Transcript What’s New in Create Lists? - Innovative Law Users Group

What’s New in Create
Lists?
Mary Strouse
ILUG 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 systemcreated file.
Using the Add Function
Using the Label Queue
Search within a File
Useful to
switch
record
types
Using Call # Index
Using Index to limit search range
dramatically speeds searching
*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)
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)
ORDER CLAIM matches “[^-a-fzrn]”
- hyphen
symbol goes
first (null
character)
a-f = any
character
between a
and f
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 Settings
Controls staff
licenses when
creating multiple
files (Code page
#105323)
Include Coverage data
option not in our system.
Looks “up” to bib
call number if no
item or checkin
record call #
available
Searches
vernacular script
fields
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/IUG
2008/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. Strouse
DuFour Law Library
Catholic University of America
[email protected]