Technical Services Units:
Script for Training at UIUC Library
[Note: Does not yet include new features of 1.60]
What is Connexion? It is OCLC's new cataloging interface that will replaced
CatME (or Cataloging MicroEnhancer), and CJK in 2005. It is available in Browser and Client
versions. The Cataloging Policy Committee and the Connexion Migration Team have determined
that the Client version best meets our needs at UIUC because it allows editing and creating records
offline and supports NACO work.
There is now a direct link from the Connexion Client to WebDewey (Dewey 22
The layout of the program resembles CatME. It makes use of Windows toolbars and menus. Many of the commands and actions you know from CatME are still there, though they may be in different places, and a few have different names. As usual in Windows programs, there is more than one way of doing things. Some things have three ways: toolbar buttons, menu selections, and shortcut keys or key combinations.
We think most things are set correctly on these training workstations. However you should
Tools>Options>General to make sure the following settings are there on the
right side (Offline Cataloging):
Classification Scheme: Dewey (or Library of Congress)
Holding Library Code: UIUU
Institution Symbol: UIU
MARC Organization Code: IU
You may also wish to change the font by using the
Tools>Options>Fonts. For records to display correctly, you
Arial Unicode MS. You may also want to change
Tools>Options>Display to have a different color background in authority
records. Click OK to record the changes. You will need to close and reopen Connexion
for the changes to take effect.
Under Tools>Options>Export you need the location of your export file. Click Unicode on the radio button.
Place the cursor on the various buttons on the toolbar. You should have a handout showing and describing the default toolbar buttons. An important change is that catalog records and authority records are separated into different groups. The two buttons on the left are for searching WorldCat, the two with red A's (fifth and sixth from the left) are for searching the online authority file. The next group contains the familiar icons for connection to OCLC and disconnection from it. The fourth group of buttons is for editing catalog records and updating them in OCLC. They are grayed out now because we do not have a record open. You may customize your toolbar to add menu selections and actions you use frequently.
Now look at the menus along the top of the desktop. The first one is File (not Search as in CatME). Local file manager, which allows you to move between local files, is located here, rather than under Tools. The various printing possibilities are grayed out because we have no information on the screen. Note the shortcut keys for Log on, Ctrl+F1 and Exit, Alt+F4. The shortcuts are always listed in the menus. You also have a copy of the template for function keys. Cataloging and Authorities are two separate tabs. Both have Search, Browse, Create, and Show. Edit contains the tasks involved in editing records, many of which are grayed out because we don't have a record open. Action is the menu for things that involve the database and also allows saving records. We'll look at these two menus again when we have a record open. Batch allows various batch processing tasks. View allows you to change your desktop. Tools helps you create and use text strings and macros and customize the programs. Window has some options related to using multiple windows. The last menu, Help, gives you access to Connexion documentation and a tutorial.
When you want to search using Connexion, you may click on the Log on button on the toolbar or simply click on the Cataloging Search or Authorities Search button. Click on the Cataloging Search, the first button on the left now. You may use your own logon or one of the ones written on the board. Notice the arrow on the right side of the logon box. This allows you to toggle between several logons. You can store several authorizations by clicking on Setup authorizations and then designate one of them as your default authorization. Please enter one of the authorizations and passwords in Setup Authorizations now. Once you have a logon and password in the logon and password in the logon box, click OK. You get the search dialog box for bibliographic record searching. Command Line Search allows you to enter derived searches (the ones with letters and commas) and also search with index labels. It also does scan searches (in the form sca ti:, but the new category of browse searches works better. The search labels are listed in the handout "Changes in Searching WorldCat." If you have been using these searches, note that some of the labels have changed. Keyword/Numeric Search is new in this cataloging interface and is the feature that makes Connexion more like FirstSearch. It can limit the results if you have several very distinctive words in your author or title, particularly if they are not the first words in the title. Note the labels that can be applied to keyword searching (click on the arrow on the right side of the box).
Thus we can search for the title The Maltese Falcon several ways:
With index labels: ti=maltese falcon
Keyword search: maltese falcon (it can be in one box or two linked with "and"--the result is the same, so it may be easier to type the words together.
These searches produce numerous results, so they are separated by type of material and dates.
Some common words will be disregarded in keyword searching. The best keyword search for Gone with the Wind (another title that brings up a famous book and motion picture is gone wind. The stop list does not apply to title phrase searching on the command line.
Derived searches and ISBN or ISSN searches do not need an index label in the Command line box. You can still use date and type of material qualifiers with both derived searches and labeled searches, but they need to be included in the search string:
Now enter the search string
ti:maltese falcon/bks/2005 and look at the results.
If there are no matches, Connexion gives you a breakdown showing the number of hits on each element.
Of course, you can use the qualifiers in key word searching as well. Use the drop down boxes in each box or enter the date information. You cannot use these boxes on the command search line.
Be careful with compound names in keyword searches. Type Ramírez García as an author keyword, and look at the results (select Books 1998-2001 and then page down three times). Ramírez is sometimes the first element, sometimes the second.
If you find that you rarely use keyword searches, you can collapse the search box to show only the command line search.
Let us take a look at a bibliographic record. Search for the title Getting to know Catalonia and click on the second record, a Library of Congress record for the 1990 edition. As OCLC's documentation states, "The Connexion client displays records in one view only: MARC template. The template displays data in cells that enclose field number, each indicator, and field data separately." To see the holdings for a record, click on the View menu, then Holdings, then All. Also, look at the Edit and Action menus to see which actions are now available. (Save Record to Local File is on the Action menu.)
Do some more searches now. Use some searches of your own or try these:
Author/title with derived search, index labels, and keywords.: A Public Betrayed by Adam Gamble & Takesato Watanabe
Author search: Keith G. Hay
Title search: A Learner's Dictionary of Politics
Scan searches are now called Browse WorldCat and are done by clicking on the second button on the toolbar. Note the variety of browse searches you can do now by clicking on the arrow at the right of the second box: personal and corporate names, subjects, and class numbers, as well as titles. Thus it could be used to check the use of subject headings and class numbers.
Examples (use you own or try these):
Hammett, Dashiell in Name Whole Phrase
Michigan, Lake in Subject Whole Phrase
946.67 in Dewey Class Number
Gone with the wind in Title Whole Phrase
Keep one of the records you find open for the next section.
Note that the export button looks the same as the one in CatME. To export a record, simply click on this button. We will not export a record in this session, but here are instructions for setting up Exporting on your workstation:
Documentation from Technical Services for Exporting from OCLC to Voyager is available on the G
G: > AcqCatPres > Cataloging Documentation > Voyager Documentation > Exporting Records from OCLC to Voyager
If you do not have access to this folder, contact Gail Hueting (email@example.com) for a copy of the document.
Make sure that the following box is UNCHECKED:
Tools > Options > Batch > Perform Local Actions in Batch > Bibliographic Record Export
Select an Export Destination
From the menu Tools > Options >Export > Select an export destination
Find the export file, which will look something like the following:
Choose File if the button is not already checked. Then click OK.
New Export Destination
Click on the Export Filename ▼Browse until you find the specific file
Double click on the folder, and choose "Open." Accept the supplied default if one is displayed.
If Connecion asks "Do you want to be prompted...", choose "no"
Click on OK to close the Options window.
It is set up in a similar way WorldCat searching, although the search box can't be collapsed even if you don't use the keyword searches. The terms you may select in keyword searches are personal names, corporate names, geographic names, and various types of subject headings.
Phrase searching: pn:grafton, sue
cn:international colloquium of functional linguistics (Corporate names and conference names use the same label.)
su:language variation (leads to correct term Language and languages-Variation)
Keyword: humperdinck in Personal Names
Keyword: functional linguistics in Corporate/Conference Names
Keyword: lake Michigan in Geographic names
This is similar to browsing in WorldCat, with the same index terms as in Authority file searching. "Expanded term" means that you can enter a subheading to retrieve only those instances of a term that include that term. However, this feature does not appear to work as stated.
University of Illinois in Corporate/conference name
Pocket book in Titles
Another way to check authorities for headings is the Control headings feature on the Edit menu. This will be explained in more detail in the next section.
NACO participants learned more about creating authority records in Connexion at a NACO Group meeting last month.
10-minute break. Those who do not edit or create records may leave.
In order to edit records or create new records offline, you should set up your own local file. We do not use the online save file or a shared local file.
To create a new local file in Connexion:
Find the Local File Manager under the File menu.
Choose "Create file"
Specify the folder under "Look in" by clicking on the "browse" arrow
(▼Browse) to find
Since we do not have access to G: at the training lab, set your local file up on C:
For the filename, type in your netid.
Click on "Open"
Set this file to be your default by either highlighting it and clicking on "Set as default", or by double-clicking on the file name in this list.
Click on Close.
On your own workstation, you will probably want to set it up at
G: > OclcCAT > OCLC Connexion
This allows us to look at each others' local files if needed.
You may want to add a button for saving records to your local file to the toolbar. To do this, go to Tools>Toolbar Editor. Find the button for ActionSaveRecordtoLocalFile, about halfway down the list. Drag the button up to your toolbar and drop it.
Now save the record you opened before to your local file.
We encourage you to finish the records you have in CatME. However it is possible to migrate previous local files to Connexion. Methods for doing this are still being investigated.
Begin by finding a record. In the first search box, type the pound sign (#) and a random number (You can use your birth-date, or any other number, as long as it is 8 digits or less).
Click on any variable field within the record and add a subfield. The command to create a subfield delimiter is the same as in CatME, Ctrl-d. Add a subfield letter, a space, and the text " this is my new subfield"
Use the <Enter> key to create a new field below the current field. For the tag and indicators, use 700 1 Type in your name [ Last name, First name,]
Add a word with an accent mark or umlaut from the ALA Character Set (click on the ALA button on the toolbar. Note that the diacritic goes after the letter, not before, and displays with the letter-a change from CatME. Examples: César, François, mañana, Bücher.
Move the field to bottom of the record with Alt- down arrow. Change the tag to 600 and the second indicator to 0
Copy the field: click within the field and use
Create a new field above the current one by typing Shift-Enter>
Paste the text from the previous field Ctrl-v
Move field to top of record with Alt- up arrow
Reformat the record to return the fields to the correct order: Ctrl-r
<Ctrl><f> Put the cursor at the top of the record. Choose any
word within your record, and type it into the "
Find What" box. In the "
Replace With" box, type "
my text is better than the previous text" (or just "
better text"). Click on "
Find Next", then click on "
Save the record in your local file by using the button you moved to the toolbar or the menu Action>Save Record to Local File.
Make a new record. In CatME, this was found under the Edit menu, as "New"
Although still found under the Edit menu in Connexion, the choice is now Derive > New record.
When asked "Transfer Fixed Field Values to new record?",the usual answer is yes. Edit the record as appropriate and save to the local file according to instructions for local workflow
Note: To set up preferences, under Tools > Options > Derive record, it is possible to specify which fields will transfer when a new record is derived.
Connexion has a new feature called " Control Headings". According to "Connexion Help":
Controlling a heading in a bibliographic record electronically links it directly to the authority record for that heading (the heading appears as a link in a bibliographic record- that is, as blue underlined text)
Once you control a heading (and replace the master record), any changes to the authority record are incorporated into a linked bibliographic record.
Look up the follow bibliographic record either by OCLC number (#37426595) or by title,
All the journey through
To control the main entry author heading, place the cursor in the 100 field. Go to the Edit menu, choose " Control Headings", then choose " Single" ; or use the function key F11
A "Control Headings" window should appear. Choose the "Insert Heading" button.
The 100 field turns into a link to the authority record.
If for some reason a controlled heading needs to be edited, it must be uncontrolled first.
Edit > Control Headings > Uncontrol Single or Ctrl-F11
Change the heading from Blackstock, C.M. to Backstock, C.R., and follow the steps above for controlling the heading. The 100 field now links to an authority record for a different author. Save this record to your local file.
If there is no authority record, we leave the heading uncontrolled and unauthorized. It can also be considered for NACO work. (Send a printout of the record and a photocopy of the title page to NACO, 220 Library.)
Validating and updating holdings are done the same way as in CatME, with icons on the toolbar. You should have several records in your local file. Open it now with Search Local Save File (the last icon in the first group). To display a list of the saved records, do not specify anything to search (this is similar to List All in CatME).. You can change the order of the save file by clicking on one of the headings at the top. To look in another local file, reopen Search Local Save File and click on the browse button ▼. To mark records, hold down the Ctrl key and click on them. You can do actions on all the marked records at once, such as Validate. Do not update the records you have been editing in this session.
Constant data consists of letters, numbers, punctuation, diacritics, and entire fields and subfields that can be created, stored, and then repeatedly applied to bibliographic records or workforms. If you create bibliographic records that frequently contain certain notes, for example, you can avoid having to repeatedly key them in by creating and applying a constant data record that includes them.
Connexion allows you to use local constant data, which is available to you individually, as well as online constant data, which can be used by a group. But this segment of our training will deal only with local constant data that you create and use.
|Data to Insert in Constant Data Record|
|530||NA||a||Also available via the Internet. Address as of 6/8/2005:|
You can also construct a constant data record from an existing bibliographic record by following these steps:
To search for constant data records:
To make a constant data record your default, open it and then go to Edit > Constant Data > Local > Set as Default. You can also set only the fixed or variable fields as your default.
To apply a constant data record, first open either a bibliographic record or workform. Let's open the bibliographic record for Romeo Dallaire's Shake Hands with the Devil (OCLC #56520793). Let's say this book is now freely available on the web, and we'd like to give our users direct access to the online version through this bibliographic record. We can speed this up by applying our constant data. With the bibliographic record still displayed, go to Edit > Constant Data > Local > Apply by Name. Then enter the name of the constant data record you want to apply (in this case, "online version"), click Both, and click OK. You can now see that the 530 and 856 fields from the constant data record have been added to the bib record. WARNING: When you apply a constant data record to a bibliographic record, any repeatable field in your constant data will appear just below the same field in the bibliographic record. But non-repeatable fields in your constant data (including all fixed fields) will overwrite those in the bibliographic record.
You can also apply constant data to a workform. Let's open a workform by going to Cataloging > Create > Single Record > Books. Then again go to Edit > Constant Data > Local > Apply by Name. Enter "online version" as the name. We can now choose to apply all or part of the data in this constant data record. If we click Fixed, only the fixed-field data will be applied. We can also apply only variable fields. In this case, we'll select both.
Text strings are another tool you can use to avoid typing the same thing over and over. These can consist of letters, diacritics, and even fields and subfields. A text string is always assigned to a single keystroke. You can insert these in bibliographic records, authority records, or in constant data records, but here we'll focus on using them with bibliographic records.
With the dialog box from the last step still open
Let's repeat the same procedure for the second text string we created.
Batch processing is a technique by which records to be processed are collected into groups. The search keys or group of records is sent or loaded to the service all at once while the user is offline. Batch processing is available in the Connexion client for both WorldCat searching with numeric search keys and processing records actions for bibliographic and authority records, i.e. deleting holdings or LDRs from bib records. Only a few units at UIUC have made much use of it.
To batch-process records, you will save them to the bibliographic local file and then take actions while offline.
The client automatically marks the records in the local file with an "R" (Ready) for the action you tales. Once the action is taken the "R" will be replaced with a "C" for Completed. You may take one action per record per batch.
The client uses your default bibliographic or authority local save file to store search keys and record actions until you run the batch. After you run a batch, the results are downloaded to the same local file.
To set up or change options for batch processing, go to
Tools > Options >Batch
The following options for batch processing are available:
To prepare WorldCat searches for batch processing,
Online help: F1 or Help menu
Update/question session on June 29