WorldShare Record Manager release notes, November 2019

Multiple Record Work Lists

You can now create multiple record work lists within the LBD and LHR tabs of the Record Work Lists option located in the left navigation panel.  Previously, users could only work with a single record work list for LBD bulk edits and a single record work list for LHR bulk edits.  Now you can create up to 10 Record Work Lists for each data type.  These lists are user specific, and you have the option to select a default record work list for more efficiently adding records during the record selection process. 

Record work lists can be created from the Record Work Lists page (above), or on the fly from your search results:

Customized Scripts

You can now set up customized scripts and save them to use again, thus recovering the time previously needed to configure a base script for each bulk edit.  Previously, users were required to configure options on a base script for each use. You will see a new tab called Customized Scripts, in your Toolbox located in the left navigation panel.  For scripts that you have a need to run periodically, you can add your own customizations to existing base scripts and save the results.  Customized scripts are not user specific, so you can use any customized script that has been set up by a staff member of your institution.  Your institution can create up to 250 customized scripts that are then shared among all of your institution’s bulk edit users.  When a customized script is no longer needed, you have the option to archive the script.

Note: Base scripts that require matching to a user-provided list of barcodes cannot be customized.

New base scripts for public and nonpublic notes

You now have new base scripts for editing in bulk the public and nonpublic notes in the 852 and 876 fields of local holdings records. 

Base scripts are now available to:

• Add a public or nonpublic note to an existing 852 or 876 field in the LHR.
• Add a public or nonpublic note to an existing 876 field if the field has a corresponding matching barcode (876 $p).
• Replace a public or nonpublic string in an existing 852 or 876 field in the LHR.
• Replace a public or nonpublic string in an existing 876 field if the field has a corresponding matching barcode (876 $p).
• Delete the public or private note from an existing 852 or 876 field in the LHR.
• Delete the public or nonpublic note from an existing 876 field if the field has a corresponding matching barcode (876 $p).

Submit an LHR expert search

You can now type in an expert search query into the input box in the left panel in order to create a more concise query.

Example: all LHRs in the branch "MAIN" that have a lending policy of “Will not lend”.

Boolean operators AND, OR, NOT can be used to create a concise search query.

If you want to narrow your results further down you can use the filter options on the results list.

List of available LHR indexes

The following index labels are available for creating an LHR expert search:

• Action Note (p8)
• Barcode (bq)
• Bibliographic Control Number (p6)
• Branch/Shelving Location (b8)
• Call number (l5)
• Holdings Record Number (p5) 
• Lending Policy (p3)
• LHR Control Number (dt)
• MARC Organization Code (p7)
• OCLC Number (bn)
• Private Note (p1)
• Public Note (nt)
• Reproduction Policy (p4)
• Temporary Shelving Location  (p2)

See details about indexed LHR fields and subfields here.

Add records using barcodes on a Label Print List 

Barcoded LHRs can now be added directly to a Label Print List using the "Add Record(s) Using Barcode(s)" feature. Up to 100 records can be added to a Label Print List at a time and the records will appear on the list in the order the item barcodes are entered in the "Add Record(s) Using Barcode(s)" dialog box.

Item barcodes can be scanned or entered in the text box and each barcode must be separated with a space, comma, or line return; however, commas and line returns are automatically converted to spaces. The system will only attempt to add records and the corresponding labels for the first 100 barcodes entered. Once you have entered your barcodes in the "Add Record(s) Using Barcode(s)" dialog box, click Add to edit and print the labels from the Label Print List.

New content types in Label Templates

You now have five new content types available for use on Label Templates in My Labels. The new content types are: Author, Classification Part, Item Part (Cutter), OCLC Number and Title. Existing content types can continue to be used and previously configured Label Templates will not be impacted by the addition of the new content types. 

The new content types are intended to be used on wider labels and the system will not automatically apply text wrapping as it does with the existing Data content type. This means if the text exceeds the size of the label, the text on the label will need to be adjusted manually using the Label Editor on the Label Print List.  

The Author, Classification Part, Item Part (Cutter), OCLC Number, and Title content types can only be used on a new Label Print List and not applied to an existing list.

Usability improvements

You will see various usability improvements in My Labels on the Label Template Editor, Label Print List and Label Editor including new page accordions which combines relevant information or setting on the page together with a new hovering action bar that displays the buttons and messaging in one location that moves with you as you scroll up or down the page.

The Print button on the Label Print List has been moved into the hovering action bar for the page due to member feedback saying the Print button was hard to see on the page. 

If your library uses the Dewey Decimal or Government Document classification schemes and you send your records to a label print list from the bibliographic record, the applicable classification field will be used to populate the call number on the label. Previously the Library of Congress classification field was always sent when you selected Dewey or Government Document as the Default Classification Scheme in User Preferences - Working with Records. 

Searching and browsing AAT

The Art and Architecture Thesaurus (AAT) has been added to the list of available authority files under the data type "Authority Records".

Two new scopes have been added to the dropdown for authority files:

• AAT
• AAT - Browse

Select an index, type in your search terms and submit the search or browse. Results display in a results list.

Working with AAT records

You can now print, edit, export and save AAT records to the Saved – In Progress File.

You can apply an AAT subject heading to a bibliographic record by clicking on "Copy Authority Data" when viewing the authority record and then inserting it by clicking on "Apply Authority Data" in the Edit menu of the bibliographic record. You can also type in AAT subjects manually in the bibliographic record and then single-control by using the "Controlled Heading" / "Add" option or control all headings in the bibliographic record at once with the "Control All Headings" in the Record menu.  

You can NOT create or replace AAT records.

Applying a link / controlling AAT headings

AAT authority headings can be added as subject headings to bibliographic records and controlled. The condition is that field 650 has a 2nd indicator 7 and the field contains a $2 aat.

Support website(s)

Support information for this product and related products can be found at:

• WorldShare Record Manager 
• Contact OCLC Support
• OCLC Community Center
• Browser compatibility chart