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Learner guide: Connexion client 4 - Save files and batch processing

Course overview

This course provides instruction on using Connexion client to perform high volumes of searches and record actions using batch processing efficiency, including saving and managing save files. After completing this course, learners will know how to manage online and local save files effectively and will be able to enter and process batches of search keys and record actions. 

This course is intended for learners who already use Connexion client to do individual searches, set/delete holdings, and export records one at a time; but want to use Connexion client’s batch processing features to increase their efficiency in processing large numbers of records. This course will be of particular benefit to library staff members who use acquisitions or copy cataloging for large orders of materials or who process large numbers of holdings deletions. Supervisors who oversee these activities and manage workflows will also find it useful.

 Note: This learner guide is designed to accompany the Connexion client 4: Save files and batch processing course.


 Options available on the menu bar: 

Save files

Save files can be used in Connexion to retain unfinished original or copy cataloging records for additional editing or processing.  It can also be used to manage multi-person workflows. Connexion Client has two types of save files: Online and Local.

Online save file

The online save file is maintained on OCLC’s servers.  There is one save file per institution and it is accessible to everyone at the institution with Connexion access.  It is set up automatically and provides shared access to everyone in your institution.  It can only be used for online (i.e. one at a time) cataloging and does not support the application of multiple record actions from a list. 

Local save file

The local save file is maintained on your computer.  It can also be set up as a shared file on your institution’s network hard drive. Files are not automatically deleted or backed up by OCLC, and it supports the application of multiple record actions from a list.  Records in the local save file may be used for both online and offline cataloging.  Set up local save files within the local file manager

Work with save files using menus

  • Set up file locations
    • File > Local file manager
  • Save a record to the local save file
    • Action > Save record to local file 
  • Save a record to the online save file
    • Action > Save record to online file 
  • Retrieve from local save file
    • Cataloging > Search > Local save file > (Enter search parameters)
  •  Retrieve from online save file
    • Cataloging > Search > Online save file > (Enter search parameters)
  •  Retrieve by status, source, etc.
    • Cataloging > Show > By local (or online) save file status
  • Delete a record from the save file  
    •  Action > Delete record

Work with save files using the toolbar

Picture2.png Save record to local file (not on default Connexion toolbar)
Picture3.png Save record to online file (not on default Connexion toolbar)
Picture5.png Search local save file

Search online save file

Picture7.png Delete saved record
Picture4.png Set status (not on default Connexion toolbar)

Using Connexion statuses

Statuses can be used to manage large save files or accommodate multi-person workflows.  There are two types of statuses: workflow and “my status”.  Statuses are searchable in the save file and can be used to identify desired subsets of records.

  • To set a status on Individual Records
    • Action > Set Status
  • To Set a Default “My Status”
    • Tools > Options > My Status (tab)

Customize the display of lists in Connexion client

You can use the tips below to customize the display of both save file lists and search results lists. 

Modify list appearance

•    Open a list
•    Right click anywhere in the list and choose “list settings”
•    Uncheck boxes next to columns you don’t want to see.
•    To change a column’s position in a list, click the column then click “Move Up” or “Move Down”
•    Click OK to make the changes

Reset the list to default settings

•    Right click anywhere in the list and choose “list settings”
•    Click “Reset”, then “OK” to make the changes

Resize list columns

•    Hover cursor above lines that divide column headings
•    When cursor changes to black double-arrow, click and drag to resize

Sort list columns

•    Click on column heading you want to sort by

Batch processing configuration

Authorizations, offline cataloging options, and batch options will enable efficient batch processing

  1. Authorizations:  Enter an authorization and set as the default to work in batch mode. The authorizations stored here are computer specific.
    • Open Tools>Options>Authorizations 
  2. Offline cataloging options: Configure cataloging options for offline processing. Add classification scheme, institution symbol, holding library code, MARC organization code (only used for NACO libraries).  Note:  These do not affect online settings, which are determined from your institution’s profile.
    • Open Tools>Options>General>Offline Cataloging Options
  3. Batch: Configure options regarding batch actions and reports. Settings include number of matches to download, retain search keys for failed searches, record actions,  and batch display options.
    • Open Tools>Options>Batch

Batch process 

You will begin with searching, then take actions on batch records, then review reports. Another option is to process holdings by OCLC number. 

Enter search keys

  • Batch > Enter Bibliographic Search Keys
  • Enter search keys
    • Note local bibliographic file name
  • Save and close

Process batch searches

  • Batch >  Process Batch
  • Choose file
    • Retain file selection if desired
  • Process box
    • Select "Online Searches"
  • Click OK
  • Batch report
    • Print or close
    • Only last report is saved

Take actions on multiple records

You can take actions (e.g. update holdings, export, apply constant data, etc.) on multiple records in a local save file list.  Select the records and then apply the action as usual (toolbar button, keystroke shortcut, etc.).  To select a range of records, click on the first record, then hold the shift key and click the last record in the range.  To select multiple assorted records, hold the control key and click the individual records you want.

  • Cataloging > Search > Local Save File
  • Choose correct record(s)
  • Select desired action (update, produce, etc.)
    • Note "R" in status bar next to selected actions
  • Can be done simultaneously with editing
  • Can be done one at a time or multiple records at once
    • Ctrl + click to select multiple records
    • Shift + click to select a range of records
  • Exports are added to export file immediately
  • Set Bibliographic Record Export as batch process at Tools > Options > Batch

Process holdings by OCLC number

  • Batch >  Holdings by OCLC number
  • Enter OCLC numbers
    • Import text (.txt) file
    • OR, Enter manually
  • Choose appropriate record action

Selected default keystroke shortcuts in Connexion client related to batch processing

Local Save File

Action Keystroke
Save to local file F4
Search local file F3
Delete record from local file Ctrl + Alt + D

Online save file

Action Keystroke
Save to online file Ctrl + Alt + V
Search online file Ctrl + F3
Delete record from online file Ctrl + Alt + D


Action Keystroke
Set status Alt + Shift + S

Record Actions

Action Keystroke
Update holdings F8
Delete holdings Shift + F8
Export Record F5

Constant Data (discussed further in Connexion client 5 class)

Action Keystroke
Create new constant data Ctrl + Shift + N
Apply default local constant data Ctrl + Y
Apply constant data by name  Ctrl + B
Search local constant data Ctrol + L

Navigate within a record

Action Keystroke
Move between OCLC number and fields (fixed & variable) F6
Move to next cell Tab
Move to previous cell Shift + Tab
Move to next subfield in variable fields Ctrl + S

Edit Text 

Action Keystroke
Delete entire field Alt + Del
Copy entire current field Alt + Insert
Undo edits in current cell Ctrl + Z
Cancel all edits in entire record (Caution!) Ctrl + Shift + Z
Spell check F7


Action Keystroke
Insert field below current field Enter
Insert field above current field Shift + Enter
Move current field up Alt + Up Arrow
Move current field down Alt + Down Arrow
insert delimiter icon Ctrl + D

Finalize record

Action Keystroke
Reformat Ctrl +R
Validate Shift + F5

Test your knowledge

1.    Which type of save file is required for batch processing? 

a.    Online save file

b.    Local save file

2.    Which of the following is true about local save files?

a.    You can create multiple local save files.

b.    You can change the list settings and sort local save file results. 

c.    Local save files are required for batch processing.

d,   All of the above. 

3.    Which actions can be performed in batch?

a.    Search, edit, update holdings, delete holdings, export

b.    Search, derive new records, add fields

c.     Search, delete holdings, create new records

4.     When should you select the "Bibliographic Record Export" option on the Tools > Options > Batch screen?

a.    When you plan to export records individually

b.    When you plan to export completed records in a batch

Answer key
  1. Local save file
  2. All of the above. 
  3. Search, edit, update holdings, delete holdings, export
  4.  When you plan to export completed records in a batch

Additional information