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OCLC Support

Work with batch processing for bibliographic records

Discover how to prepare and run batch processing for records in Connexion client.

Prepare to run batch processing

  1. Required for batch processing:

    Set up a default authorization/password for logon. Set up either:
    1. A general default authorization in Tools > Options > Authorizations.
    2. A specific default authorization for the local file in File > Local File Manager/ Authorization.
  2. To prepare actions on records for batch processing:

    Save the records to your default local bibliographic and/or authority file and mark with the actions you want to take. See procedures in:
  3. To prepare WorldCat or LC authority file searches for batch processing:

    Enter search keys in the default local bibliographic and/or authority save file (Batch > Enter Bibliographic [or Authority] Search Keys). See procedures in:
  4. When ready, run batch processing.

Run batch processing

  1. Navigate to Batch > Process Batch or press <Alt><B><P>.
  2. (Optional) In the Process Batch window, click Local File Manager to open the Local File Manager window for managing local files, if you need to relocate, create, delete, assign authorization, etc., before running a batch.
  3. (Optional) In the Process Batch window, select a local file in the list and click Enter Search Keys to check or enter search keys for batch processing, as an alternative to entering them from Batch > Enter Bibliographic [or Authority] Search Keys.
  4. In the Local Files list, select check boxes to select the local file(s) you want to process.
    • The default local bibliographic and authority save files are marked with a red check mark.
    • Select as many local files as you want to process. All files you select are processed at once.
  5. Under Process, select the types of processing you want to run. Select one or more check boxes to select the following:
    • Online Searches
    • Online Record Actions - If you select this process, the check box for Check date in Replaced becomes available. Select it to have the system check the WorldCat record in WorldCat for a more recent date.
    • Exports*
    • Label Printing*
    * By default, export and label printing occur immediately whether you are logged on or offline. Therefore, you must set the Perform local actions in batch options in Tools > Options > Batch tab in order to mark records for batch processing label printing and bibliographic and authority record export. If this option is set, records in either the online or local save file are marked for batch label print or export, rather than printed or exported immediately.
  6. (Optional) Select or deselect the Retain file selection check box. (Default: Check box deselected)
    • If this option is selected, the client keeps the same file selections each time you open the window until you change them.
    • If the option is deselected, the client clears all file selections, and you select the files you want to process each time you open the window.
  7. Select the processing order for actions on records and for returning search results:
    • For bibliographic records, select one of the following:
      • Date/Time Added (default)
      • Save File Number
      • OCLC Control Number
      • Name
      • Title
         Note: If you select Name for bibliographic records, the client uses a secondary sort by title for records that have no name or have the same name.
    • For authority records, select one of the following:
      • Date/Time Added (default)
      • Save File Number
      • OCLC ARN
      • Heading
  8. (Optional) Click Search Options to assign a My Status or apply the default local constant data to downloaded bibliographic or authority records. See Set options for batch processing for more information.
  9. When finished, click OK to run batch processing for the selected local files.
    Click Cancel to close the window without running batch processing.
  10. For records marked for some actions, the client may ask if you want to save the records to the local file after the batch is finished. Click Yes to save or No to delete after the batch is completed.
    • The batch runs immediately and includes all selected local files.
    • The client closes all local file records and lists.
    • The Connexion Client Batch in Process window shows the type of processing and the full path and file name of the file in process. For searches, the window shows the number of records being downloaded of the total retrieved.
    • If you selected the option to display and/or print batch reports in Tools > Options > Batch, the reports display and/or print.
    • The status of record actions is updated from R (Ready) to C (Completed) or F (Failed) in the local save file records and on the local save file list the next time you open them.
    • The client does not keep your settings in the Process Batch window (helps prevent re-running a batch by mistake). You must select the file(s) and the processes to run each time.
      Exception: The client retains your file selection if you selected the Retain file selection check box.
    • Searches are deleted from the local file unless you set options to keep searches that failed (Tools > Options > Batch).
  11. (Optional) To cancel processing during a batch run, click Cancel Batch in the Connexion Client Batch in Process window.

Quick batch alternative for bibliographic records to process holdings

Batch process setting or deleting holdings by OCLC numbers only without having to download the records.

Option to check WorldCat record before processing actions

Select this option in the Process Batch window to have the client check the Replaced date of the WorldCat record against the local file record before batch- processing the action you marked.

  • With this option selected: If the date in the WorldCat record is more recent than the date in the local file record, the action on the local file record fails, and the client downloads the newer record to the local file.
  • With this option cleared: The client processes your local file records as they are and does not check whether a newer record is available.
  • Whether you have this option selected or not: The client always checks the Replaced date of the WorldCat record against the Replaced date of the local record when you process Replace on a record. If the date in the WorldCat record is more recent, the replace action fails.