Quick reference: Cataloging in Connexion client

Menus/commands

• To use client functions, click a menu name at the top of the client window, and then click a command.
  Or
  Use equivalent keystroke shortcuts or toolbar buttons (displayed with the command names).
• The client installs with pre-set (default) keystrokes and a default set of toolbar buttons on the main client toolbar

Keystroke shortcuts

• Use default keystroke shortcuts or assign your own to activate commands, insert characters, run macros, and insert text strings.
• View key assignments in View > Assigned Keys. To print or copy the list, click Print or Copy to Clipboard.
   Note: Before printing, click a column heading to sort the list by data in the column.
• Assign your own keystrokes in Tools > Keymaps.
• Print a function key template to put at the top of your keyboard.

Toolbar

• The client installs with three toolbars displayed by default:
  • Main client toolbar (with command-equivalent buttons)
  • WorldCat quick search tool
  • Quick tools for text strings and user tools
• Customize the main client toolbar: In Tools > Toolbar Editor, drag and drop buttons to add or remove, or reset to the default.
• Reposition toolbar buttons in the toolbar: Hold down <Alt> and drag and drop a button to a new position.
• Reposition toolbars: Move a toolbar to the right, left, top, or bottom of the client window by dragging and dropping it by its dotted handle.
• Show or hide toolbars: Click View > Toolbars.
• Show toolbar on one line or two: Click the arrow at the right end of the toolbar, and then click Show buttons on one row (default) or Show buttons on two rows:
  

Status bar

• Located at the bottom of the client window, the status bar shows, depending on whether a record or a list is displayed:
  • For a displayed record: Actions and outcomes; source of record; workflow status; My Status; record number of the total in a list; edit mode; session timing if logged on.
  • For a displayed list: Record number of the total in the list for a selected entry.
• Statuses are retained only for online or local save file records.
• To show or hide the status bar, click View > Status Bar.

Use WorldCat search and browse windows

Alternative: Use WorldCat quick search shortcut

If you use the command line to search or browse, enter it in the quick search field on the toolbar instead. Click the icon to send the search.

Click the arrow next to the search box to select from 10 previous searches.

Use features of the Search WorldCat window

Feature	How to use
Retain Search	Select the check box to keep the last search term(s).
Search for	Enter a search in the text box or click the down arrow to select from up to 10 previous searches.
and	Click to toggle between displaying short or full index, language, or material type lists.
	Click to customize the short index or material type list.
Apply Language of Cataloging Delimiter	Select the check box and then select a language from the list. Applies to searches in the command line, keyword/numeric boxes, and quick search box.
Enter Diacritics	Click to open a window to insert valid diacritics and special characters by selecting an image or a name.
Expand/Collapse	Click to collapse the Search window to show only the command line or to return to the full window.
Clear Search	Click to clear searches (index selections remain).
Settings	Click to open the Search WorldCat Settings window and select options for displaying search results.

WorldCat search and browse results

Right-click shortcut menu for lists

Right-click in a list. On the popup menu, use the following commands:

Tips for customizing a list display

• To resize columns: Click, hold, and drag the vertical corner of a column.
• To re-sort a list by a column: Click the heading of the column. The client re-sorts the list immediately by the data in the column.

View and navigate records

To do this ...	Use these commands or steps ...
Move through three record areas: record information area, fixed field area, and variable field area.	Edit > Next Record Area (or press <F6>). Or Edit > Previous Record Area (or press <Shift><F6>).
Show or hide drop-down lists of selectable valid values for fixed field elements.	Drop-down lists of values are available for each element by default. To hide the lists, click Tools > Options > Record Display and click to deselect the Use dropdowns... check box.
When you open a record from a list, open the next or previous record without returning to the list.	View > Navigate Records and Lists > Forward (or click the Forward button () or press <F9>). Or View > Navigate Records and Lists > Back (or click the Back button () or press <Shift><F9>).
Pin records of the same type to keep them open. Records of different types, such as WorldCat vs. save file records, stay open simultaneously by default.	View > Pinned (or press <Shift><F4>). Pin a displayed record before opening another record of the same type.

Open MARC field descriptions

Place the cursor in a variable field or a fixed field element, and click Help > MARC Field Help, click the MARC Field Help button (), or press <Ctrl><F1>. The description of the field opens in OCLC Bibliographic Formats and Standards.

 Note: This command is also on the right-click menu.

Open RDA Toolkit field descriptions

You must be a subscriber to RDA Toolkit and specify your subscriber logon information in Tools > Options > RDA. See the RDA Toolkit for more information.

Place the cursor in a variable field and click Tools > RDA Toolkit.

 Note: This command is also on the right-click menu.

Insert diacritics and special characters

Enter Latin script diacritics and special characters included in a standard set of valid characters adopted by the American Library Association (ALA).

1. In a record: Place the cursor where you want to insert and click Edit > Enter Diacritics, click the Enter Diacritics button (), or press <Ctrl><E>.
   Or
   In a search term or a find or replace term: Click Enter Diacritics in the Search, Browse, or Find/Replace window.
   Or
   In a label: View a label for the displayed record (View > Label), and click ALA Entry.
2. In the Enter Diacritics and Special Characters window, select a character from the chart of images or from the list of names.
3. Click Insert or Insert and Close.

 Note:

• Insert a diacritic after the letter it modifies.
• (Optional) Use default assigned keystrokes to insert characters. Click View > Assigned Keys for a complete list.

Create and use constant data

Create and apply MARC-formatted constant data records to add standard content to bibliographic records without having to re-key.

1. Click Cataloging > Create > Constant Data (or press <Ctrl><Shift><N>) and select a MARC format to create a constant data record.
    Note: If you set the option to use RDA-based workforms to create bibliographic records (Tools > Options > RDA), the option also applies to creating constant data. AACR2-based workforms are selected by default.
2. To add or edit data and save the new constant data record:
   1. Click Action > Save Record to Online File (or press <Ctrl><Alt><V>). You must be logged on to perform this action.
   2. Click Action > Save Record to Local File (or press <F4>).
   3. Assign a name to the constant data record.
   4. (Optional) Select the check box to set the new constant data record as the default, if you use it often.
   5. (Optional) Add a free-text My Status to help retrieve the record. See Tip: Add My Status to saved records for more information.
3. In the Fields to Apply window, click a button to determine which fields in the constant data record to apply.
   • Fixed
   • Variable
   • Both

To apply default constant data:

With an authority record open:

• Click Edit > Constant Data > Online > Apply Default (or press <Ctrl><A>). You must be logged on to perform this action.
  Or
• Click Edit > Constant Data > Local > Apply Default (or press <Ctrl><Y>).

Create and use text strings

Text strings supplement constant data for entering frequently used, brief data anywhere in a record.

To create a text string:

1. Click Tools > Text Strings.
   Or
   Click the Text Strings quick tool () on the toolbar.
   Or
   Click the arrow in the Text Strings quick tool and then click Manage.
2. In the Text Strings window that opens, click Add.
3. Enter a unique name in the Description field.
4. Enter the text string you want to use in the Text field. Text can be:
   • A data cell in a field
   • A field (omit spaces between tag, indicators, and field data)
   • Multiple fields (enter each field on a separate line)
5. Click OK to save the text string.

To insert a text string:

1. Place the cursor where you want to insert text.
2. Click Tools > Text Strings.
3. Select a text string and then click Apply.

Or

1. Place the cursor where you want to insert text.
2. Click the arrow in the Text Strings quick tool.
3. Click a text string name.

Validate records

Control headings in bibliographic records

When you control a heading, the system finds a matching authority record and inserts the heading in the bibliographic record as a link. The system automatically maintains future changes to the heading.

1. Display a record and click Edit > Control Headings.
2. Click to select an action:
   • Single (or click the Control Single Heading button () or press <F11) (controls heading of field where cursor is located if exact match is found). This command is also on the right-click menu.
   • All (or press <Shift><F11>) (controls all headings if matches are found)
   • Uncontrol Single (or press <Ctrl><F11>) (uncontrols heading in field where cursor is located; you must uncontrol a heading to edit the text). This command is also on the right-click menu.
   • Uncontrol All (uncontrols all headings) 

Insert data from related records

Build a field 760 - 787 or 800, 810, 811, or 830 and automatically insert data from a bibliographically related (cited) record:

1. While logged on, add a blank field to a record using Edit > Cut Copy Paste > Insert Blank Field, or position the cursor in the field above and press <Enter>.
2. Enter one of the following tags: 760, 762, 765, 767, 770, 772, 773, 774, 775, 776, 777, 780, 785, 786, 787, 800, 810, 811, or 830
3. Enter appropriate indicators. Then enter the OCLC number, with or without the pound sign (#), for the related record to cite.
4. Click Edit > Insert from Cited Record (or press <Alt><E><I>). This command is also on the right-click menu.

Right-click shortcut menu for records

Right-click in a record and use any of the following commands on the popup menu. All commands are also on client menus except the one with an asterisk (*) and a note.

Default keystroke shortcuts for editing and navigating records

 Note: * = This command is also on the right-click menu.

Save bibliographic records

• Online save file: A single OCLC online file shared by staff at your library who log on using the same OCLC symbol.
• Local save file: One or more files on your workstation or shared drive.

1. Display a record or select records in a list.
2. Click Action > Save Record to Online File (or press <Ctrl><Alt><V>). You must be logged on to perform this action.
   Or
   Click Action > Save Record to Local File (or press <F4>).

 Note:

• Records saved to the online file no longer expire.
• Locked WorldCat records are unlocked after 14 days.
• The client automatically saves local save file records after actions.
• The maximum number of records for both local and online files is 9,999.

Tip: Add My Status to saved records

Assign a free-text My Status to help retrieve a related group of records from the online or local save file or from constant data files.

1. Display a record or select records in a list.
2. Click Action > Set Status (or press <Alt><Shift><S>).
   Or
   Set a default My Status in Tools > Options > My Status to add the My Status automatically whenever you save a record.
3. Enter My Status using up to 40 characters of free text (e.g., enter your name, a date, a project name, or a combination of these).
4. Click OK or press <Enter>.

Delete records from the save file

Display a save file record or select records in a list, and click Action > Delete Record, click the Delete Record button (), or press <Ctrl><Alt><D>.

Search for specific save file records

1. Click Cataloging > Search > Online Save File, or click the Search Online Save File button (), or press <Ctrl><F3>. You must be logged on to perform this action.
   Or
   Click Cataloging > Search > Local Save File, or click the Search Local Save File button (), or press <F3>.
2. Enter one or more search terms in Search for field(s), select an index for each, and, if multiple terms, select a Boolean operator to combine.
3. Limit the search by statuses or other criteria.
4. Click OK or press <Enter>.

Find save file records by statuses or by limits only

1. Click Cataloging > Show > By Online Save File Status or press <Ctrl><O>. You must be logged on to perform this action.
   Or
   Click Cataloging > Show > By Local Save File Status or press <Alt><C><H><L>.
2. Select status(es) or limit(s).
3. Click Show Records or press <Enter>.

Tip: Quick way to retrieve save file records

Retrieve all records in the save file and then sort by data in columns.

1. Click Cataloging > Search > Online Save File.
   Or
   Click Cataloging > Search > Local Save File.
2. Do not enter any terms or criteria in the Search window. Click OK.
3. Sort the list by clicking a column heading to group the records you need together (e.g., sort by My Status or by action status).
4. Click OK or press <Enter>.

Save file indexes

Edit and print labels for one record

• Printing labels requires no minimum authorization level.
• Records must have a call number in order to print labels.

By default, labels print immediately whether you are logged on or offline. Check the Label status in the status bar of a record or in the Label column of a list. If it is R (Ready), your option in Tools > Options > Batch is set to batch print labels.

1. Logged on or offline, display a record and click View > Label, press the View Label button (), or press <F10>. The client extracts the following information from the record and inserts it in the displayed label:
   • Author from main entry fields 1xx
   • Title from 245 $a
   • Call number based on logon authorization
   • Input stamp based on 049 $a
2. Edit the label, if needed, and set parameters for print constants, number of copies, and more.
3. Click Print or press <Enter>.

Print labels for multiple records without editing

1. Logged on or offline, display a record or select records in list, and click File > Print Label(s) or press <Shift><F10>.
2. (Optional) Print more than one copy or specify print constants for multiple copies or parts.
3. Click OK or press <Enter>.

Save labels

Print labels to a file or edit records with label data and then save them:

1. Click Tools > Options > Printing.
2. Click Label Options.
3. Select the Output to Text File check box.
4. Print the labels.

Or

1. Edit records with content required to produce the labels you want.
2. Save the records to print labels later.

Update or delete holdings

To update holdings for a record:

1. While logged on, display an existing record.
2. Click Action > Holdings > Update Holdings, click the Update Holdings button (), or press <F8>.

To delete holdings from a record:

1. While logged on, display an existing record.
2. Click Action > Holdings > Delete Holdings, click the Delete Holdings button (), or press <Shift><F8>.

Produce and update holdings

1. While logged on, perform one of the following actions:
   1. Display an existing record.
   2. Select records in a list.
2. Click Action > Holdings > Produce and Update Holdings, click the Update Holdings button (), or press <Shift><F7>.

These commands trigger other OCLC services to produce accession lists depending on specifications in your OCLC cataloging profile.

Produce and Update Holdings can be used to:

• Add the record to OCLC MARC Record Subscription file or tape.
• Generate an item on the list from OCLC Accessions List service.

Display holdings for a record

1. Display a record and click View > Holdings.
2. Select one of the following:
   • Default
   • All
   • Regional
   • State
3. (Optional)
   1. To display the institution name for a symbol, move the mouse pointer over the symbol in the holdings list.
   2. To print the displayed list of holdings, click Print.

Launch local holdings maintenance in the Connexion browser

• Creating and maintaining local holdings records (LHRs) requires a minimum authorization of Full.
• To check whether a bibliographic record has LHRs attached, see the holdings statement at the top of the record.
  • Example: Held by OCL/Local OCL holdings - 12 other holdings
• You can open local holdings maintenance, which is in the Connexion browser interface, from within the Connexion client.

To open a Connexion browser session for maintaining LHRs:

1. Display a WorldCat record or a record from the online or local save file.
2. Logged on or offline, click Tools > Launch Local Holdings Maintenance or press <Alt><T><L>. The client opens Connexion in the browser interface, and automatically logs you on. After logon, the LHR or list of LHRs displays in the browser screen.
3. Modify the LHR(s).
4. When finished, close the browser window to log off automatically.

Overview

• No minimum authorization is required to create records.
• Adding new records requires a minimum authorization level of Full.
• Always search WorldCat for your item and search again before adding your record to WorldCat to prevent duplicate records.
• Define a classification scheme, holding library code, and institution symbol in Tools > Options > General, Offline Cataloging Options.

You can create a record from an existing record or from a workform, or you can import records from your local system.

Derive a new record from an existing record

Retrieve a WorldCat record that closely matches, or is related to, the item you are cataloging. Use it to derive a workform for a new record:

1. Display a record.
2. Click Edit > Derive > New Record or press <Ctrl><Alt><C>.
   • Select fields to transfer in Tools > Options > Derive Record.
   • Change the MARC format using the fixed field drop-down list.
3. Click Yes to transfer or No to suppress transferring fixed field values.
4. Add data and edit the record as needed to complete the record, and then save it or add it to WorldCat:
   1. Click Action > Holdings.
   2. Select one of the following:
      • Update Holdings
      • Produce and Update Holdings
      • Alternate Produce and Update Holdings
        See Produce and update holdings for details.

If you are not authorized to add records to WorldCat, you can save, print, or export the new record.

Create a record from a workform (AACR2- or RDA-based template)

Open a workform in a MARC format you select:

1. Click Cataloging > Create > Single Record.
2. Click one of the following MARC formats:
   • Books
   • Computer Files
   • Continuing Resources
   • Maps
   • Mixed Materials
   • Scores
   • Sound Recordings
   • Visual Materials
3. Add data and edit as needed to complete the record.
4. Save the record or add it to WorldCat (see Derive a new record from an existing record, step 3, for details).

 Note: By default, the workform that opens is based on AACR2. To use RDA-based workforms, set an option in Tools > Options > RDA.

Import records

Create records in your local system and import them into Connexion as workforms.

1. Click File > Import Records or press <Alt><F><I>.
2. Enter the full path and file name of your import file, or click Browse to navigate to the file. Files must be MARC-compatible (e.g., files with the extension *.dat).
3. Select Import to Online Save File (must log on) or Import to Local File (logon not required, but requires cataloging settings in Tools > Options > General / Offline Cataloging Options).
4. (Optional)
   1. Click Options to apply default constant data or assign a My Status.
   2. Click Record Characteristics to select a record format (default: MARC 21) and a character set (default: MARC-8) for imported records.
5. Click OK or press <Enter>.
6. Click Yes to delete your original file or No to keep it. A temporary Import Report displays. Print or copy if needed.

Enter WorldCat searches for batch processing

1. Click Batch > Enter Bibliographic Search Keys or press <Alt><B><B>.
2. In the Query field, enter a full syntax search as you would in the Command Line of the interactive Search WorldCat window.
3. Click Add or press <Enter>. The search is added to the list.
4. Repeat steps 2 and 3 to enter more searches.
5. (Optional) Import searches from a text file (*.txt). To prepare the text file, use a text editor such as Notepad. Enter each search in full syntax on a separate line.
   
   In the Enter Bibliographic Search Keys window: Click Import and enter the path and file name.
6. When finished, click Save.
7. When ready, run batch processing.

Set actions on records for batch processing

1. Save records you want to batch-process in a local save file. Log off if you are online.
2. Display a record or select records in the local file list, and then click one of the following actions on the Action menu:
   • Delete Holdings
   • Produce
   • Replace
   • Submit for Review
   • Update Holdings
   • Export*
   Or
   Click File > Print Label(s)* to batch print labels.
   
   *Required For batch Export and Print Label(s), you must set options in Tools > Options > Batch to prevent immediate export or print.
3. When ready, run batch processing.

Remove actions from records marked for batch

Remove the Ready Status from records to remove them from batch processing:

1. Display a marked record or select marked records in a local save file list.
2. Click Action > Set Status or press <Alt><Shift><S>.
3. Under Remove ready status for batch, select one or more check boxes for action(s) you want to remove.
4. Click OK or press <Enter>.

Run batch processing

The Connexion client automatically logs on to run batch processing.

Required: You must set a general default logon authorization in Tools > Options > Authorizations or a file-specific authorization in File > Local File Manager (click Authorization) for automatic batch logon.

To run batch processing:

1. Click Batch > Process Batch or press <Alt><B><P>.
2. Select the local file(s) containing searches and actions you want to process. You can select an unlimited number of both bibliographic and authority files to run at the same time.
3. Under Process, select a check box to select searches, record actions, export, and/or label print for processing.
4. Select a processing order in the Bibliographic [and or Authorities] Processing Order list. By default, files are processed by Date/Time added [to the save file].
5. (Optional) Click Search Options to assign a My Status or apply default local constant data to records downloaded from searches.
6. When ready, click OK or press <Enter>. Batch processing runs immediately.

Quick batch: Set or delete holdings by entering OCLC numbers

Batch-process Update Holdings, Produce and Update Holdings, or Delete Holdings by entering only the OCLC numbers of records. You do not have to retrieve the records first before taking these actions.

1. Click Batch > Holdings by OCLC Number or press <Alt><B><H>.
2. Enter OCLC record numbers in the large text box, one number per line.
   Or
   Click Import and enter the path and file name of a text file of OCLC numbers (each on a separate line) or navigate to the file.
   
   Recommended limit: No more than 2,500 OCLC numbers per batch.
3. Select a button next to the holdings action you want to process.
4. When ready, click OK or press <Enter> to batch-process immediately.

Overview

The client supports the following non-Latin scripts: Arabic, Armenian, Bengali, Chinese, Cyrillic, Devanagari, Ethiopic, Greek, Hebrew, Japanese, Korean, Syriac, Tamil, and Thai.

Guidelines

• Records with non-Latin script data must meet MARC standards.
• Use non-Latin script data only, or romanized (Latin-script equivalent) data only, or both in records.
• Follow guidelines in ALA - LC Romanization Tables for romanized data.
• Use multiple supported non-Latin scripts anywhere in a record, including within a single field.

Client tools for non-Latin scripts in records

Use the following commands as tools to help manage multiscript data: