Cataloging and Exporting in Connexion


Creation of Local Files

·         “DefaultBib” is the local bibliographic record file that comes with the Connexion software, but you can create as many separate additional files as you need.
·         To create additional bibliographic local files, click on Local File Manager on the File menu.
·         Click Create File.
·         Supply a name for the new file you are creating, such as “coast.bib” for USMGC records, “miss.bib” for Mississippiana Collection records, etc.
·         Click “Open.”  Your master local file list will show with the new file you have just created. 
·         Be sure you have the file you want selected as your default local file when you are downloading records.  You will need to return to Local File Manager to choose a different local file to work from; only one local file at a time can be selected as the default file.
·         To select a default local file:  on the file list screen, click the file you want to use, then click the “Set as Default” button.  A red check will appear by the selected file.  Click “Close.”



·         Authorization numbers in Connexion can be stored in two places.  A login and password must be stored for each bibliographic local file that you create.  After you have created a file, click the “Authorization” button in the “Local File Manager” window.  Enter the logon ID and password, and click OK.
·         You can also store a master list of logon IDs and passwords under Tools/Options/Authorizations.
·         If you click the “logon” icon on the toolbar, the authorization associated with your current default local bibliographic file should come up.   


 Batch Searching

·         Click on Batch, then check “Enter Bibliographic Search Keys.”  
·         Type each search key in the box at the top of the screen, then click on Add.   Each search key will be added to your list.   Click “Save” to save the list when you have finished entering search keys, and close the window.
·         Alternatively, you can type a list of search keys into a word processing program, or copy and paste such a list from an Excel spreadsheet, and save the list as a document.  Then, on the search key screen in Connexion, click Import.  You can then specify which file to import, and the list of search keys will be transferred to the “Enter Bibliographic Batch Search Keys” window.  Click “Save” to save the list, then close.
·         To log on and search, click on Batch, then Process Batch.  Connexion will log on to OCLC, download the records to your default local file, and log off.  The system automatically generates a search results report to let you know if any searches were unsuccessful.
·         To view the most recent report, click Batch, then View reports.  
·         If your search retrieves no records and you’re pretty sure that it should have, check your settings on the Batch tab under Tools/Options. With the default “Maximum number of matches to download” setting, Connexion will retrieve only one record per search key.  You can change this setting when doing author/title, author, or title searches to allow the system to retrieve multiple records.  

Online Searching

·         On the Menu bar, click File, then Logon (or click the “connection” icon in the toolbar).  Connexion will log on using the login number/password that is stored in association with your default local file. ·         If you are cataloging for the Coast campus, be sure that the correct login is used;  when you are logged in using the Coast number, “MLAC” instead of “MUSH” will display in the 049 field of records you pull up.  
·         To search after you are logged in, click Cataloging/Search/WorldCat to search bibliographic records, or Authorities/Search/LC Names and Subjects to search the online authority file.
·         Enter your search key in the “Command Line Search” box, or to search ISBNs, select ISBN under “Search For.”
·         If you have retrieved the record you want, click the Save icon to save the record to your local file.  Try to do as much actual record editing offline as you can.


Editing Records in Local Files

·         To edit records in a particular local file, have the desired file selected as the default, then click Cataloging/Search/Local Save File, or else click the corresponding icon on the toolbar (disk with a “B” in front of it).  The list of records in the specified file will display; click on individual records to display them.
·         Editing in Connexion is similar to using a word-processing program, except that each MARC field has its own text area, or box.  Hit Enter to add a blank field.
·         When you edit an existing field or add a new field, the start-of-message symbol (right-pointing triangle) will appear at the beginning of that line; this will help you keep track of changes you’ve made to the record.
·         If you need to add diacritics, click Edit/Enter Diacritics and select the appropriate diacritic from the displayed table.
·         After you’ve made all changes to the record, or click Action/Save Record to Local File, or click the toobar disk icon with a plus sign in front of it-- or you can close the record and the software will prompt you to save it.

Adding the 949 Field  

·         949’s are required for every export destination except Preorder, Overlay_no949 and the serials export files.  See the function key template for the appropriate 949 macro to use for the material you are cataloging.
·         You will need a 949 for each item; if you have two copies or volumes of the title you are cataloging, add a 949 for each one. Be sure there is a space on each side of the subfields, and don’t leave extra spaces.
·         Because call numbers are of varying lengths, some call numbers may require editing after they are pasted into the 949.  After the 949 field is created, check the call number to be sure that all of it is present and that there are no extra spaces at the end of it.
·         Edit the 949 to remove subfields that may not be needed for your particular item (e.g. fields for volume or copy numbers).
·         Add today’s date in the second |o subfield after your initials.
·         Scan the barcode into |i.    
·         If your 949 macros don’t work, click on Tools/Keymaps.  Check to see that the selected keymap is usm2.   This is the keymap that contains the macro function keys.  If the keymap is set to “default,” the macros won’t work.  


949 field elements for WorkFlows:  

949 99   |a call no. |v vol. no. |w classification scheme |c copy no. |i barcode |m library |l location |o oclc no. |o your initials/date |r circulation type |s retention status |t item type |x item category

(note:  not all materials will require an item category)  


Updating Holdings

·         Highlight the entries in your Bibliographic Local File list that you wish to update.

·         Pull down the Action menu, and click on Update Holdings. You can also click the Update button on the toolbar (looks like a yellow arrow with two sheet of paper). If you use the toolbar button, please be sure that you are not clicking the Produce button, which is very similar to the Update icon. The Produce button shows a catalog card in front of the yellow arrow.  If this button is on your toolbar, use the Toolbar Editor function under Tools to remove it.  Use of the Produce button will result in a set of catalog cards being sent from OCLC, for which we will be charged.

·         After you click Update, an “r” will appear by the entries in the “u” column of the local file.  Then click on Batch and select Process Batch.

·         Check the box by your default local file, then check the “Online Searches” box and click on OK.  Connexion will log on to OCLC, update the holdings for the selected records, and log off.  A “c” will then appear in the “u” column of your bibliographic local file list. 




Locking and Replacing Records

·         Follow the same steps as for updating holdings (see above), except that you choose Replace Record on the Action menu.  Results will appear in the “r” column in the bibliographic local file list.  



·         Pull down the Tools menu and select Options.  Click the Batch tab.  If there is a check in the “Bibliographic Record Export” box, remove it.  Click on OK.  Once this step is performed, you will not have to repeat it.
·         Select the appropriate export destination by clicking on Tools/Options/Export and highlighting the correct file.
·         In your Bibliographic Local File, highlight the records you want to export.  Pull down the Action menu and click Export, or click the “E” icon on the toolbar.
·         If you receive a prompt stating that a file of exported records already exists, always select the “Append” option to add your records to the file on the server.  If you click “Overwrite,” your records will wipe out other people’s work.
·         Records stay in your bibliographic local files until you delete them.   Don’t delete any records from your Connexion files until you verify that they loaded correctly in WorkFlows.







kw 10/05


Bib Services AcquisitionsCatalogingAuthority Control Serials