Create and Manage Dewey User Notes

Identify the number to which the note applies (if any).

Use a number from the schedules, tables, or manual.

Describe content of note. Indicate when or how the note applies to a classification task.

Displayed in brief entries for retrieved notes in search results.

Enable selective display of notes by type.

Enable use of note type as a restrictor (qualifier) when searching the notes database.

Institution notes require site license

Only users with a site license for WebDewey or Abridged WebDewey can create institution notes. With a single-user license, you can create personal notes only.

Provide additional terms to facilitate retrieval of the note.

Multiple keywords. If you enter multiple keywords, separate the keywords with a comma or semicolon.

Content of the note. Can include: Instructions, guidelines, tips, supplemental information, examples of numbers built according to your library's practice, and/or examples of subjects to classify under the number.

On the Dewey Services tab, under Create Options, click User Notes or Abr. User Notes.

A blank note workform appears.

DDC# field (Optional)

In the DDC# box, type the number (from the schedules, tables, or manual) to which the note applies.

Type of Note (Required)

At the Type of Note field, select Institution Note or Personal Note.

Site license. If you have a site license for WebDewey or Abridged WebDewey, the Type of Note field shows the default note type you specified on the WebDewey Options screen. Change the type if desired.

Single-user license. If you have a single-user license for WebDewey or Abridged WebDewey, Personal Note is automatically selected.

Title (Required)

In the Title box, enter a title that indicates the subject or purpose of the note.

Keywords (Optional)

In the Keywords box, type 1 or more words that represent the subject or purpose of the note.

Include terms that you (or others) might use when searching for this note.

Note (Required)

In the large text box, type the content for the note.

Proofread the note and correct any errors.

Add the note to the notes database.

Open the Actions list and click Save Note.

Click OK to confirm that you want to save the note.

The system displays a confirmation message.

DDC number check (new user note)

When you save a new user note for the first time, the system searches the WebDewey or Abridged WebDewey database for the number you supplied in the DDC Number field of the user note.

If the number you supplied does not exist in the DDC database searched, the system asks you to decide whether or not to save the note.

To save the note anyway, click Yes.

To cancel saving the note and correct it as appropriate, click No.

Retrieve the DDC record you want to annotate.

At the top right corner of the record screen, click Create Note.

The system opens a new browser window that contains a Dewey Note workform.

The DDC# field contains the number represented by the DDC record.

Brackets and parentheses not transferred. When you create a note for a DDC number surrounded by square brackets or parentheses, the number is inserted in the Dewey Note workform without the surrounding punctuation.

Complete the new note.

Enter text to provide appropriate information or instructions.

Fill in the required fields: Title, Type of Note, and Note.

Proofread the note and correct any errors.

Add the note to the notes database.

Open the Actions list and click Save Note.

Click OK to confirm that you want to save the note.

The system displays a confirmation message.

When you retrieve the annotated DDC record, your note appears in a box labeled User Notes. User notes follow notes that are part of the DDC (labeled Notes).

Click the Notes button in the top right corner of the record screen to jump to the Notes area.

DDC number check (new user note)

When you save a new user note for the first time, the system searches the WebDewey or Abridged WebDewey database for the number you supplied in the DDC Number field of the user note.

If the number you supplied does not exist in the DDC database searched, the system asks you to decide whether or not to save the note.

To save the note anyway, click Yes.

To cancel saving the note and correct it as appropriate, click No.

Search the Dewey notes database to retrieve the note you want to use as a model for creating similar notes.

Or

Create a note with characteristics you want to replicate in one or more other notes (a template note).

View the note in display mode or edit mode.

Open the Actions list and click Derive New Note.

Click OK to confirm that you want to duplicate the note.

An exact copy of the original Dewey note appears, in edit mode.

Complete the new note.

Add, delete, or change text to provide appropriate information or instructions.

Fill in the required fields: Title, Type of Note, and Note.

Proofread the note and correct any errors.

Add the note to the notes database.

Open the Actions list and click Save Note.

Click OK to confirm that you want to save the note.

The system displays a confirmation message.

DDC number check (new user note)

When you save a new user note for the first time, the system searches the WebDewey or Abridged WebDewey database for the number you supplied in the DDC Number field of the user note.

If the number you supplied does not exist in the DDC database searched, the system asks you to decide whether or not to save the note.

To save the note anyway, click Yes.

To cancel saving the note and correct it as appropriate, click No.

Show or hide work area

On a Dewey Services results, record, or user note screen,

• Press <Alt><W>.

Note: The keystroke works only if the Work Area option is set to Show in Dewey Services Options.

Move cursor to work area

• Press <Alt><.> (period).

Connexion places the cursor in the work area and highlights any existing text.

Open work area dialog box

• Press <Alt><Shift><.> (period).

The dialog box appears, containing any data currently stored in the work area.

Close work area dialog box; save changes to the data stored in the work area

• Click OK or press <Enter>.

The contents of the work area are updated with any changes made since you opened the dialog box.

Close work area dialog box; do not save changes to work area contents

• Click Cancel.

Change Work Area setting

Default: Show

1. On the General tab, under Admin Options, click Preferences. At the Preferences screen, click Dewey Services Options.
2. On the Dewey Services Options screen, under DDC Record Options, select Show or Hide for the Work Area item.
3. To use the setting for the current session only, at the top or bottom of the Dewey Services Options screen, click Save for Session. To use the settings for future sessions, click Save My Default.

Find the text file that contains your Dewey for Windows user notes, ddw.not.

The file resides in the folder where you installed Dewey for Windows.

The installation folder is named dfw if you installed Dewey for Windows in the default location.

Open the ddw.not file with Windows Notepad or another text editor.

To start Notepad, click Start, Programs, Accessories, Notepad.

In Notepad, open the File menu and click Open. Navigate to the Dewey for Windows installation folder and select the ddw.not file.

DFW notes file structure. For each DFW note, the ddw.not file contains the following fields:

• DN (Dewey number)
• RT (type of note)
• KW (keywords)
• NT (note text)

In the ddw.not file, find a note you want to reproduce in WebDewey or Abridged WebDewey.

Go to the first note in the file or search for a specific note.

You can search for text (such as a DDC number or a word from a note title) in Notepad.

Open the Edit menu and click Find. Type the text you want to find and click Find Next.

Start your browser and log on to WebDewey or Abridged WebDewey.

On the Dewey Services tab, under Create Options, click User Notes or Abr. User Notes.

A blank note workform appears.

In Notepad, select and copy the text you want to include in the new user note.

Highlight the text with the mouse. Then open the Edit menu and click Copy.

In WebDewey or Abridged WebDewey, paste the copied text into the desired field in the user note workform.

Complete the user note and save it.

Repeat steps 5 through 8 for each user note you want to recreate.

Can be created only by users with a site license.

Can be created by any user of WebDewey or Abridged WebDewey.

Accessible to all users at an institution.

Accessible only to the user who creates the note.

Associated with OCLC institution symbol.

Associated with a user's authorization number.

Reside in library's Dewey notes database.

The same database contains personal notes created by authorized staff.

For single users, the Dewey notes database contains only personal notes.

For institutions (site licenses), the Dewey notes database contains both institution notes and personal notes

Document, explain, or illustrate cataloging standards and practices relevant to a library's Dewey catalogers.

Store decisions, guidelines, tips, and examples for reuse by multiple staff members.

Save time and promote consistent classification.

Document, explain, or illustrate cataloging standards and practices relevant to an individual's cataloging tasks.

Store decisions, guidelines, tips, and examples for reuse by an individual cataloger.

Save time and promote consistent classification.

View a DDC record.

In the top right corner of the record screen, click the User Notes button to jump to the User Notes area.

No user notes. If the record contains no user notes, the User Notes button does not appear in the record.

User notes attached to the record appear in a separate area labeled User Notes, immediately following the Notes area.

If the record contains no Notes area, the User Notes area appears after the hierarchy display.

Return to DDC record. To resume viewing the DDC record,

On the Dewey Services tab, under Search Options, WebDewey or Abr. WebDewey, click Search Results. At the results list, select the record you were viewing.

Or

On the Dewey Services tab, under Browse Options, WebDewey or Abr. WebDewey, click Browse Results. At the results list, select the record you were viewing.

On the Dewey notes results screen,

Click the hyperlinked title for the user note you want to view.

View a DDC record.

In the top right corner of the record screen, click the User Notes button to jump to the User Notes area.

No user notes. If the record contains no user notes, the User Notes button does not appear in the record.

In the User Notes area, find the note you want to edit.

Click the Edit button that follows the note title.

The note appears in edit mode.

Return to DDC record. To resume viewing the DDC record,

On the Dewey Services tab, under Search Options, WebDewey or Abr. WebDewey, click Search Results. At the results list, select the record you were viewing.

Or

On the Dewey Services tab, under Browse Options, WebDewey or Abr. WebDewey, click Browse Results. At the results list, select the record you were viewing.

Single note (display mode)

Open the Actions list and click Edit Note.

Or

Results list

Click the Edit button in front of the title of the note you want to edit.

The note appears in edit mode.

If not in edit mode, open the Actions list and click Edit Note.

In the Editing Note screen, open the Actions list and click Display DDC Record.

Note: The Display DDC Record action is not available for general user notes not associated with a specific DDC number.

Return to user note from DDC record

In the DDC record, move to the User Notes section.

Click Edit.

If not in edit mode, open the Actions list and click Edit Note.

In the Editing Note screen, open the Actions list and click Save Note.

Click OK to confirm that you want to save the note.

Or

Click Cancel if you decide not to save the note now.

The system displays a confirmation message.

DDC number check (new user note)

When you save a new user note for the first time, the system searches the WebDewey or Abridged WebDewey database for the number you supplied in the DDC Number field of the user note.

If the number you supplied does not exist in the DDC database searched, the system asks you to decide whether or not to save the note.

To save the note anyway, click Yes.

To cancel saving the note and correct it as appropriate, click No.

Press <Ctrl><Shift><9>.

Or

On the Dewey Services tab, under Show Options, click Active User Notes or press <Alt><4>.

At the Active Records screen, under WebDewey User Notes or Abridged WebDewey User Notes, click the hyperlink for the note you want.

The Active Records screen shows the following types of hyperlinks for active user notes:

• Notes are identified by title.
• Note workforms not yet saved are also identified by title.
• For a Note workform without a title, the hyperlink text is No Title Provided.

Single note (display mode or edit mode)

Open the Actions list and click Delete Note.

Or

Results list

Click the title of the note you want to delete.

Open the Actions list and click Delete Note.

Click OK to confirm that you want to delete the note.

Or

Click Cancel to keep the note in the database.

Search the Dewey notes database to retrieve the note you want to use as a model for creating similar notes.

Or

Create a note with characteristics you want to replicate in one or more other notes (a template note).

View the note in display mode or edit mode.

Open the Actions list and click Derive New Note.

Click OK to confirm that you want to duplicate the note.

An exact copy of the original Dewey note appears, in edit mode.

Complete the new note.

Add, delete, or change text to provide appropriate information or instructions.

Fill in the required fields: Title, Type of Note, and Note.

Proofread the note and correct any errors.

Add the note to the notes database.

Open the Actions list and click Save Note.

Click OK to confirm that you want to save the note.

The system displays a confirmation message.

DDC number check (new user note)

When you save a new user note for the first time, the system searches the WebDewey or Abridged WebDewey database for the number you supplied in the DDC Number field of the user note.

If the number you supplied does not exist in the DDC database searched, the system asks you to decide whether or not to save the note.

To save the note anyway, click Yes.

To cancel saving the note and correct it as appropriate, click No.

Show or hide work area

On a Dewey Services results, record, or user note screen,

• Press <Alt><W>.

Note: The keystroke works only if the Work Area option is set to Show in Dewey Services Options.

Move cursor to work area

• Press <Alt><.> (period).

Connexion places the cursor in the work area and highlights any existing text.

Open work area dialog box

• Press <Alt><Shift><.> (period).

The dialog box appears, containing any data currently stored in the work area.

Close work area dialog box; save changes to the data stored in the work area

• Click OK or press <Enter>.

The contents of the work area are updated with any changes made since you opened the dialog box.

Close work area dialog box; do not save changes to work area contents

• Click Cancel.

Change Work Area setting

Default: Show

1. On the General tab, under Admin Options, click Preferences. At the Preferences screen, click Dewey Services Options.
2. On the Dewey Services Options screen, under DDC Record Options, select Show or Hide for the Work Area item.
3. To use the setting for the current session only, at the top or bottom of the Dewey Services Options screen, click Save for Session. To use the settings for future sessions, click Save My Default.

New user note.

Add the user note you are editing to your library's Dewey user notes database.

Existing user note (modified).

Use the edited version of the user note to replace the previous version in your library's Dewey user notes database.

Press <Backspace> or <Delete> to delete text.

Or

Select the text. In the browser's menu bar, open the Edit menu and click Cut.

Or right-click the selected text; on the popup menu click Cut.

To reverse the most recent text change, use the standard Windows undo keystroke: <Ctrl><Z>.

The following functions are supported in recent browser versions. Specific functionality may change with browser upgrades. Check browser Help or documentation for details.

Undo last change, current text box:

Press <Ctrl><Z> once.

Undo series of changes, current text box:

Press <Ctrl><Z> once to reverse each change, beginning with the last.

Undo series of changes in different text boxes:

Place the insertion point in the desired text box and then press <Ctrl><Z>.

Begin with the text box most recently modified and return to the other text boxes in reverse order (retrace your steps).

Notes on browser-based Undo

Browser dependent. Support for <Ctrl><Z> varies with browser name and version.

Refresh clears undo memory. If you take an action that refreshes the screen (for example, select an item on the navigation bar, the Actions list, or the Functions list for a field), the undo memory is cleared.

On the Dewey Services tab, under Search Options, WebDewey or Abr. WebDewey, click User Notes or Abr. User Notes.

Keystrokes.

• Press <Ctrl><Shift><[> (left square bracket) to search WebDewey notes
• Or press <Ctrl><Shift><]> (right square bracket) to search Abridged WebDewey notes.

The Search WebDewey User Notes screen or the Search Abridged WebDewey User Notes screen appears.

Construct a search to specify the user note(s) you want to retrieve.

• Type search term(s) in the Search for box. Spaces between words are treated as and operators; you can also combine terms with or and/or exclude terms with not.
• Select the index to search from the list to the right of the Search for box. Click the arrow to open the list; then click the index you want to use.
• Use truncation to expand a term to include variant endings. Or use truncation when you know only part of a term. Truncation is useful when searching for a DDC number, a word, or a multiword term.
  Right truncation. Type the first characters of the word or the first par of the number (include as many letters/digits as you know); then type an asterisk (*). Examples:610*, librar*, comput*, war*, catalog*
  Left truncation. Type an asterisk (*) and then type the last part of the term. Examples:*073, *crime, *net
• 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.

(Optional) Pre-sort search results.

To specify sort criteria for retrieved user notes,

Under Sort results by:, select up to 3 fields by which to sort retrieved notes. For each field, select Ascending or Descending.

Default setting: No sort criteria. Results are sorted by DDC number; notes not associated with a DDC number appear at the end of the results list.

(Optional) Limit search by type of note (requires site license).

Under Limit results by:, select the type of note to retrieve: Institution or Personal or All.

Default setting: All.

Not available with single-user license. If you have a single-user license for WebDewey or Abridged WebDewey, the Limit results by: option is not available.

Check the search form for errors in the terms, index selection, sort options, or the Type of Note limit.

Clear search

• To clear the Search for text box, click Clear Search.
• The index list retains the last index you selected.
• The sort options and the Type of Note limit revert to the default settings.
• The Retain Search check box retains its setting (selected or cleared).

Click Search or press <Enter>.

The system displays the Dewey note(s) that match the search criteria.

Retain search

• To preserve text in the Search for text box, as well as sort options and Type of Note limit, select the Retain Search check box.
• If Retain Search is not selected (the default setting), the system clears the Search for text box. The index list always retains the last index you selected.
• If Retain Search is not selected, the system restores default settings for sort options and the Type of Note limit.
• The setting for the Retain Search check box is retained until you change it.

On the Dewey Services tab, under Search Options, WebDewey or Abr. WebDewey, click User Notes or Abr. User Notes.

The Search WebDewey User Notes screen or the Search Abridged WebDewey User Notes screen appears.

In the search form, leave the Search for text box empty.

(Optional) Pre-sort search results.

To specify sort criteria for retrieved user notes,

Under Sort results by:, select up to 3 fields by which to sort retrieved notes. For each field, select Ascending or Descending.

Default setting: No sort criteria. Results are sorted by DDC number; notes not associated with a DDC number appear at the end of the results list.

(Optional) Limit search by type of note (requires site license).

Under Limit results by:, select the type of note to retrieve: Institution or Personal or All.

Default setting: All.

Not available with single-user license. If you have a single-user license for WebDewey or Abridged WebDewey, the Limit results by: option is not available.

Check the search form for errors in sort options or the Type of Note limit.

Clear search

• To restore default settings for sort options and the Type of Note limit, click Clear Search.
• The Retain Search check box retains its setting (selected or cleared).

Click Search or press <Enter>.

The system displays a list of your library's Dewey user notes.

Retain search

• To preserve settings for sort options and Type of Note limit, select the Retain Search check box.
• If Retain Search is not selected (the default setting), the system restores default settings for sort options and the Type of Note limit.
• The setting for the Retain Search check box is retained until you change it.

Open Search History window

At the Search WebDewey User Notes screen or the Search Abridged WebDewey User Notes screen,

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

List of previous searches

For each listed search, the window shows

• Search type: Dewey Notes or Abridged Dewey Notes.
• Timestamp: date and time the search was performed.
• Search criteria: all search elements, including terms, indexes, and sort options and type of note.

Repeat a previous search

• Click Repeat.

Connexion immediately performs the selected search.

Revise a previous search

• Click Revise.

Results

• Connexion displays the Search WebDewey User Notes screen or the Search Abridged WebDewey User Notes 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).

Improve results when a search on another index produces too few hits.

Find all occurrences of a term in the user notes database.

660

Find all user notes associated with a specific DDC number.

Use truncation to match all DDC numbers that begin with the same sequence of digits.

Not all user notes are associated with DDC numbers. The DDC number field is not required.

Find a note by searching for term(s) that describe the topic you want.

Not all user notes include keywords. The Keywords field is not required.

Find a note when you know the title or part of the title.

Determine whether a term is part of the title of an existing user note.

Find occurrences of term(s) for the topic you want in the body of a user note.

[term1] [term2]

Or

[term1] and [term2]

A space between terms is treated as an and.

[term1] or [term2]

[term1] [term2] not [term3]

Or

[term1] or [term2] not [term3]

[term1] ([term2] or [term3])

[term1] or ([term2] or [term3])

[term1 or ([term2] [term3])

education (college or university)

graduate or (college or university)

graduate or (college university)

Provençal

Omit cedilla when searching: Provencal

*Administration of general forms of control

† Latin dramatic poetry and drama

‡*Visual programming

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

No Records Found for Your Search

Please change or simplify your search and try again.

The system displays the message:

[number] records found searching for [search query] in [WebDewey or Abridged WebDewey] User Notes

• The results screen lists the DDC number (if any) and title for all retrieved notes.
• Brief entries for notes appear in DDC-number order. Notes not associated with a DDC number appear last.
• When multiple notes for the same DDC number are retrieved, the note most recently added is listed first.

The system displays the message:

[number] records found searching for [search query] in [WebDewey or Abridged WebDewey] User Notes

• The results screen lists the DDC number (if any) and title for the first 10 retrieved user notes.
• 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 note.
• Brief entries for notes appear in DDC-number order. Notes not associated with a DDC number appear last.
• When multiple notes for the same DDC number are retrieved, the note most recently added is listed first.

• Open the Actions list and select Sort by DDC Number or Sort by Title or Sort by Type of Note.

More than 1,000 notes found. If your search retrieves more than 1,000 notes, sort options are not available.

Pre-sort results. On the search screen, you can specify multiple sort criteria for retrieved user notes.

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 Dewey Services tab, under Search Options, WebDewey or Abr. WebDewey, User Notes, click Search Results.

Show or hide work area

On a Dewey Services results, record, or user note screen,

• Press <Alt><W>.

Note: The keystroke works only if the Work Area option is set to Show in Dewey Services Options.

Move cursor to work area

• Press <Alt><.> (period).

Connexion places the cursor in the work area and highlights any existing text.

Open work area dialog box

• Press <Alt><Shift><.> (period).

The dialog box appears, containing any data currently stored in the work area.

Close work area dialog box; save changes to the data stored in the work area

• Click OK or press <Enter>.

The contents of the work area are updated with any changes made since you opened the dialog box.

Close work area dialog box; do not save changes to work area contents

• Click Cancel.

Change Work Area setting

Default: Show

1. On the General tab, under Admin Options, click Preferences. At the Preferences screen, click Dewey Services Options.
2. On the Dewey Services Options screen, under DDC Record Options, select Show or Hide for the Work Area item.
3. To use the setting for the current session only, at the top or bottom of the Dewey Services Options screen, click Save for Session. To use the settings for future sessions, click Save My Default.

Click the Edit button in front of the title of the note you want to edit.

The note appears in edit mode.

Single note

Open the Actions list and click Delete Note.

Or

Results list

Click the title of the note you want to delete.

Open the Actions list and click Delete Note.

Click OK to confirm that you want to delete the note.

Or

Click Cancel to keep the note in the database.