Use Authority Constant Data

Authority constant data record associated with your authorization and with your current session.

Resides in the authority constant data file for your library.

Remains the default authority constant data for your authorization until you select another record as your default CD.

Stored in the authority constant data file until a user from your library deletes it.

Apply to an authority record

In the record you are editing,

• On the Edit list, click Apply CD By Name or press <Alt><K> and then <5>. Type the name of the CD record to apply and click Apply CD.

  Or

• On the Edit list, click Apply CD From List or press <Alt><K> and then <6>. In the list, click the name of the CD record to apply.

Apply to an authority record

In the record you are editing, on the Edit list click Apply Default CD or press <Alt><K> and then <C>.

Or

Apply to multiple records

Retrieve a group of records from the authority save file.

On the search results screen, flag the records.

On the Action/Sort list, click Apply Default CD to Flagged Records.

To edit an authority constant data record

Retrieve the record from the authority constant data file, edit the record, and then save (replace) the edited version in the authority constant data file.

To create a new constant data record

On the Authorities tab, under Create, click Constant Data. At the Create Authority Constant Data screen, select the constant data format and click Create. Enter the content you want in the authority constant data record, and then save (add) the new record to the authority constant data file.

To edit default authority constant data

On the Authorities tab, under Show Options, click Default CD. Edit the default constant data. When finished revising, resave the record to replace it in the pathfinder CD file.

Or

Retrieve the default CD record from the authority constant data file, edit the record, and then save (replace) the edited version in the file.

To make another record your default CD record

Retrieve a record from the authority constant data file and take the Set as Default Constant Data action.

Editing changes the stored record when you save (replace) the previous version with the revised version.

You cannot add an edited authority constant data record to the file with a new name to avoid replacing the original constant data record.

Changes to your default CD affect the authority constant data record stored in your library's authority constant data file.

The Apply CD By Name action or the Apply CD From List action lets you choose which MARC fields (fixed field, variable fields, or both) to apply to an authority record.

The Apply Default CD action automatically applies the MARC fields designated when you last edited the default constant data record.

To change which MARC fields are applied, you must edit the default constant data record before you take the Apply Default CD action.

Can be deleted.

Retrieve an authority constant data record and take the Delete Constant Data Record action.

Can be deleted by you or another user at your library.

If you take the Apply Default CD action after your default CD record has been deleted, or before you have designated a CD record as your default CD, the system displays an error message.

• Retrieve an authority record or create a new record and begin editing.

Edit mode only. You must be in edit mode to apply constant data.

• On the Edit list, click Apply CD By Name or press <Alt><K> and then <5> (or <Alt><J> and then <5>).

An entry area opens above the record header.

(Optional) Specify which fields of the constant data record you want applied to the authority record.

• Click to select the option button for Whole Record or Variable Fields Only or Fixed Field Only.
• Default setting: Variable Fields Only.

1. In the Specific CD Name text box, type the name of the constant data record you want to apply.
2. Click Apply CD or press <Enter>.

Results

• MARC constant data fields applied. Depending on the option you selected, the system adds the entire record, the fixed field only, or the variable fields only.
  • Fixed field: Values of elements in the fixed field (008 and Leader) replace corresponding elements in the record, unless the constant data contains asterisks (*) in place of a value. Or select Variable Fields Only to preserve all fixed field values.
  • Repeatable variable fields in constant data are added to the bibliographic record. Repeatable fields in constant data do not replace corresponding variable fields in the record. Edit the resulting record to combine or delete unwanted repeated variable fields.
  • Nonrepeatable variable fields Nonrepeatable fields in constant data replace corresponding variable fields in the record.
  • Empty variable fields: To retain an empty variable field in constant data, In the constant data record, include the appropriate MARC tag and either type a few characters in the content area or type $a |BLANK| (delimiter character, a, space, a vertical bar character, the uppercase letters BLANK, and then another vertical ba).
  • Subfields: If variable fields in constant data include subfields that contain valid values, the subfields remain in the field added to the record. To retain empty subfield codes in a variable field in constant data, type the following after each subfield code: |BLANK|. (Type a vertical bar character, the uppercase letters BLANK, and then another vertical bar.) When you apply the constant data, the subfield code (followed by a space) appears in the added variable field.

Save the record for further processing and/or review.

• On the Action list, click Save Record to add the record to the authority save file. Assign a status appropriate for the record's position in your workflow.

Or

Take a final action on the record.

• New record. On the Action list click Add Record.
• Existing record, local edit mode. On the Action list, click Export Record in MARC.
• Locked master record (master edit mode). On the Action list, click Replace Record.

• Retrieve an authority record or create a new record and begin editing.

Edit mode only. You must be in edit mode to apply constant data.

• On the Edit list, click Apply CD From List or press <Alt><K> and then <6> (or <Alt><J> and then <6>).

The Select Constant Data window appears, listing your authority constant data records. The list is sorted alphabetically by constant data name.

(Optional) In the Select Constant Data window, specify which fields of the constant data record you want applied to the authority record.

• Click to select the option button for Whole Record or Variable Fields Only or Fixed Field Only.
• Default setting: Variable Fields Only.

• In the list of constant data records, click the hyperlinked name of the constant data record you want to apply.

Results

• MARC constant data fields applied. Depending on the option you selected, the system adds the entire record, the fixed field only, or the variable fields only.
  • Fixed field: Values of elements in the fixed field (008) replace corresponding elements in the record, unless the constant data contains asterisks (*) in place of a value. Or select Variable Fields Only to preserve all fixed field values.
  • Repeatable variable fields in constant data are added to the authority record. Repeatable fields in constant data do not replace corresponding variable fields in the record. Edit the resulting record to combine or delete unwanted repeated variable fields.
  • Nonrepeatable fields Nonrepeatable fields in constant data replace corresponding variable fields in the record.
  • Empty variable fields: To retain an empty variable field in constant data, In the constant data record, include the appropriate MARC tag and either type a few characters in the content area or type $a |BLANK| (delimiter character, a, space, a vertical bar character, the uppercase letters BLANK, and then another vertical ba).
  • Subfields: If variable fields in constant data include subfields that contain valid values, the subfields remain in the field added to the authority record. To retain empty subfield codes in a variable field in constant data, type the following after each subfield code: |BLANK|. (Type a vertical bar character, the uppercase letters BLANK, and then another vertical bar.) When you apply the constant data, the subfield code (followed by a space) appears in the added variable field.

Save the record for further processing and/or review.

• On the Action list, click Save Record to add the record to the authority save file. Assign a status appropriate for the record's position in your workflow.

Or

Take a final action on the record.

• New record. On the Action list click Add Record.
• Existing record, local edit mode. On the Action list, click Export Record in MARC.
• Locked master record (master edit mode). On the Action list, click Replace Record.

• On the Authorities tab, under Create Options, click Constant Data.

The Create Authority Constant Data screen appears.

At the top of the screen, select the format to use for constant data.

Open the list labeled using the ___ format.

Then click the format in which you normally edit authority records (MARC or MARC Text Area).

Click Create or press <Enter>.

The system displays a blank authority record in the edit view you specified.

Enter content you want to reuse in multiple authority records.

• Insert empty fields via constant data. In the authority constant data record, include the appropriate tag and enter a few characters in the content area or type $a |BLANK| (delimiter character, a, space, a vertical bar character, the uppercase letters BLANK, and then another vertical ba). (Authority constant data does not retain fields that contain no data.)
• Retain empty subfields in variable fields. If variable fields in constant data include subfields that contain valid values, the subfields remain in the field added to the bibliographic record. To retain empty subfield codes in a variable field in constant data, type the following after each subfield code: |BLANK|. (Type a vertical bar character, the uppercase letters BLANK, and then another vertical bar.) When you apply the constant data, the subfield code (followed by a space) appears in the added variable field.
• Protect fixed field elements in records. By default, the fixed field in authority constant data overwrites the fixed field in an authority record. You can prevent a specific element in the constant data fixed field from replacing that element in the fixed field of an authority record. In the authority constant data record, type asterisks (*) in the text box for the element. Type 1 asterisk for each character of the element value. For example, to preserve the value for the Rules element in authority records, type * in the Rules element of the authority constant data record.

Save the new authority constant data record.

• On the Action list, click Save Constant Data Record or press <Alt><K> and then <S> (or <Alt><J> and then <S>).

1. At the top of the screen, in the text box, enter a name for the authority constant data record.

   Use a name that indicates the content or purpose of the constant data.

2. Set as default CD. If desired, select the check box labeled Make this your default constant data?.
3. Then click Yes to add the new CD record to your institution's authority constant data file.

Results

• When you click Yes, the system adds the new authority constant data record and displays a confirmation message.
• Then the system redisplays the authority constant data record as saved: empty fields are removed.
• The constant data name you supplied appears at the top of the new authority constant data record.

Locate the record on which to base an authority constant data record.

1. Search the Authority File or the authority save file to retrieve a results list that contains the record you want.
2. Click the entry number to view the record in edit mode.

   Or

   Click the Display button to display the pathfinder.

1. On the Edit list click Derive New Constant Data Record or press <Alt><K> and then <4> (or <Alt><J> and then <4>).
2. Click OK to confirm that you want to create a new CD record.

Results

The system displays the content of the new authority constant data record.

Save the new authority constant data record.

• On the Action list, click Save Constant Data Record or press <Alt><K> and then <S> (or <Alt><J> and then <S>).

1. At the top of the screen, in the text box, enter a name for the authority constant data record.

   Use a name that indicates the content or purpose of the constant data.

2. Set as default CD. If desired, select the check box labeled Make this your default constant data?.
3. Then click Yes to add the new CD record to your institution's authority constant data file.

Results

• When you click Yes, the system adds the new authority constant data record and displays a confirmation message.
• Then the system redisplays the authority constant data record as saved: empty fields are removed.
• The constant data name you supplied appears at the top of the new authority constant data record.

Retrieve and view the authority constant data record on which to base a new authority constant data record.

1. On the Edit list click Derive New Constant Data Record or press <Alt><K> and then <4> (or <Alt><J> and then <4>).
2. Click OK to confirm that you want to create a new CD record.

Results

The system displays the content of the new authority constant data record.

Save the new authority constant data record.

• On the Action list, click Save Constant Data Record or press <Alt><K> and then <S> (or <Alt><J> and then <S>).

1. At the top of the screen, in the text box, enter a name for the authority constant data record.

   Use a name that indicates the content or purpose of the constant data.

2. Set as default CD. If desired, select the check box labeled Make this your default constant data?.
3. Then click Yes to add the new CD record to your institution's authority constant data file.

Results

• When you click Yes, the system adds the new authority constant data record and displays a confirmation message.
• Then the system redisplays the authority constant data record as saved: empty fields are removed.
• The constant data name you supplied appears at the top of the new authority constant data record.

On the Authorities tab, under Show, click Default CD.

Or

Search authority constant data and select the default CD record from the results list.

Make the necessary changes to your default constant data.

• Insert empty fields via constant data. In the authority constant data record, include the appropriate tag and enter a few characters in the content area or type $a |BLANK| (delimiter character, a, space, a vertical bar character, the uppercase letters BLANK, and then another vertical ba). (Authority constant data does not retain fields that contain no data.)
• Retain empty subfields in variable fields. If variable fields in constant data include subfields that contain valid values, the subfields remain in the field added to the bibliographic record. To retain empty subfield codes in a variable field in constant data, type the following after each subfield code: |BLANK|. (Type a vertical bar character, the uppercase letters BLANK, and then another vertical bar.) When you apply the constant data, the subfield code (followed by a space) appears in the added variable field.
• Protect fixed field elements in records. By default, the fixed field in authority constant data overwrites the fixed field in an authority record. You can prevent a specific element in the constant data fixed field from replacing that element in the fixed field of an authority record. In the authority constant data record, type asterisks (*) in the text box for the element. Type 1 asterisk for each character of the element value. For example, to preserve the value for the Rules element in authority records, type * in the Rules element of the authority constant data record.

Specify fields to apply

In the MARC or MARC Text Area edit view of default constant data, the MARC Fields to Apply option appears at the top of the screen.

The setting for this option determines which fields of authority constant data are applied to an authority record when you take the Apply Default Constant Data action.

Select Whole record or Variable fields only or Fixed fields only.

Replace the edited record in the authority constant data file.

• On the Action list, click Save Constant Data Record or press <Alt><K> and then <S> (or <Alt><J> and then <S>).

The system asks you to confirm that you want to replace the previous version of the record with the revised version.

• Click Yes to replace the existing record with the edited record.
• Or click No to cancel the action and resume editing.

Results

• The edited version replaces the previous version of the record and remains set as your default authority CD.

On the Authorities tab, under Search, click Constant Data.

The Search Authorities Constant Data screen appears.

In the text box, type the name of the stored authority constant data record you want to edit.

Or

To retrieve a list of all records in your library's authority constant data file, leave the text box empty.

Click Search or press <Enter>.

The system displays a full record or a list of retrieved records.

Single constant data record

• On the Edit list, click Edit Constant Data or press <Alt><K> and then <L> (or <Alt><J> and then <L>).

Constant data results list

• Click the hyperlinked entry number next to the name of the authority constant data record you want to edit.

The constant data record appears in an edit view.

Modify the authority constant data record as appropriate.

Replace the edited record in the authority constant data file.

• On the Action list, click Save Constant Data Record or press <Alt><K> and then <S> (or <Alt><J> and then <S>).

The system asks you to confirm that you want to replace the previous version of the record with the revised version.

• Click Yes to replace the existing record with the edited record.
• Or click No to cancel the action and resume editing.

Results

• The edited version replaces the previous version of the record.
• The system does not let you preserve the previous version of the record.

Notes

• You cannot supply a new name for an edited constant data record and then add it to the file as a new record.

On the Authorities tab under Show Options, click Active Records or press <Ctrl><Shift><9>.

On the Active Records screen, under Records in Authorities Constant Data, click the hyperlinked constant data name of the authority constant data record you want to work with.

Or click New (if editing a newly created authority constant data record).

Retrieve an authority record or create a new authority record and begin editing.

Edit mode only

You must be in edit mode (master edit or local edit) to apply default constant data.

• On the Edit list, click Apply Default CD or press <Alt><K> and then <C> (or <Alt><J> and then <C>).

The system adds the default constant data.

• MARC constant data fields applied. Depending on the option you select for MARC Fields to Apply, the system adds the entire record, the fixed field only, or the variable fields only.

Select constant data fields to apply

To change the setting, edit your default authority constant data.

1. On the Authorities tab, under Show Options, click Default CD.
2. Change the MARC Fields to Apply setting as you wish.
3. Save the constant data record.

Save the record for further processing and/or review.

1. On the Action list, click Save Record to add the record to the authority save file.
2. Assign a status appropriate for the record's position in your workflow.

Or

Take a final action on the record.

• New record. On the Action list click Add Record.
• Existing record, local edit mode. On the Action list, click Export Record in MARC.
• Locked master record (master edit mode). On the Action list, click Replace Record.

Search the authority save file to retrieve records to which you want to apply default constant data.

On the search results screen, flag the records.

• Flag each record by selecting the check box to the left of the brief entry.

  Or

• On the Action/Sort list, click Flag All on Page or Flag All Records Retrieved.

Optional: Combine records flagged in separate search results

To apply default CD to records retrieved and flagged in separate searches, use the Flagged SF Records screen.

1. Retrieve and flag groups of saved authority records.
2. On the Authorities tab, under Show Options, click Flagged SF Records.
3. On the Action/Sort list, click Flag All on Page or Flag All Records Retrieved.

On the Action/Sort list, click Apply Default CD to Flagged Records.

• The system adds the default constant data to all flagged records.
• MARC constant data fields applied. Depending on the option you select for MARC Fields to Apply, the system adds the entire record, the fixed field only, or the variable fields only.

More than 100 flagged records. If you flag more than 100 records and then take the Apply Default CD action, Connexion applies default constant data to the first 100 flagged records. Then the system asks whether you want to process the remaining flagged records or cancel the action.

• Click Continue to apply default CD to the next 100 flagged records.

  Or

• Click Cancel to stop processing flagged records.

On the Authorities tab, under Search Options, click Constant Data.

At the Search Authority Constant Data screen,

• In the text box, type the name of the stored authority constant data record you want to retrieve.

  Type one or more words of the constant data name.

  Or

• To retrieve a list of all your authority constant data records, in the search form, leave the text box empty.

Click Search or press <Enter>.

The system displays the authority constant data record(s) that match the query.

Single authority constant data record

• On the Edit list, click Set as Default Constant Data or press <Alt><K> and then <G> (or <Alt><J> and then <G>).

Authority constant data results list

• Click the Set Default button next to the name of the authority constant data record you want to become your default constant data.

  The selected default constant data record appears in edit mode.

On the Authorities tab, under Create Options, click Authorities.

At the Create Record screen,

1. Select the format (editing view) you prefer: MARC Template or MARC Text Area
2. Select the workform for the type of record you want to create.

Include default constant data.

• To merge content from your default constant data into the selected workform select the check box labeled Include Default Constant Data.

Default setting: check box not selected; the system does not add default constant data.

Select constant data fields to apply

• Depending on the option you select for MARC Fields to Apply, the system adds the entire record, the fixed field only, or the variable fields only.
• To change the setting, edit your default authority constant data.
  1. On the Authorities tab, under Show Options, click Default CD.
  2. Change the MARC Fields to Apply setting as you wish.
  3. Save the constant data record.

Click Create or press <Enter>.

Result

• The system retrieves the selected workform and merges your default constant data. The resulting authority record appears in the editing view you selected (MARC or MARC Text Area).
• Fields in the new record contain default values from the workform and/or content from default constant data.

Edit the new record to create a complete and accurate authority record.

Add the record to the Authority File

• On the Action list, click Add Record.

Or

Save the record for later review and completion

• On the Action list, click Save Record.

On the Authorities tab, under Search Options, click Constant Data.

The Search Authorities Constant Data screen appears.

In the text box, type the name of the stored authority constant data record you want to retrieve.

Type one or more word(s) of the constant data name.

• Use truncation to include variant endings for a constant data name. Or use truncation when you know only the first part of the name. Type the first characters of the name (include at least 2 characters); then type an asterisk (*). Examples:conf*, naco*
• Use character masking (wildcards) to expand a term to include variant spellings or when you are unsure of the correct spelling for part of a term. Type a question mark (?) or a number sign (#) in place of the character(s) you want to mask. Use the question mark to retrieve variants of 0 or more characters. Example:int?net retrieves internet or intranet. Use the number sign to retrieve variants of exactly 1 character. Example:wom#n retrieves both woman and women.

To retrieve a single record, include the complete name.

Check the search form for errors.

Clear search

• To clear the Search for text box, click Clear Search.
• The index list retains the last index you selected.
• The Retain Search check box retains its setting (selected or cleared).

Click Search or press <Enter>.

The system displays the authority constant data record(s) that match the query.

Retain search

• To preserve search terms you typed in the text boxes, select the Retain Search check box.
• If Retain Search is not selected (the default setting), the system clears the Search for text box.

On the Authorities tab, under Search Options, click Constant Data.

The Search Authorities Constant Data screen appears.

In the search form, leave the text box empty.

Click Search or press <Enter>.

The system displays a list of your library's authority constant data records.

Open Search History window

At the Search Authorities Constant Data screen,

• Click Search History or press <Alt><=>.

List of previous searches

For each listed search, the window shows

• Search type: Authorities Constant Data.
• Timestamp: date and time the search was performed.
• Search criteria: terms searched in the Name index.

Repeat a previous search

• Click Repeat.

Connexion immediately performs the selected search.

Revise a previous search

• Click Revise.

Results

• Connexion displays the Search Authorities Constant Data screen. The selected search is ready for revision.

Clear search history

• Click Clear History (at the top of the Search History window).

Close the Search History window

• Click Close (at the top of the Search History window).

The system displays the following message at the top of the Search Authorities Constant Data screen:

No Records Found for your Search

Please change or simplify your search and try again.

The search entry form retains the search term(s) you used.

The system displays the message:

[number] records found searching for [search query] in Constant Data

• The results screen lists the constant data names of all retrieved records.
• Records most recently added appear first.

The system displays the message:

[number] records found searching for [search query] in Constant Data

• The results screen lists constant data names for the first 10 retrieved records.
• The View List box lets you type an entry number to display 10 entries beginning with that number. The left and right arrow buttons let you move forward or back 10 entries. The View Record box lets you type an entry number to view the full record.
• Records most recently added appear first.

At the top of each screen of search results, the system displays the label Default Constant Data Record, followed by the constant data name of the record currently set as your default constant data.

Move forward 10 entries

Click the right arrow button (right of View List box).

Move back 10 entries

Click the left arrow button (left of View List box).

View 10 entries beginning with specific entry

Type an entry number in the View List box and press <Enter>.

View a specific record

Click the hyperlinked entry number for the record you want to view.

Or

Type an entry number in the View Record box and press <Enter>.

View next record in list

Click the right arrow button (right of View Record box).

View previous record in list

Click the left arrow button (left of View Record box).

View a specific record

Type an entry number in the View Record box and press <Enter>.

Return to search results

Click the Search Results button at the top or bottom of the record screen.

Or

On the Authorities tab, under Search Options, Constant Data, click Search Results.

View record in edit mode.

• Click the hyperlinked entry number of the constant data record you want to edit.

  Or

• Type an entry number in the View Record box and press <Enter>.

View record in display mode.

Click the Display button in front of the entry for the record you want to view.

Press <Alt><Y> to insert a Display button to the left of each brief entry.

To hide the buttons, press <Alt><Y> again.

On the results screen, click the entry number or click the Display button for the constant data record you want to delete.

On the Action list, click Delete Constant Data Record or press <Alt><K> and then <X> (or <Alt><J> and then <X>).

• Click OK to confirm that you want to delete the record.

  Or

• Click Cancel to keep the record in the constant data file.

• Click the Set Default button in front of the constant data record you want to use as default authority constant data.

The full record appears in a display view.

The following message appears at the top of the record display:

Record set as your default constant data.