What authority action commands do and who can take actions

Last updated
Save as PDF

Discover authority action commands available on the Action, Edit, and Tools menus in Connexion client.

Overview

Actions you can take on records depend on the cataloging level associated with your logon authorization. Your authorization tells Connexion what actions you are authorized to take when you log on. The table below shows the minimum authorization level required for each action listed.

The hierarchy of authorizations from most basic to highly specialized is as follows:

Search
Limited
Full
NACO (Name Authority Cooperative)
Enhance and CONSER (Cooperative Online Serials) programs

See Authorization levels and cataloging capabilities for details.

You can take actions on LC authority file records, online save file records, and local save file records (if logged on to the system). When you take actions on local file records while offline, you are marking them for batch processing. See Set actions on authority records for batch processing for details.

Available action commands

The following tables list commands on the Action menu, Edit menu, and Authorities menu in the order they appear on the menus. The table:

Describes what the commands do.
Gives default keystroke shortcuts and the toolbar button for commands (only if the button is included in the default toolbar).
Shows the minimum authorization level required to take the action.

Commands available from the Action menu

Action/Function	What it does	Minimum authorization level
Add to Authority File (<Ctrl><Alt><A>)	Adds a name authority record you created (workform) to the LC authority file See Add new name authority records for details.	NACO
Report Error (<Alt><A><E>)	Opens a form you can use to report an error in a record See Report errors in authority records for details.	Search
Submit for Review (<Alt><A><B>)	Submits records to the Library of Congress for review and approval as part of NACO participation Or Sends records for peer review to one or more libraries by specifying OCLC institution symbols See Exchange records for peer review for details.	Limited
Recall Submitted Record (<Alt><A><M>)	Remove Review status from a submitted record; the record is no longer available for review See Exchange records for peer review for details.	Limited
Lock Record (<Alt><F8>)	Locks the original copy of a record in the LC authority file for editing and replacing See Replace name authority records for details.	Limited
Release Record Lock (<Alt><F9>)	Unlocks a name authority record Keeps editing changes See Replace name authority records for details.	Limited
Replace Record (<Alt><F10>)	Replaces the name authority record in the LC authority file (available for an existing record only) Automatically validates record See Replace name authority records for details.	NACO
Lock Linked Authority Record (<Alt><A><I>)	With the cursor in a controlled heading field in a bibliographic record: Opens and locks the authority record copy of the LC authority file record that is linked to the controlled heading for editing. If the field contains more than one controlled heading, the Lock Linked Authority Record window opens so that you can choose the heading you want to change. Note: You may select only one heading to lock. Only name authority records can be locked using this function. NACO authorization is required to replace an authority record you locked and edited.	Limited
Save Record to Online File (<Alt><A><O>)	Saves the record in the online authority save file and sets the expiration at 90 days Or Resaves the record and resets the expiration to another 90 days See Save authority records for details.	Limited
Save Record to Local File (<F4>)	Saves or resaves records or workforms in the local authority save file See Save authority records for details.	Search
Delete Record (<Ctrl><Alt><D>)	Deletes a record from the online or local authority save file See Save authority records for details.	Search (local file) Limited (online file)
Copy Record (<Alt><A><Y>)	Copies a record from the local file for pasting into another local file See Manage local files for offline/online cataloging for details.	Search
Move Record (<Alt><A><V>)	Removes a record from the local file for pasting into another local file See Manage local files for offline/online cataloging for details.	Search
Export (existing record only) ( or <F5>)	Downloads a record from the LC authority file to a file on your workstation or sends the record directly to your local system, depending on how you set up export Note: You cannot export a workform. See Export authority records for details.	Search
Set Status (<Alt><Shift><S>)	Allows you to enter a custom My Status (or view default My Status you set in Tools > Options > Set Status) and/or change workflow status My Status is available for the local authority save file only. It is unavailable for the online authority save file Allows you to save the record at the same time you apply status(es) Statues help you locate and manage groups of records Statuses are stored only with saved records See Save authority records for details.	Search (local file only)

Commands available from the Edit menu

Action/Function	What it does	Minimum authorization level
Validate ( or <Shift><F5>)	Checks the validity of the content and format of the record using OCLC validation rules (available online or offline) See Edit authority records for details.	Limited
Cancel Changes (<Ctrl><Shift><Z>)	Redisplays the record without any changes since you retrieved it or since you last saved it See Edit authority records for details.	Search
Derive > New Record (<Ctrl><Alt><C>)	Creates a new record based on the displayed record See Create a name authority record from an existing record for details.	Serach
Constant Data > Online [or Local] > Apply Default (<Ctrl><A> or <Ctrl><Y>, respectively)	Inserts content from your default constant data record See Apply authority constant data for details.	Search
Constant Data > Online [or Local] > Apply by Name (<Ctrl><U> or <Alt><E><D><L><N>, respectively)	Opens the Apply Constant Data Record dialog. You type the name of a constant data record and select MARC fields to apply (fixed, variable, or both). See Apply authority constant data for details.	Search
Constant Data > Online [or Local] > Apply from List (<Alt><E><D><O><L> or <Alt><E><D><L><L>, respectively)	Opens the Search Online Constant Data dialog. You can search for and list records by My Status or list all constant data records, select a record, and apply it from the list. See Apply authority constant data for details.	Search
Reformat ( or <Ctrl><R>)	Redisplays the record with fields in MARC tag order. See Edit authority records for details.	Search

Commands for LC authority history records available from the Authorities menu

Note: LC authority history records are read-only. You can copy and paste or print them. The following commands are for retrieving them.

Action/Function	What it does	Minimum authorization level
Show > LC Superseded Versions	With a distributed authority record displayed, opens LC authority history record(s) that have the same OCLC ARN, if one exists	Search
Browse > LC Names and Subjects File	Opens a browse dialog to enter a guided browse (index scan) for superseded LC authority records	Search