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Digital Archive Constant Data

Create digital archive constant data record

Why create constant data records?

  • Avoid rekeying frequently used information.
  • Reduce typing errors and improve consistency among related records.
  • Add specific fields or elements to multiple digital archive records.
  • Develop and maintain standards for use in all digital archive records, for certain collections, or for specific types of resources.

About constant data records

  • Users at the same institution (same OCLC symbol) share a constant data database that contains constant data records for use within the system.
  • Any user at an institution can add constant data records to this database, edit existing constant data records, use a stored record as default constant data, or delete constant data records.
  • Your library's constant data records are not shared with Digital Archive users at any other institution.

Create a constant data record

  Action
1

On the Digital Archive tab, under Create, click Constant Data.

The Create Constant Data screen appears.

2

Click Create.

3

Enter content you want to reuse in multiple digital archive records.

4

Save the new constant data record.

  • On the Action list, click Save Constant Data Record.
5
  1. At the top of the screen, in the text box, enter a name for the 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 Digital Archive constant data database.

Results

  • When you click Yes, the system adds the new constant data record and displays a confirmation message.
  • Then the system redisplays the constant data record as saved: empty fields are removed.
  • The constant data name you supplied appears at the top of the new constant data record.
6

Optional. Use new constant data record as default constant data.

When the system redisplays the new constant data record, open the Actions list and click Use as Default DA Constant Data.

Click OK to confirm that you want to overwrite your current default constant data with the displayed record.


Create a constant data record from an existing constant data record

  Action
1

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

2
  1. On the Actions list click Derive New Constant Data Record.
  2. Click OK to confirm that you want to create a new CD record.

Results

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

3

Edit the new constant data record, then save it.

  • On the Action list, click Save Constant Data Record.
4
  1. At the top of the screen, in the text box, enter a name for the 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 Digital Archive constant data database.

Results

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

Create a constant data record from a Digital Archive record

  • The Derive New Constant Data Record action creates a constant data record with the content of any Digital Archive record.
  Action
1

Locate the Digital Archive record on which to base a constant data record.

Retrieve record.

  1. Search Digital Archive or the Digital Archive save file to retrieve a results list that contains the record you want.
  2. Click the entry number to open the record.
2
  1. On the Actions list click Derive New Constant Data Record.
  2. Click OK to confirm that you want to create a new CD record.

Results

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

3

Edit the new constant data record, then save it.

  • On the Actions list, click Add to DA Constant Data Database.
4
  1. At the top of the screen, in the text box, enter a name for the bibliographic 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 Digital Archive constant data database.

Results

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

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Find digital archive constant data records

Why search for constant data records?

  • Retrieve a constant data record to use as your default constant data.
  • Review constant data records created by users at your library.
  • Find a constant data record you want to edit.
  • Find a constant data record you want to delete.

Find specific constant data records

  Action
1

On the Digital Archive tab, under Search Options, click Constant Data.

The Search Constant Data screen appears.

2

In the search form, 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:dc*, image*, digi*
  • 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. Examples:col?r retrieves color or colour; 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.

3

Check the search form for errors.

Clear search

  • To clear the text boxes, click Clear Search.
  • The Retain Search check box retains its setting (selected or cleared).
4

Click Search or press <Enter>.

The system displays the 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 text boxes.

Search for singular or plural

  • To search for either the singular or the plural form of a word in a constant data name, type both singular and plural forms in the text box and type or between the terms. Examples:serial or serials; catalog or catalogs.
  • Enter the precise word(s) you want to retrieve. The system does not automatically search for the singular form of a word when you enter only the plural form.

List all your library's constant data records

  Action
1

On the Digital Archive tab, under Search Options, click Constant Data.

The Search Constant Data screen appears.

2

In the search form, leave the text boxes empty.

3

Click Search or press <Enter>.

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


Search history: view and use previous searches

  • Use the Search History window to
    • View your previous 10 Digital Archive constant data searches.
    • Repeat a previous search.
    • Revise a previous search.
  • Previous searches are associated with your authorization number and are retained between Connexion sessions. The search history is not cleared when you log off.
Search History function How to use

Open Search History window

At the Search Constant Data screen,

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

List of previous searches

For each listed search, the window shows

  • Search type: DA Constant Data.
  • Timestamp: date and time the search was performed.
  • Search criteria: constant data names.

Repeat a previous search
  • Click Repeat.

Connexion immediately performs the selected search.

Revise a previous search
  • Click Revise.

Results

  • Connexion displays the Search 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).

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Use digital archive constant data search results

Results display

Number of Records Found Results Display
No records found

The system displays the following message at the top of the Search 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.

1 record found The system displays the full constant data record.
Up to 10 records

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, beginning with the record most recently added to the constant data database.

11 or more records

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, beginning with the record most recently added to the constant data database.

The Jump to line provides links to groups of 10 records. Click a number to view the group that begins with that record number. For large result sets, not all links appear on the first results screen.


Query display

On the first screen of results, the system displays a message that includes the number of records retrieved and the query that produced the results. The message provides feedback that lets you see how the system interpreted your search criteria.The display shows:

  • Your OCLC symbol as the first term in any query. Constant data database searches retrieve records for your library only. Example:in: (OCL)
  • The word(s) of the constant data name you typed in the search form, preceded by the index label (nm:) for the constant data name index. Example:in: (OCL) and nm: ("test")

Use this displayed query to

  • Diagnose causes for unsatisfactory search results.
  • Refine your search to improve results.

Move through list (View List and View Record jump bar)

  • The View List jump bar appears at the top and bottom of each screen of the results list.
  • The View Record jump bar appears at the top and bottom of each screen of the results list.
Action How to

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>.


Move between records (View Record jump bar)

  • The View Record jump bar appears at the top and bottom of each record screen.
  • The record position indicator (Record _ of _) appears at the top and bottom of each record screen. As you move through the records, the indicator changes to reflect your current position in the results list.
Action How to

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 Digital Archive tab, under Search Options, Constant Data, click Search Results.


Edit constant data record

Action

Click the Edit button in front of the name of the constant data record you want to edit.

The full record appears in an edit view.


Use constant data record as default constant data

Action

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


Delete constant data record

  Action
1

On the results screen, click the hyperlinked number for the constant data record you want to delete.

2

On the Action list, click Delete DA Constant Data.

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

    Or

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

Print screens of constant data results list

  Action
1 If the list includes multiple screens, jump to the screen you want to print.
2 Click once in the frame that contains the record list.
3 In your browser, on the File menu, click Print or on the toolbar click the Print button.
4 In the Print dialog box, click OK or press <Enter>.

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