CREATE LISTS WITH MILLENNIUM II
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1 CREATE LISTS WITH MILLENNIUM II IUGSA, Pretoria November 2006 Anette Lessing Library Systems Administrator Academic Information Service. University of Pretoria 1
2 Content Working with review files (overview of functions) Merge, dedupe, copy (system generated files), rename, limit, stop, suspend, resume, settings Group search terms Restrict create lists to scope Review file ownership Saved searches and search templates Boolean expressions Index search Review file for headings reports Review file maintenance Export review files Questions 2
3 Working with review files Append Merge 2 review files Dedupe Removing duplicate records in a review file Copy Copy a file to an empty file Empty Clear contents of review file Rename Rename a review file 3
4 Working with review files: Append, Dedupe Append (merge 2 review files) Choose review file you want to add to, click append Select from range, review file, index or create a new list Dedupe Used after merging files to remove duplicates in review file Simply click dedupe 4
5 Working with review files: Copy Copy Choose file you want to copy to Click copy and choose file from file to copy from NB. The file you select is overwritten 5
6 Working with review files: System generated files 1. Select empty review file 2. Click copy 3. Select file to copy from popup screen (system generated files are listed at the end) 4. File is copied to review file 6
7 Working with review files: Limit Limit display of files to files completed, in progress, empty or with your own initials 7
8 Working with review files: Rename, Empty, Settings Rename Highlight review file and type new name Empty (Delete review file from list) Highlight review file and click empty Settings Can set to run search in fore- or background 8
9 Working with review files: Settings If you select wait for searches to complete you are unable to perform other functions (license restriction) #
10 Working with review files: Stop, Suspend, Resume Stop a search completely To stop a search temporarily To resume search after suspended it 10
11 Group Group and ungroup search terms search terms Search statements can be grouped to specify the order in which the system processes the Boolean operators in a search Millennium searches the grouped search last Group becomes active when you select 2 rows 11
12 Restrict create list to scope If your library's database is scoped, you can set the Millennium Create Lists function to: -Restrict the retrieved records to those within the current login's scope (set scope in millennium login) -Database maintenance option no. 31 Use scoped range 12
13 Review file Review authorship file ownership and ownership Password protection for review files Must be enabled in Database Maintenance options 26 If set to YES only authorized users may delete or modify review files (OWN) Click to protect (RELEASE) Click to release Manual #
14 Saved search templates Create a search template for later use (update values eg. dates, locations) Use for regular searches with different parameters eg. new titles received, blacklists, etc. #
15 Saved search templates Modify the parameters or create new template 15
16 Saved search 16
17 Boolean expressions 17
18 Examples: Index search Retrieves journal titles starting with a & b 18
19 Review file for headings reports 19
20 Review file maintenance ASAA Advanced System Administration and Access must be enabled Re-size the size of review files according to need Increase number of review files Records used should not exceed availability 20
21 Exporting records to eg. Excel Export records to spreadsheet 1. Select fields for output 1 2. Format export list (or use Excel wiz) 2 3. Select file name on PC Save as.txt file + click OK 3 Manual #
22 Export Exporting records records to spreadsheet Can export selected fields to a spreadsheet eg. Excel Formatting Exported lists with: Field delimiter : default is comma (,) (Delimiter between fields) Text qualifier : quote ( ) (Delimiter for text fields) Repeated field delimiter : semicolon (;) (Delimiter between fields of the same type) Maximum field length: Maximum number of characters exported from each field Manual #
23 Import records to to spreadsheet Excel EXCEL Select Data Import External Data, Import Data 23
24 Import Excel records Import import to wizard Excel Determine delimiter from data preview Determine from Excel preview screen (in this case the comma (,)) Click comma Check import results 24
25 Excel Import import delimeters wiz Wrong delimiter used Correct delimiter used 25
26 Excel import wiz Import to spreadsheet Maximum field length (selected 20) setting useful for eg. Stock take lists 26
27 References Create lists - Manual # Using Boolean Searching & specifying search criteria Manual #101608; #100672; # FAQ: Common create lists problems & solutions Training manual 27
28 Questions Thank you 28
CREATE LISTS WITH MILLENNIUM I Basic
CREATE LISTS WITH MILLENNIUM I Basic IUGSA, Pretoria. 9-10 November 2006 Anette Lessing Library Systems Administrator Academic Information Service. University of Pretoria Anette.lessing@up.ac.za 1 Content
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