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About LHR bulk actions

Discover how to navigate the LHR record work list interface.

Overview

 Note: In order to use the local holdings record (LHR) bulk actions, you will need to have the CATALOGING_BULK_EDIT role in addition to one other cataloging role. For more information, see Cataloging roles.

Local holdings record (LHR) work lists allow you to apply scripts to multiple records at a time. Work lists are user-specific and each Record Manager user can create up to 10 record work lists. You can also select a default record work list increase efficiency during the record selection process.

With a LHR record work list, you can:

  • Add up to 9,000 records to each work list
  • Preview changes for up to 25 records at a time before applying a script
  • Update a maximum of 9,000 records when applying a script

To access your LHR record work list, navigate to Record Manager > Record Work Lists > LHR.

LHR - Record Work Lists screen

In this area, you can:

LHR - Record Work Lists screen

1. Create a record work list

You can create up to ten record work lists from the LHR - Record Work Lists screen. Each record work list must have a unique name that is three characters or more in length.

  1. Click New Record Work List.
  2. Enter a name for the new list in the Record Work List Name form field.
  3. (Optional) Enter a description for your record work list in the Description form field.
  4. Click Save. A confirmation message appears stating that the record work list has been created.

2. View available record work lists

Your record work lists are viewable and accessible from the LHR - Record Work Lists screen. Individual record work lists can be accessed from the record work lists table, which contains the following columns:

Column name Description Notes
Record Work List ID The ID of the record work list.

Click to access the LHR - Record Work List screen.
This column can be sorted (A to Z; Z to A).
Record Work List Name The name of the record work list.

Click to access the LHR - Record Work List screen.
This column can be sorted (A to Z; Z to A).
Description The description of the record work list. This column will only be populated if you entered a description when you created the record work list.
Last Updated The last time a change was made to the record work list. This column can be sorted (ascending / descending). By default, it is sorted in reverse chronological order.
Record Work List Size The number of records in the record work list.  
Status (Phase) The status of the record work list. Statuses include:
  • Not Started – The record work list has been created but no LHR records have been added.
  • Ready – No scripts have been applied to the record(s) in the record work list.
  • In Progress (Applying Script) – A script is currently being applied to the record(s) in the record work list.
  • Completed – A script has been applied to the record(s) in the record work list.
 
Day(s) till List Expires The number of days left until the record work list expires. Any record work lists that have not been modified in the last 30 days are automatically deleted to clean up expired lists.
Default The default record work list to which LHR records are sent. You can change the default record work list at any time using the radio buttons in this column.

LHR - Record Work List screen

In this area, you can:

LHR work list screen

1. Perform record actions

The Actions drop-down menu allows you to perform the following actions:

Add records

The Add flyout menu allows you to add LHRs to your work list by providing a list of LHR control numbers or barcodes.

Add target records using control numbers

 Note: You must use the LHR control number, rather than the bibliographic OCLC number, when using this method.

  1. In the left navigation, click Record Work Lists.
  2. From the LHR tab, click the Record Work List ID for the record work list to which you would like to add records. The LHR - Record Work List screen opens.
  3. From the LHR - Record Work List screen, click Actions > Add > Target Records Using Control Numbers. The Add Target Record(s) Using Barcode(s) dialog window opens.
  4. Enter control numbers, separated by a space, comma, or line return, in the Add Target Record(s) Using Control Number(s) dialog window.
  5. Click Add to add the records to the record work list. The system will only attempt to add target records for the first 9,000 control numbers entered.
Add target records using barcodes
  1. In the left navigation, click Record Work Lists.
  2. From the LHR tab, click the Record Work List ID for the record work list to which you would like to add records. The LHR - Record Work List screen opens.
  3. From the LHR - Record Work List screen, click Actions > Add > Target Records Using Barcodes. The Add Target Record(s) Using Barcode(s) dialog window opens.
  4. Scan or enter barcodes, separated by a space, comma, or line return, in the Add Target Record(s) Using Barcode(s) dialog window.
  5. Click Add to add the records to the record work list. The system will only attempt to add target records for the first 25,000 barcodes entered.

View Records

The View Selected Record(s) flyout menu allows you to view current records and preview records with script changes.

 Note: The actions available from the View Selected Record(s) flyout menu are enabled once you select a record.

View current records
  1. Select up to 25 records that you want to view.
  2. Click Actions.
  3. Select View Current Record(s) from the View Selected Record(s) flyout menu. The View LHRs - Current Record(s) screen displays the current records selected.
  4. Click Back to return to the LHR record work list.
  5. (Optional) Select a different set of records (up to 25) and repeat steps 1 through 4.
Preview records with script changes
  1. After you have selected a script, select up to 25 records that you want to preview.
  2. Click Actions.
  3. Select Preview Record(s) after Edit Action Applied from the View Selected Record(s) flyout menu. The View LHRs - Preview Record(s) after Edit Action Applied screen displays the selected records after the script change including any validation errors.
    • If a record contains a validation error:
      1. Click the LHR Control Number to open the MARC editor.
      2. From the MARC editor, correct any errors in the local holdings record and save your edits.
  4. Click View Current Record(s) to view the selected records in their current state. From the View LHRs - Current Record(s) screen, click Preview Record(s) after Edit Action Applied to return to the View LHRs - Preview Record(s) after Edit Action Applied screen.
  5. Once you have confirmed the script changes appear as expected, click Back.
  6. (Optional) Select a different set of records (up to 25) and repeat steps 1 through 5.
Remove records from list

The Remove from Record Work List flyout menu allows you to remove selected records or remove all records from your work list.

Remove selected target records

 Note: Selected Target Records action is enabled once you select a record.

  1. Select the record(s) you want to delete.
  2. Click Actions.
  3. Select Selected Target Records from the Remove from Record Work List flyout menu.
  4. Click Remove in the Remove Target Record(s) dialog window.
Remove record work list and all records
  1. Click Actions.
  2. Select Record Work List and All Target Records from the Remove from Record Work List flyout menu.
  3. Click Remove in the Remove Record Work List and All Target Record dialog window.

Edit records

The Edit flyout menu allows you to apply a script to selected records or all records in your work list.

Apply script to selected target records

 Note: The Edit > Selected Target Records action is enabled once you select a script and a record.

  1. After you have selected a script, select the record(s) to which you want to apply the script.
  2. Click Actions.
  3. Select Selected Target Records from the Edit flyout menu. The script running process is asynchronous. The time it takes to run varies depending on how many records you are editing. While the process is running, you can: perform other actions in Record Manager outside of the LHR tab in the Record Work Lists screen.

    A confirmation message appears identifying how many records successfully updated or failed to update when the script has finished running. If a record failed to update, the confirmation message provides a reason.
Apply script to filtered target records

 Note: The Edit > Filtered Target Records action is enabled once you apply a filter to your work list.

  1. After you have selected a script, click Actions.
  2. Select Filtered Target Records from the Edit flyout menu. The script running process is asynchronous. The time it takes to run varies depending on how many records you are editing. While the process is running, you can perform other actions in Record Manager outside of the LHR tab in the Record Work Lists screen.

    A confirmation message appears identifying how many records successfully updated or failed to update when the script has finished running. If a record failed to update, the confirmation message provides a reason.
Apply script to all target records

 Note: The Edit > All Target Records action is available once you select a script.

After you have selected a script, click Actions and then select All Target Records from the Edit flyout menu. The script running process is asynchronous. The time it takes to run varies depending on how many records you are editing. While the process is running, you can perform other actions in Record Manager outside of the LHR tab in the Record Work Lists screen.

A confirmation message appears identifying how many records successfully updated or failed to update when the script has finished running. If a record failed to update, the confirmation message provides a reason.

Deselect all selected target records

To deselect all selected records, click Actions > Clear All Check Box Selections.

View History

The View History flyout menu allows you to view the scripts that have been applied to your work list. This action is enabled once you apply a script to your record work list.

View history for all records

You can view every script run on each record in your record work list.

  1. From the LHR record work list, click Actions.
  2. Select All Records from the View History flyout menu. A new row appears beneath each record in your work list, displaying the script history for the record in reverse chronological order.
    • Each history will have the following fields:
      • Reference ID
      • Script Name with Status
    • Each history provides the three most recent scripts applied to the record. If more than three scripts have been applied, click See More . . . to view the entire history for the record.
  3. Click Actions > View History > All Records to remove the script history from your record work list.
View history for record work list                                                                        

You can view every script that has been run on your record work list. This option is available once you have applied a script to your record work list.

  1. From the LHR record work list, click Actions.
  2. Select Record Work List from the View History flyout menu. The View History - LHR Record Work List screen opens and displays all edits made to your record work list in reverse chronological order. Each edit set has its own header and summary.
    Edit set header fields - Table
    Field Description
    Reference ID The ID for the Edit Set.
    Script Name The name of the script that was applied.
    Script Type The type of script that was applied.
    Script Row Key The Script Row key that identifies the script in the database.
    Started The date/timestamp for when the script processing was started.
    Completed The date/timestamp when the script application process was finished.

     

  3. Click Summary to open the summary view for each Reference ID. The summary view provides counts for the following actions taken during the edit set:
    • Total Records Processed
    • Updated
    • Not Updated - Apply Failed
    • Not Updated - Merged
    • Not Updated - Missing Summary
    • Not Updated - No Script Changes
    • Not Updated - Permission Issue
    • Not Updated - Record Not Found
    • Not Updated - Script Syntax Issue
    • Not Updated - Script System Issue
    • Not Updated - Validation Issue
  4. If multiple actions have been taken on your record work list, repeat step 3 for each Reference ID.
  5. Click Back to List to return to the LHR record work list.

2. Record Work List details

  • Record Work List Name – The name you assigned to the record work list.
  • Record Work List ID – A read-only ID assigned to your LHR work list. If you have not yet added records to your LHR record work list, or if you have removed all records from your work list, the Record Work List ID will be New.
  • Description – The description you provided for the record work list. You can edit the description in the form field. If you edit the record work list description, click the Save button to save your edit.

3. Script Information

This section is used for editing target records using scripts.

  1. Select a script type from the Edit Action drop-down list.
    • Base Script
    • Customized Script
    • Script Package
  2. Click Enter Script Name and enter the name of the script you want to apply in the form field. As you type, the system automatically suggests names of potential matches. Select the name of the script that you want to apply when it appears.
    Or
    Browse the drop-down list of available scripts and select the name of the script that you want to apply when it appears.

4. Filter records

Records in your work list can be filtered using the filters in the Filter by drop-down list.

  1. Select a filter from the Filter by drop-down list.
  2. Enter or select additional information for the filter selected.
  3. (Optional) Click the Add button (Add button) and repeat steps 1 and 2 to add an additional filter.
  4. Click Filter.
  5. (Optional) To remove the filter(s), click Reset. You can also remove an individual filter by clicking the Remove button (Remove button).
Available LHR record work list filters - Table

 Note: When you select or enter multiple values for a filter, the system interprets the values as joined by OR (e.g., Not Updated - Apply Failed OR Not Updated - Validation Issue).

Filter Description
Excluded Status(es) Select one or more statuses to exclude from the drop-down list.
  • None
  • Not Updated - Apply Failed
  • Not Updated - Merged
  • Not Updated - Missing Summary
  • Not Updated - No Script Changes
  • Not Updated - Permission Issue
  • Not Updated - Record Not Found
  • Not Updated - Script Syntax Issue
  • Not Updated - Validation Issue
  • Not Updated - WorldCat System Issue
  • Updated
Included Status(es) Select one or more statuses to include from the drop-down list.
  • None
  • Not Updated - Apply Failed
  • Not Updated - Merged
  • Not Updated - Missing Summary
  • Not Updated - No Script Changes
  • Not Updated - Permission Issue
  • Not Updated - Record Not Found
  • Not Updated - Script Syntax Issue
  • Not Updated - Validation Issue
  • Not Updated - WorldCat System Issue
  • Updated
Last Edit Select one or more script values from the drop-down list.
  • Add 852 or 876 Note
  • Add LHR Field String
  • Add Temp Shelf Loc
  • Add Temp Shelf Loc Match Barcode
  • Delete 852 or 876 Note
  • Delete Temp Shelf Loc
  • Delete Temp Shelf Loc Match Barcode
  • Update Branch
  • Update Lending Policy
  • Update Permanent Shelf Loc
  • Update Reproduction Policy
  • Update Temp Shelf Loc
  • Update Temp Shelf Loc Match Barcode
LHR Control Number(s) Enter a LHR control number in the text field. To enter multiple control numbers, separate each number with a comma or space.

You can only enter up to 100 LHR control numbers at a time.
OCLC Number(s) Enter an OCLC Number in the text field. To enter multiple control numbers, separate each number with a comma or space.

You can only enter up to 100 OCLC numbers at a time. 
Record Check Box Selection Select one of the following values from the drop-down list:
  • All (default)
  • Selected - Filters results to only selected records in the work list. This option is enabled once you select a record in your work list.

5. About columns in LHR record work list

Column name Description Notes
LHR Control Number The control number associated with the existing record. This number is system-supplied for all new LHRs.

Click a LHR Control Number to view the current record as well as a link to the bibliographic record with which the record is associated. Click Close to return to the work list.
This column can be sorted (ascending / descending)
Call Number Displays call number subfield data from the shelving designation and copy number subfields of the 852 field of your local holdings records (LHRs). Subfield display is dependent upon the content of data in your LHR and can include:
  • $k - Call number prefix (R)
  • $h - Classification part (NR)
  • $i - Item part (R)
  • $j - Shelving control number (NR)
  • $l - Shelving form of title (NR)
  • $m - Call number suffix (R)
  • $t - Copy number (NR)
 
Title The title with which the LHR record is associated.

Hover over the information icon (Information icon) preceding a title to view the bibliographic record summary.
 
Last Edit The last edit made to the record. This column can be sorted (A to Z; Z to A)
Status The status of the record.  
Date/Time Added to List The date and time the record was added to the work list. This column can be sorted (ascending / descending)
Action Click the View button to view the LHR record in its current state.  

 

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