records My Status for Constant Data Records mystatusna mycdname optional optional Specify the label format if you are interested in printing spine labels and have installed the Label Program. Otherwise, please ignore. Label Format SL4 SL6 SLB SP1 Label Format Legend SL4 1 spine label, 2 card/pocket labels SL6 1 spine label, 2 card/pocket labels SLB 1 spine label, 1 card/pocket label SP1 1 spine label, No card/pocket labels To save on connection time, you may want to turn this flag to on if you use the label program to print book labels. Otherwise, please ignore. Connexion Browser Fundamentals Tutorial (June 2005) 7

8 Mark For Label and Save Record On Off Make sure to click on Save my default to store all the changes you have made. Export Options Click on General > Admin Options > Preferences > Export Options. Make sure you have MARC selected under Flagged Bibliographic Record Export Format Flagged Bibliographic Record Export Format None - Prompt to select format at time of export MARC Dublin Core HTML Dublin Core RDF You can have the system save bibliographic records automatically when you take the Mark for Export action. On the Export Options screen, set the Mark for Export and Save Record option to On. The default setting is Off. Mark For Export and Save Record On Off Please note that this option does actually export your records. It only tags them for export. This is useful if you want to capture items with a status of Export-Ready. Make sure to click on Save my default to store all the changes you have made. Connexion Browser Fundamentals Tutorial (June 2005) 8

9 Searching To access the search screen, click Cataloging tab > Search > WoldCat, or press <CTRL><SHIFT><W>. This opens a search screen where you can conduct either a command line or a keyword/numeric search. While the former is designed for power searchers, the latter is more user-friendly and accessible by regular users. If you prefer using one search over the other, you can hide the undesired window by clicking (-) at the end of the section label. To show the hidden area, click (+). In the command line search, you are allowed to perform derived, keyword or browse query searches. In the keyword/numeric search area, you can search either by derived or keyword or searches. See below for explanation and examples. Numeric Searches: Numeric searches are the most precise queries in the Connexion. So, make sure to use them all the time if you can. Remember to include any x es if present in an ISBN. OCLC numbers must be preceded with an asterisk (*) or a pound sign (#). In the command line, always precede search terms with an index label (see major index labels below) and punctuation (: for numbers and = for number phrases). The only exception is ISBN if first or only search. Connexion Browser Fundamentals Tutorial (June 2005) 9

10 Examples: ISBN bn: x or x bn: x Enter complete number and X, if present. Omit any hyphens. Index label is optional in command line if the ISBN is the first element. ISSN in: in: Always include hyphens in: x x LCCN ln: ln: or Enter the number with or without the ln: hyphen. OCLC Number no: no: For Command Line search, precede # number with index label and colon (:), * asterisk, or number sign. For Keyword/Numeric Search for box, enter with asterisk or number sign instead of selecting an index. TIP Unlike the Catme user-friendly batch option, the Connexion does not provide you with the automatic capability to add numeric searches to your query and or them behind the scene. To retrieve a number of bibliographic records based on specific ISBNs, enter the ISBN numbers and include or between your entries. For example: or x or For further information about or and other operators, see section on operators below. Derived Searches: The system does not format derived names or titles automatically. Make sure to use the correct format (number of segments, characters per segment, number of commas) for each type of derived search. Do not include articles (a, an, the, and non-english articles) when they are the first word of a title. However, include articles found within titles. Letters, numerals, and these characters: & $ * b must be included as well. Exclude punctuation, diacritics, and the following characters: - # / + =. If a personal name begins with Mc or Mac followed by an uppercase letter, type Connexion Browser Fundamentals Tutorial (June 2005) 10

11 the m and omit the c or ac. For example: To search for MacDonald, Marion B., type mdon,mar,b. Precede a corporate/conference name with either the (cd:) index label or (=). Index name Label Format Examples Corporation/Conference Derived American Library Association Trinity College World Energy Conference Name/Title Derived Smith Flying Clarke 2001: a space odyssey Personal Name Derived Mozart, Wolfgang Amadeus cummings, e. e. Title Derived Realism in Modern Literature Hotel Miracle on 34th Street cd: 4,3,1 nd: 4,4 pd: 4,3,1 td: 3,2,2,1 Cd:amer,lib,a or =amer,lib,a cd: trin,col, or =trin,col, cd:worl,ene,c or worl,ene,c nd:smit,flyi or smit,flyi nd:clar,2001 or clar,2001 pd:moz,wol,a or moz,wol,a pd:cumm,e,e or cumm,e,e td:rea,in,mo,l or rea,in,mo,l td:hot,,, or hot,,, td:mir,on,34,s or mir,on,34,s Keyword Searches: This search screen allows for searching word, number, phrase or whole phrase indexes. You can use lists to specify indexes for search terms. You can also enter index labels (see index labels below) in the text boxes. An index label within the text box takes precedence over the index selected in the corresponding index list. Word: finds any instance of the presence of terms in the index in no particular order. This includes both keyword and numeric terms. Use a colon (:). For example: ti:asian crisis. Phrase: searches multiple words in sequence within a single subfield, beginning with the first word in the subfield and including all data in the subfield. Use an equal sign (=). For example: Personal Name Phrase: pn=james, henry Connexion Browser Fundamentals Tutorial (June 2005) 11

12 Whole phrase: searches multiple words in sequence within a single field, beginning with the first word in the field, across multiple subfields, and including all data in the field. Use an equal sign (=). Whole phrase index labels end in the letter w. For example: Personal Name Whole Phrase: pnw=james, henry When you enter a search from the command line, you specify the index by typing the correct index label and the correct punctuation mark. An equal sign indicates a phrase index or whole phrase index; a colon indicates a word index. Major Index Labels Index Index label Author Conference Name Corporate Name Dewey Call Number ISBN ISSN Keywords LC Call Number LC Control Number OCLC Number Personal Name Publication Location Publisher Series Name Standard Number Subject Words Title au: cn: or au: co: or au: dd: nb: or sn: ns: or sn: kw: lc: nl: or sn: no: pn: or au: pl: pb: se: sn: su: or kw ti: Browse Searches: Browsing allows you to scan WorldCat indexes. To enter a browse query, include the scan command (scan or sca), the index label and punctuation (= for a phrase or whole phrase index; : for a word index), and then the term. Alternatively, you can Connexion Browser Fundamentals Tutorial (June 2005) 12

13 enter a browse query in the Browse WorldCat screen. Omit initial articles (a, an, the) from your term. Examples: Index name Label Examples Dewey Class Number dd: sca dd:199 Title Whole Phrase tiw: Sca tiw=life of pi Name Whole Phrase Auw: sca auw=joyce, james Qualifying Searches: You can use a slash or index labels for format, years, microform or source qualifiers. To specify Internet/non-Internet or language qualifiers, use Index labels only. Slash qualifiers must be at the end of your search. Qualifiers with index labels, however, can be anywhere in your query. Examples: Qualifier Label Examples Type of material/format mt: /bks or mt:bks (for books) /vis or mt:vis (for visual materials) Year of publication Yr: /1988 or yr:1988 Language La: La:english or la:eng Boolean operators, proximity operators and nesting Command Line Search area: Type Boolean operators (and, or or not) and/or proximity operators (with and near) between search terms to combine them. Keyword/Numeric Search area: o To combine search terms to search a single index, type Boolean or proximity operators between search terms in a Search for box. o To combine search terms in different indexes, type the search terms in separate Search for boxes, select an index for each from the index list, Connexion Browser Fundamentals Tutorial (June 2005) 13

14 and select a Boolean operator (and, or or not) from the list of operators. Boolean operators and proximity operators are unavailable for browsing. Proximity operators are unavailable for derived searches. You cannot combine an OCLC control number with any other search. Operator Example What the operator does and Command Line Search: su:wom?n and history and new york/1990- Finds records that contain all combined terms in the same record. Keyword/Numeric Search: (select Subject index from list): wom?n and history and new york/1990- Or wom?n and history and new york (type 1990 in Year box) or Command Line Search: pn:woolf or stephen/1936 Finds records containing any or all terms. Keyword/Numeric Search: (select Personal Name index from list): woolf or stephen/1936 Or woolf or stephen (type 1936 in Year box) not Command Line Search: su:civil and war not battle/1970 Excludes the term that follows not. Keyword/Numeric Search (select Subject index from list): civil and war not battle/1970 Connexion Browser Fundamentals Tutorial (June 2005) 14

15 Or civil and war not battle (type 1970 in Year box) with (or w) Command Line Search: ti:aluminum w wiring Keyword/Numeric Search (select Title index from list): aluminum w wiring Finds records containing both terms, in the order typed, with no words between them. Alternate technique: Enclose terms in quotation marks ("aluminum wiring") Command Line Search: ti:aluminum w2 wiring Keyword/Numeric Search (select Title index from list): aluminum w2 wiring With a number (1 to 25), finds records containing both terms, in the order typed, with no more than the specified number of other words between them. near (or n) Command Line Search: ti:overview n 1998 Keyword/Numeric Search (select Title index from list): overview n 1998 Finds records containing both terms, in any order, with no words between them. Command Line Search: ti:chicken n3 egg Keyword/Numeric Search (select Title index from list): chicken n3 egg With a number (1 to 25), finds records containing both terms, in any order, with no more than the specified number of other words between them. Wildcard/truncation and plural Symbols You can use the following search techniques to optimize your search results strategy: Use the # symbol to substitute an unknown character. Example: advi#e will retrieve advice and advise Connexion Browser Fundamentals Tutorial (June 2005) 15

16 Use? or?n to replace multiple unknown characters (n represents the number of characters, meaning a digit from 1 to 9). Example: an?sthesia will retrieve anesthesia and anaesthesia. milit?3 will retrieve militant and military. Use the * truncation symbol to match variations on a search string. Example: intelligen* retrieves intelligencia, intelligence, and intelligent. Use the + symbol after the singular form of a word to match plural forms that end with s or es. Example: glass+ will retrieve glass and glasses NB As a general rule, your term must consist of at least three characters before any of these symbols. Quick Search Using Quick Search will help improve your response time in OCLC. Use Quick Search to search WorldCat from a results screen or from a bibliographic record view, without returning to the Search WorldCat screen. The Quick Search box is hidden by default. Once you display it ( <Alt><Q> ), Quick Search remains visible on all WorldCat results screens and WorldCat record views, until you hide it by pressing <Alt><Q> again. The Quick Search box retains your last WorldCat search, whether performed from the Search WorldCat screen or from Quick Search. When the Quick Search box retains a keyword, numeric, or derived search, the search is formatted as a command line search. Connexion Browser Fundamentals Tutorial (June 2005) 16

17 Search history This option allows you to view, run or revise the last 10 WorldCat queries you have performed. This includes any command line, keyword, numeric, or derived searches. Previous searches are associated with your authorization number and are retained between Connexion sessions. The search history is not cleared when you log off. Searching Shortcuts: When executing a search, it is not necessary to use the mouse to click the "Search" button. You can send your search request simply by pressing <Enter> on your keyboard. Press <Ctrl><Shift><W> to return to the WorldCat search screen. You are placed back into the search area you used most recently, with your last search highlighted. Then you can just start typing without having to delete your previous search. To preserve keywords you typed in the text boxes and retain specified qualifier values, select the Retain Search check box. If the default setting (i.e. Retain Search) is not selected, the system clears the text boxes and resets qualifiers to default values. Index lists always retain the last index you selected. Connexion Browser Fundamentals Tutorial (June 2005) 17

18 Manipulating Bibliographic Records Prior to taking any action on the retrieved bibliographic records, you need to understand that there are two distinct modes: Display mode: this is the stage when you have not begun editing your records. It is in effect when you are viewing records in a search results lists. Edit mode: this is when you use the Edit Record action in the copy cataloging mode. This is the mode where you will be performing most of your cataloging actions, such as displaying, updating or deleting holdings, exporting or marking records for export, marking records for label processing and saving record items to an OCLC temporary file. There are two ways you can invoke actions on your bibliographic records. One is by using the Action drop down list. The other is based on customizable shortcut commands, which consist of a combination of designated keystrokes. The latter, albeit initially intimidating, is a more efficient way to use the Connexion browser. If you do not want to switch between the keyboard and the mouse, it is certainly more convenient to use keystroke commands. With practice, you will get used to these commands. A summary of some of the most common keystroke commands is defined below. Keystroke Commands By pressing Alt+K you can turn the drop-down lists into one box that includes all the commands listed alphabetically. Each command has a corresponding keystroke assigned. To issue a command, press Alt+K then the shortcut character for that command. Alt+J turns off the command shortcuts box and displays the Connexion Browser Fundamentals Tutorial (June 2005) 18

19 Edit/Action/View lists. If you know the command keystroke, you can press Alt+J then the shortcut character for that command. Click command name or press <Alt><K> plus shortcut character. Press <Alt><J> for Edit/Action/View lists 2 Cancel Changes H Display Holdings S Save Record 3 Mark For Label T Display Record B Show Command Lists 5 Apply Constant Data By Name E Export Record in MARC Show/Hide Command Scrollbar 6 Apply Constant Data From List F Flag Record = Show/Hide Functions List 9 Delete Holdings J Mark For Export Q Show/Hide Quick Search I Print Record X Delete Save File Record L Back to Editing U Update Holdings R Reformat Record Y View Label in Label Program H Display Holdings Major Keystroke commands Action Keystroke Apply CD By Name <Alt><K> and then <5> Apply CD From List <Alt><K> and then <6> Apply Default CD <Alt><K> and then <C> Back to Editing <Alt><K> and then <L> Cancel Changes <Alt><K> and then <2> Delete Constant Data Record <Alt><K> and then <X> Delete Holdings <Alt><K> and then <9> Delete Save File Record <Alt><K> and then <X> Display Constant Data Record <Alt><K> and then <T> Display Holdings <Alt><K> and then <H> Display Record <Alt><K> and then <T> Edit Constant Data record <Alt><K> and then <L> Edit Record <Alt><K> and then <L> Flag Record <Alt><K> and then <F> Mark For Export <Alt><K> and then <J> Mark For Label <Alt><K> and then <3> Print Record <Alt><K> and then <I> Reformat Record <Alt><K> and then <R> Replace and Update Holdings <Alt><K> and then <N> Replace Record <Alt><K> and then <A> Connexion Browser Fundamentals Tutorial (June 2005) 19

20 Save Constant Data Record <Alt><K> and then <S> Save Record <Alt><K> and then <S> Set as Default Constant Data <Alt><K> and then <G> Show Command Lists (when Command Shortcuts box is visible) <Alt><J> Or <Alt><K> and then <B> Show/Hide Command Scrollbar <Alt><K> and then < > (<Shift><\>) Show Command Shortcuts (when Edit, Action, and <Alt><K> View lists are visible) Show/Hide Functions List <Alt><Y> Or <Alt><K> and then <=> Show/Hide Quick Search <Alt><Q> or <Alt><K> and then <Q> Unedit Record <Alt><K> and then <Z> Unflag Record <Alt><K> and then <F> Update Holdings <Alt><K> and then <U> Validate Record <Alt><K> and then <V> View Label in Label Program <Alt><K> and then <Y> Constant data Consistent data applied to bibliographic records is called constant data (CD). The Connexion lets you apply sets of data in fields, subfields, and fixed field elements to a bibliographic record quickly and easily. This is a very efficient way to populate fields specific to your library collection such as holdings (596) or local/general notes (500s). You may create as many constant data records as you want. CD records are stored in a constant data database shared by your library staff. Each authorization can set one CD record to use as the default constant data record. You can search, edit, and replace records in this database, much as you can with bibliographic records in WorldCat. To create constant data, open the Create Options list to call up a constant data (CD) workform. Connexion Browser Fundamentals Tutorial (June 2005) 20

21 In the drop down box under Single Record, select Constant Data. Then select the MARC Template format and the appropriate workform for your constant data record. The constant data workform is quite similar to the bibliographic record workform. You edit it in the same way, with the Edit list providing editing commands, the Action list providing record-level commands, and the Functions list providing field-level commands. When you add variable fields to your record, you may reformat it to order your MARC tags. On the Edit list click Reformat Record. The Connexion confirms that the record has been reformatted. After finalizing your CD record, save it. On the Action list click Save Constant Data Record. Make sure to give each CD record a unique name. You have the option of making this your default constant data record. You can also enter text in the My Status text box to help you identify and retrieve the new CD record, e.g. your initials or a project code. Click Yes to finish saving the record. The system confirms that the constant data record you have just created has been saved. You can add default constant data to multiple bibliographic save file records. Search for save file records you want to edit. Click the check box of the records you want to edit or use the Action/Sort list to Flag All on Page or Flag All Records Retrieved. On the Action/Sort list, select Flag All on Page. Next you want to apply your constant data to the flagged records. You can also apply constant data by name, default or from a list. Set holdings for bibliographic records Setting holdings associates the record you are working on with your library. To update your holdings, open the Action list and click Update Holdings Connexion Browser Fundamentals Tutorial (June 2005) 21

22 or press <Alt><K> and then <U> (or <Alt><J> and then <U>). Click OK to confirm that you want to set holdings. To delete holdings, click Delete Holdings on the Action list or press <Alt><K> and then <9> (or <Alt><J> and then <9>). Note that the Delete Holdings action is only available if your library's OCLC symbol is attached to the record. Use the Display Holdings action to list libraries whose OCLC symbols are linked to a bibliographic record. To display holdings, click Display Holdings on the View list or press <Alt><K> and then <H> (or <Alt><J> and then <H>). In the Display Holdings box (above the record header), click Display Holdings or press <Enter> to view the Default Holdings. Or Open the list and select the type of holdings display you want: All Holdings or Regional Holdings or State Holdings. Then click Display Holdings or press <Enter>. The Holdings Display window lists the holdings you requested. You can identify libraries by OCLC symbol by moving the mouse pointer over an institution symbol to display the name of the institution in the locations listing. Exporting Bibliographic Records After editing your bibliographic record, mark the record for export by selecting the "Mark for Export" action or use the keystroke shortcut <Alt-K><J>. The record is marked with an action status of "R", meaning Ready for Export. Then save the record to the bibliographic save file using the command "Save Record" under the action drop down menu, or <Alt-K><S> as the keystroke shortcut. Please note that instead of performing the marc for export and save activities individually, you can have the system automatically save records when you take the Mark for Export action. If you followed the recommended customization settings above, you do not need to reconfigure this option. Otherwise, go to General > Admin > Export Options, set the Mark for Export and Save Record option to On. The Connexion Browser Fundamentals Tutorial (June 2005) 22

23 default default setting is Off. Now when you select Mark for Export, it invokes the Save Record option as well. When you have finished editing, marking, and saving your records, you can retrieve only those records marked "Ready for Export" by searching Save File. Select Cataloging > Search > Save File and under Action Status, select Export-Ready. This will retrieve only the records you marked for export. Select Action/Sort > Flag All Records Retrieved. You will receive a confirmation in green that reads Record(s) flagged. Select Action/Sort again and click Export Flagged Records. Make sure you get an Export completed confirmation screen before you proceed. Connexion Browser Fundamentals Tutorial (June 2005) 23

24 The action status for records successfully exported changes to "C", or Completed. At this point, you are ready to download the retrieved MARC records to your local machine. Select General > Admin Options > Download Export Files. Then select your file and click the download button. Connexion Browser Fundamentals Tutorial (June 2005) 24

25 A File Download windows will pop up. Save your export file to your local machine. Make sure to give your file a meaningful name and date for identification purposes. Export files reside on OCLC server and are available for download for a period of 30 days from the file creation date. These files are automatically purged after 30 days by the system. Connexion Browser Fundamentals Tutorial (June 2005) 25

26 Logging Off To exit the Connexion Browser, click the "Logoff" icon located in the upper right corner of the screen. If there are no records are in the edit mode, you are disconnected from OCLC and a logoff screen with your session information is generated. If there are records still in the edit mode, you will receive a warning message which will give you a chance to save or take other actions on your active records. If you select "Logoff anyway," you will lose any unsaved edits you have made. Connexion Browser Fundamentals Tutorial (June 2005) 26

27 If you click Show Active Records, a screen list of records still in the edit mode is generated. When you access the Active Record screen the first title in the list is highlighted. You can press the Enter key to view this title. To resume editing or to take final actions on a different record, click its title. You can edit the record, save it, or take a final action on it. Once you have taken care of all the active records you wish to retain, click "Logoff" to exit the Connexion Browser. Connexion Browser Fundamentals Tutorial (June 2005) 27

28 References: Find Bibliographic Records nd_bib_records Take Actions on Bibliographic Records tions_bib_records OCLC Connexion Browser Tutorials Technical Bulletin 251Rev.: Connexion WorldCat Searching Connexion Browser Fundamentals Tutorial (June 2005) 28