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What’s New in Create Lists?
Mary StrouseILUG Annual Meeting,
July 12, 2008
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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.
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Review Files as Inputs: System & Milcat
• Global Update• Rapid Update• MilStats • Delete Records (required)• URL Checker (interactive report)• Featured Lists• [Create lists]
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Review Files as Inputs: Milacq & Milser
• Claim/Cancel orders • Selection Lists• Recalculate Foreign Currency • Change Eprice• Vendor Statistics• Binding (pull slips)• Serials Claiming
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Review Files as Outputs
• Heading Reports• Data Exchange • URL Checker errors• Other system-created files
CAVEAT: Records appear out of context, especially after sorting.
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Heading Reports
Hint: Avoid combining error types.
Enhancement: Allow user-specified file names
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Data Exchange (Loading)
Separate files for inserted and overlaid records.
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Stored as System-Created File
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URL Checker Errors
Separate files for automatic and interactive error reports
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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
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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.
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Using the Add Function
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Using the Label Queue
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Search within a File
Useful to switch record types
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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
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The “Advanced” Search
Advanced Keyword boolean syntax, including pre-search limits (code page # 101244 )
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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).
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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)
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Bad Codes the Old Way
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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]”
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Fixed field values (MARC 006 007 and 008)
See Code Page #100673 at end.
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Combining Call # and 008
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Finding Linked Records
Always use bib as record type. Options are Exists to or Not exists to (See code page #106203)
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Searching Checkin Boxes
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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.
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Grouping Search Terms
Group option for three or more criteria to overcome default hierarchy of search terms (see code page #101611)
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Other Record Types
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Searching Invoices
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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.
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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?
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Refreshing a Search
Choose from list and click “Search records”
The scary part!
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Refreshing 2
Select existing search from list, click Use, then Search
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Appending Files
Cannot append a system file directly. Must first “copy” it to an empty list.
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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.
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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.
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Exporting Fields
Special instructions on outputting paid fields (code page #105412)
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Outputting to Excel
Sort in Millennium first
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Exporting Records
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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
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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.
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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……
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Featured Lists WWWoption
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ASAA Review File Configuration
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…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
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Thank You!
Questions/Comments to:Mary M. StrouseDuFour Law LibraryCatholic University of America