Take Actions on Bibliographic Records

On the Edit list, click Display Record.

The record appears in a display view for the current format (MARC or Dublin Core).

On the Edit list, click Reformat Record.

MARC. Reformatting arranges fields in (approximate) ascending tag number order; same order used in standard WorldCat record displays.

Dublin Core. Elements are arranged so that Title and Description appear first.

On the Edit list, click Validate Record or press <Alt><K>, <V>.

For a valid record, the system redisplays the record.

If the record contains invalid data, the system displays 1 or more error messages that identify the problem(s). Messages appear directly above the fields/elements to which they refer (template edit views) or above the text area (text area edit views).

The Validate Record action applies OCLC WorldCat validation rules.

1. On the Action list click Print Record.

   Or

   Press <F12>.

2. In the Print dialog box, click Print.

Control All Headings and DDC

(authority control for all controllable headings and DDC numbers)

On the Edit list, click Control All Headings and DDC.

The system displays a message explaining the limitations of the Control All function. Click OK to clear the message and continue

The system attempts to apply authority control to all controllable headings in the record (personal/corporate names or subject headings).

If you subscribe to the WebDewey service, the system attempts to control fields/elements that contain Dewey numbers. DDC numbers that match numbers found in WebDewey are linked to the appropriate WebDewey record.

Note: Control All works only for headings that exactly match a heading in the Authority File. You must control other headings individually using the Control option in the functions list for the heading field.

Report an error in a record by sending an e-mail message to OCLC quality control staff.

1. View the bibliographic record for which you want to report an error.
2. On the Action list click Report Error or press <Alt><K> and then <7> (or press <Alt><J> and then < 7>).
3. In the Report Error dialog box, complete the required fields at the top of the window: OCLC Symbol, User Name, and E-Mail.
4. In the large text box, type a description of the problem.
5. (Optional) To request a copy of the e-mail message containing the error report, select the check box labeled Send a copy of the e-mail message to me.
6. Click Report Error to send the error report.

Submit for Review

1. Prepare the record you want to submit for review.
2. On the Action list, click Submit for Review or press <Alt><K><>> (right angle bracket).
3. In the popup window, check the displayed list of reviewer institutions and edit the list if necessary.

   Or

   Type a list of OCLC symbols, separated by semicolons.

   Note: You can enter symbols in lowercase or uppercase. The system converts symbols to uppercase before validating them.

4. Click OK to submit the record for review.

   Or click Cancel if you do not want to submit the record now.

Results

When you click OK, the system:

• Validates OCLC symbols you supplied. If any symbol is invalid, the system does not submit the record. An error message identifies the invalid symbol(s). You must retry submitting the record. When prompted, correct all invalid symbols and then click OK.
• Sets the record's Review status to Submitted for Review.
• For a locked master record, retains any lock on the record in WorldCat or the Authority File.
• Automatically saves the record to the bibliographic save file or the authority save file.
• Displays the submitted record (display mode).
• Displays messages confirming that the record has been submitted and that the record has been saved.
• Shows the record's save file number.

Recall Submitted Record

1. Retrieve the record you want to recall.
2. On the Action list, click Recall Submitted Record or press <Alt><K><<> (left angle bracket).
3. Click OK to recall the record.

   Or click Cancel if you do not want to recall the record now.

Results

When you click OK, the system:

• Removes the Review status Submitted from the record.
• For a locked master record, retains any lock on the record in WorldCat or the Authority File.
• Automatically resaves the record to the bibliographic save file or the authority save file.
• Displays the record (display mode).
• Displays messages confirming that the record has been recalled and that the record has been saved.
• Shows the record's save file number.

Save record

Save a new or existing record or resave a saved record

On the Action list, click Save Record.

Assign a workflow status appropriate for the record's position in your cataloging workflow. If desired, enter a note or identifier in the My Status text box.

Click Yes to add the record to the save file.

The system saves the record and displays the save file number for the record.

Or click No to cancel saving the record.

Locked master record. When you save a locked master record, the system places a long-term (14-day) lock on the master record in the Resource Catalog and in WorldCat. Other users can retrieve a copy, but cannot change the master record.

Resave record. When you resave a record, the system resets the records age in the save file to 0 days.

Delete record from save file

(saved records only)

On the Action list, click Delete Save File Record.

Then click Yes or Yes, Wait for response to confirm the action.

Or click No to cancel deleting the record.

The system deletes the record from the bibliographic save file.

Derive New Record

(Derive a new record from an existing record or a workform)

1. On the Edit list click Derive New Record or press <Alt><K> and then <D> (or <Alt><J> and then <D>).
2. When the system asks whether you want to transfer fixed-field values to the new record,
   • Click Yes to transfer all fixed-field values except the OCLC control number, Rec Stat, Entered, and Replaced. Rec Stat is set to n (New). Both Entered and Replaced are set to the current date,
   • Click No to transfer only default fixed-field values for the format, as indicated by the value in the Type element.
   • Click Cancel to cancel deriving a new record.

Results

The system displays the content of the new record.

Variable fields transfer based on your settings for the Derive Record Fields option (Cataloging Options screen).

NEW appears in place of an OCLC control number.

On the Edit list, click Cancel Changes.

The system asks you to confirm that you want to discard changes you made while editing the record.

Click Yes to cancel edits.

Or click No to keep your changes and continue editing the record.

Results

Existing record. The system redisplays the record from WorldCat, in display mode. Any locks on the record are released.

New record (saved). The system redisplays the record from the bibliographic save file.

New record (unsaved). The system deletes the record and returns you to the Create Record screen.

On the Edit list, click Unedit Record.

The system redisplays the record as originally retrieved from WorldCat (for an unsaved record) or as last saved (if the record is in the save file).

The record remains in the edit mode you were using. Any locks are retained.

Release Record Lock

Master edit mode only.

On the Action list, click Release Record Lock.

Results

• The master record is unlocked in WorldCat.
• Changes you made while the record was locked are retained in your working copy.
• You switch to local edit mode.

On the Action list, click Replace Record or Replace and Update Holdings.

The system prompts you to confirm that you want to replace the master record.

Click Yes to continue and replace the master record.

Results

• Connexion validates the record. If the system reports validation errors, correct them and retry replacing the record.
• When the record is valid, Connexion replaces it in WorldCat and sets your holdings if you took the Replace and Update Holdings action.
• The system notifies you that the record has been replaced. The master record is unlocked.
• Your copy of the record is displayed in local edit mode. Local data fields you added to the record are retained in your copy.

To cancel replacing the record, click No. If you cancel, the system redisplays the record for further editing.

Update Holdings

(link your library's OCLC symbol to the record)

On the Action list, click Update Holdings.

The system asks you to confirm the action.

Click OK to set holdings. Or click Cancel to cancel the action.

Results

• Validation: existing records. By default, Connexion does not validate bibliographic records automatically when you update holdings. You can request basic or full validation. For records that fail validation, you must correct errors and then retry the Update Holdings action.
• Validation: new records. Connexion validates the record before adding it to WorldCat. If the system reports validation errors, correct them and retry adding the record.
• When the record is valid, Connexion sets your holdings; your institution's OCLC symbol is associated with the record. For a new record, the system adds the record to WorldCat and assigns an OCLC control number.
• Your copy of the record is displayed in local edit mode. Local data fields you added to the record are retained in your copy.

Note: You can also set holdings when you replace a record. Use Replace Record or Replace and Update Holdings as appropriate.

Produce and Update Holdings

MARC view only

(Not available for locked master record

Local edit mode only (not available for locked master record).

MARC Template edit view only.

On the Action list, click Produce and Update Holdings.

The system asks you to confirm the action.

Click OK to continue. Or click Cancel to cancel the produce action.

Results

• Validation: existing records. By default, Connexion does not validate bibliographic records automatically when you update holdings and produce offline products. You can request basic or full validation. For records that fail validation, you must correct errors and then retry the action.
• Validation: new records. Connexion validates the record before adding it to WorldCat. If the system reports validation errors, correct them and retry adding the record.
• For a new record, adds the record to WorldCat and assigns an OCLC control number.
• Sets holdings for your library.
• Adds your library's institution symbol to field 040.
• Sends appropriate information to create offline products including catalog cards, accessions lists, and records in an electronic file or on magnetic tape. Delivery of products depends on the your profile.
• Creates an archive record that reflects any changes you made while editing the record.
• Redisplays the record in local edit mode. A confirmation message appears at the top of the record. Local data fields you added to the record are retained in your copy.
• In the record, sets the Produce action status to C (Completed).

Alternate Produce and Update

MARC view only

(Not available for locked master record

Local edit mode only (not available for locked master record).

MARC Template edit view only.

On the Action list, click Alternate Produce and Update.

The system displays the Alternate Produce Options dialog box.

Specify the alternate produce options you want to apply:

• In the Extra Cards text box, type the number of extra cards for the receiving catalogs for the first holding library listed in field 049, subfield $a. Enter a number from 1 to 255.
• Select the Ad Produce check box to order cards for the receiving catalogs for the first holding library listed in field 049, subfield $a of the record.
• Select the All Produce check box to order cards for the receiving catalogs for all holding libraries listed in field 049, subfield $a of the record.

Click Produce to continue. Or click Cancel to cancel the alternate produce action.

Results

• Validation: existing records. By default, Connexion does not validate bibliographic records automatically when you update holdings and produce offline products. You can request basic or full validation. For records that fail validation, you must correct errors and then retry the action.
• Validation: new records. Connexion validates the record before adding it to WorldCat. If the system reports validation errors, correct them and retry adding the record.
• For a new record, adds the record to WorldCat and assigns an OCLC control number.
• Sets holdings for your library.
• Adds your library's institution symbol to field 040.
• Sends appropriate information to create offline products including catalog cards, accessions lists, and records in an electronic file or on magnetic tape. Delivery of products depends on the your profile.
• Sends information to the catalog card production system to generate the cards specified using alternate produce options.
• Creates an archive record that reflects any changes you made while editing the record.
• Redisplays the record in local edit mode. A confirmation message appears at the top of the record. Local data fields you added to the record are retained in your copy.
• In the record, sets the Produce action status to C (Completed).

Create Local Holdings

1. On the Action list click Create Local Holdings or press <Alt><K> and then <+>(plus sign) (or <Alt><J> and then <+>).
2. In the local holdings workform, enter content to describe your holdings for the item. Edit the Summary field to reflect any changes in your institution's overall holdings for the item. Apply local holdings constant data if appropriate.
3. In the new local holdings record, on the Action list click Add Record or press <Alt><K> and then <N> (or <Alt><J> and then <N>).

Results

• Connexion validates the record. If the system reports validation errors, correct them and then try again to add the record.
• When the record is valid, Connexion links it to the bibliographic record.
• When you add your first LHR to a bibliographic record, Connexion sets your institution-level holdings, if not already set.
• The added record reappears in display mode.

On the Action list, click Delete Holdings.

The system asks you to confirm that you want to delete holdings.

Click OK to delete holdings. Or click Cancel to cancel the action.

Local holdings records. If you have local holdings records attached to the record, the system asks you to confirm that you want to delete local holdings. Click Yes to delete LHRs and your holdings symbol or click No to return to the record.

When you confirm that you want to delete holdings (and/or LHRs), the system displays a confirmation message.

Your institution's OCLC symbol is no longer linked to the record.

Note: The Delete Holdings action is available only if your library's OCLC symbol is attached to the record.

Delete All Local Holdings

1. Open the bibliographic record from which you want to delete all local holdings records and remove your institution's symbol.
2. On the Action list click Delete All Local Holdings or press <Alt><K> and then <-> (hyphen) (or <Alt><J> and then <->).
3. Above the record, Connexion asks you to confirm whether you want to delete all your LHRs and whether you also want to remove your institution's holdings symbol.
4. Confirm or cancel the action:
   • Delete all LHRs and holdings symbol. Select the Remove your institution's symbol from bibliographic record check box and then click Delete Local Holdings.
   • Delete LHRs, retain your institution's symbol. Clear (uncheck) the Remove your institution's symbol from bibliographic record check box and then click Delete Local Holdings.
   • Cancel deleting all LHRs. Click Cancel if you decide to keep your existing LHRs and retain your holdings symbol attached to the bibliographic record.

Results

• Delete all LHRs and symbol. Connexion deletes the LHRs and your institution's symbol from the record. A confirmation message states that your holdings were deleted and gives the number of LHRs deleted.
• Delete LHRs, retain symbol. Connexion deletes the LHRs and displays a confirmation message that gives the number of LHRs deleted.

1. On the View list click Display Holdings or press <Alt><K> and then <H> (or <Alt><J> and then <H>).
2. In the Display Holdings box (above the record header), click Display Holdings or press <Enter> to view the Default Holdings.

   Or

   Open the list and select the type of holdings display you want: All Holdings or Regional Holdings or State Holdings.

3. Then click Display Holdings or press <Enter>.

The Holdings Display window lists the holdings you requested.

When finished viewing holdings, click Close Window.

Note: The Holdings Display window closes automatically when you choose another command or navigate to another screen.

Print holdings list (Internet Explorer only).

1. Right-click in the Holdings Display window.
2. On the popup menu click Print.
3. In the Print dialog box, click OK or press <Enter>.

Identify listed institutions

Show institution name (Holdings Display window)

• In the locations listing, move the mouse pointer over an institution symbol to display the name of the institution.

Display Local Holdings

1. On the View list, click Display Local Holdings or press <Alt><K><\> (backslash) (or <Alt><J> and then <\>).
2. In the Local holdings type list, select the display to view: For Institution Holdings or Group Holdings, type the institution or group symbol in the text box. Or select State Holdings, Region Holdings, Default Holdings, or All Holdings.
3. Click Display Local Holdings.

Results

The Holdings Display window lists summary local holdings for an institution or group, or for institutions in the category you selected (state, region, default, all).

In the Holdings Display window, under Local Holdings Information, click the link to the holdings summary for the institution you want.

Edit Local Holdings

Note: Available only if your institution has one or more LHRs linked to the bibliographic record.

On the Action list, click Edit Local Holdings or press <Alt><K><_> (underscore) (or <Alt><J> and then <_>).

Display Find in a Library

On the View list, click Display Find in a Library or press <Alt><K> and then <8> (or <Alt><J> and then <8>).

Result: Connexion displays the Find in a Library^® service at WorldCat.org in a new window. Use the screen to locate WorldCat libraries that hold the work described in the current record and to link directly to library OPACs. You can also access cover art, information on alternative formats (large print, audiobooks, etc.), user reviews and other evaluative content.

1. Retrieve the bibliographic record to which you want to apply a constant data record. The record must be in edit mode.
2. On the Edit list, click Apply CD By Name or press <Alt><K> and then <5> (or <Alt><J> and then <5>).

   An entry opens above the record header.

3. Specify fields to apply. In the entry area, select the option button for Whole Record or Variable Fields Only or Fixed Field Only.
4. In the Specific CD Name text box, type the name of the constant data record you want to apply.
5. Click Apply CD or press <Enter>.

1. Retrieve the bibliographic record to which you want to apply a constant data record. The record must be in edit mode.
2. On the Edit list, click Apply CD From List or press <Alt><K> and then <6> (or <Alt><J> and then <6>).
3. Specify fields to apply. In the Select Constant Data window, select the option button for Whole Record or Variable Fields Only or Fixed Field Only.
4. In the list of constant data records, click the hyperlinked name of the constant data record you want to apply.

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

The system merges your default constant data with the record you are editing.

MARC only: fields applied. Depending on the option you selected within the default constant data, the system adds the entire record, the fixed fields only, or the variable fields only.

To change the setting for this option, edit your default constant data. On the Cataloging tab, under Show Options, click Default CD. Your default constant data appears in edit mode.

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. When the system asks whether you want to transfer fixed-field values to the new CD record,
   • Click Yes to transfer all fixed-field values except Entered and Replaced. (Note: Both Entered and Replaced are set to the current date.).
   • Click No to transfer only default fixed-field values for the format, as indicated by the value in the Type element.
   • Click Cancel to cancel deriving a new CD record.

Results

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

Variable fields transfer based on your settings for the Derive Record Fields option (Cataloging Options screen).

Complete new CD record

1. Edit the new CD record to add or revise content.
2. On the Action list click Save Constant Data Record.
3. In the dialog box, enter a name for the constant data record. Use a name that indicates the content or purpose of the constant data.
4. Then click OK to add the record to your institution's constant data database.

• On the Action list click Export Record in MARC or Export Record DC HTML or Export Record DC RDF.

  Or

• MARC. Press <Alt><K> and then <E>.
• DC HTML. Press <Alt><K> and then <*>.
• DC RDF. Press <Alt><K> and then <(>.

Results

• Validation. By default, Connexion does not validate bibliographic records before exporting them. For single-record exports, you can request basic or full validation. For records that fail validation, you must correct errors and then retry exporting.
• For export to a file (default), the system adds the record to a file on the Connexion server. Exported records are appended to the same file until you download the file.
• For TCP/IP export (direct to local system), the system exports the record immediately.
• The system changes the record's Export status to C (Completed) or F (Failed).

1. Before or after saving a record you plan to export, on the Action list click Mark for Export or press <Alt><K> and then <J>. The record's Export status changes to R (Ready).

   Note: You can have the system save a record automatically when you use Mark for Export. On the Export Options screen, set the Mark for Export and Save Record option to On (default is Off)

2. When ready to export a group of saved records, search the save file for records with the Export status Ready.
3. Flag the records and then take the Export Flagged Records action.

View Label in Label Program

MARC view only

(Not available for locked master record

Requires that you install the OCLC Cataloging Label Program (version 1.22 or later) on your workstation.

1. Retrieve the bibliographic record for which you want to print labels.
2. Edit the record as you wish. For example: add or modify a call number, add an input stamp in the 049 field, or edit text in author (1xx) or title (245 $a) fields.
3. On the View list, click View Label in Label Program or press <Alt><K> and then <Y>.

Results

• The system extracts data from the record and downloads the text to your workstation.
• The OCLC Cataloging Label Program starts automatically (if it is not already running).
• The Label Program displays the label set using the label format you specified in Connexion Cataloging Options.
• In the record, the system sets the Label action status to C (Completed).

1. Before or after saving a record for which you plan to create labels, on the Action list click Mark for Label or press <Alt><K> and then <3>. The record's Label status changes to R (Ready).

   Note: You can have the system save a record automatically when you use Mark for Label. On the Cataloging Options screen, set the Mark for Label and Save Record option to On (default is Off)

2. When ready to create labels for a group of saved records, search the save file for records with the Label status Ready.
3. Flag the records and then take the Create Labels for Flagged Records action.

Lock Master Authority Record for name heading

Controlled name heading fields only

MARC only

Not available in Dublin Core template view.

Move to the name heading field for which you want to edit the linked master authority record.

In the Functions list click Lock Master Authority.

The system retrieves and locks the master authority record for the name heading. The record appears in a new browser window, in master edit mode, using your default edit view for authority records (MARC or MARC Text Area).

Edit Authority Record for name heading

Controlled name heading fields only

MARC only

Not available in Dublin Core template view.

Move to the name heading field for which you want to locally edit the linked authority record.

In the Functions list click Edit Authority Record.

The system retrieves the authority record for the name heading. The record appears in a new browser window, in local edit mode, using your default edit view for authority records (MARC or MARC Text Area).

Derive New Authority Record from record for name heading

Controlled name heading fields only

MARC only

Not available in Dublin Core template view.

Move to the controlled name heading field you want to use to create a new name authority record by cloning.

In the Functions list click Derive New Authority.

The Derive Authority function

• Retrieves the linked record from the Authority File.
• Transfers selected content and/or supplies default fields/values to produce a new record based on the cloned record.
• Presents the resulting record in local edit mode.
• Inserts NEW in the OCLC: field in place of an OCLC authority record number (ARN).

The resulting workform appears a new browser window in local edit mode, using your default edit view for authority records (MARC or MARC Text Area).

Generate Authority Record for name heading

Uncontrolled or controlled name heading fields

MARC only

Not available in Dublin Core template view.

Move to the name heading field you want to use to generate a new name authority record.

Headings you can use

• 100, 110, 111, 130, 240, 440,
• 600, 610, 611, 630, 651
• 700, 710, 711, 730
• 800, 810, 811, 830

In the Functions list click Generate Authority.

The Generate Authority function

• Extracts appropriate elements from the selected field and supplies new tags and subfields or removes them as needed.
• Rearranges and adds the data from the bibliographic record to a name authority workform in the following order:
  • Fixed field
  • 040 with default MARC Organization Code (NUC symbol)
  • 022 (if any)
  • 1xx
  • 4xx (if any)
  • 642-646 (if any)
  • 670
• Supplies NEW in the OCLC: field in place of an OCLC authority record number (ARN).

The resulting workform appears a new browser window in local edit mode, using your default edit view for authority records (MARC or MARC Text Area).

On the Action list, click Flag Record.

The record remains flagged during the current session or until you unflag it.

Note: You cannot flag a record retrieved from WorldCat. You can save the record and flag it in the save file.

Note: You cannot flag a new record (not yet added to WorldCat, no OCLC control number).

Retrieve and apply a stored constant data record to the bibliographic record you are editing.

Choose to apply the whole CD record, fixed field only, or variable fields only.

Existing record. The system redisplays the record from WorldCat, in display mode. Any locks on the record are released.

New record (saved). The system redisplays the record from the bibliographic save file.

New record (unsaved). The system deletes the record and returns you to the Create Record screen.

Unlock a locked master record.

Retain changes made while editing.

Switch to local edit mode.

Submit for Review

Submit a record for review by colleagues at other institutions.

Recall Submitted Record

Remove Review status from a submitted record; the record is no longer available for review.

The system redisplays the record as originally retrieved from WorldCat (for an unsaved record) or as last saved (if the record is in the save file).

The record remains in the edit mode you were using.

Any locks are retained.

View Label in Label Program

(Requires Label Program 1.22 or later installed on workstation)

Display a label set for the current record in the OCLC Cataloging Label Program.

Show the Command Shortcuts box above the record header

Press <Alt><K>.

Hide the Command Shortcuts box; show the Edit, Action, and View lists

Press <Alt><J>.

Show or hide the scrollbar in the Command Shortcuts box. Showing the scrollbar reduces the size of the box.

Click Show/Hide Command Scrollbar.

Or

Press <Alt><K> and then <|> (<Shift><\>).

Use a command shortcut when the Command Shortcuts box is visible. Or show the box and use a shortcut.

Press and release <Alt><K> and then press the shortcut key for the command.

Or

In the Command Shortcuts box, click the command you want to use.

Use a command shortcut when the Command Shortcuts box is hidden. Do not show the box; keep the Edit, Action, and View lists visible.

Press and release <Alt><J> and then press the shortcut key for the command.

Add Record

<Alt><K> and then <N>

Alternate Produce and Update

<Alt><K> and then <1>

Apply CD By Name

<Alt><K> and then <5>

Apply CD From List

<Alt><K> and then <6>

Apply Default CD

<Alt><K> and then <C>

Back to Editing

<Alt><K> and then <L>

Cancel Changes

<Alt><K> and then <2>

Control All Headings and DDC

<Alt><K> and then <K>

Create Local Holdings

<Alt><K> and then <+> (plus sign)

DC HTML Preview

<Alt><K> and then <%> (<Shift><5>)

DC RDF Preview

<Alt><K> and then <^> (<Shift><6>)

DC Template

<Alt><K> and then <$> (<Shift><3>)

DC Text Area

<Alt><K> and then <&> (<Shift><7>)

Delete Constant Data Record

<Alt><K> and then <X>

Delete All Local Holdings

<Alt><K> and then <-> (hyphen)

Delete Holdings

<Alt><K> and then <9>

Delete Local Holdings

<Alt><K> and then <X>

Delete Save File Record

<Alt><K> and then <X>

Derive New Constant Data Record

<Alt><K> and then <4>

Derive New Record

<Alt><K> and then <D>

Display Constant Data Record

<Alt><K> and then <T>

Display Find in a Library

<Alt><K> and then <8>

Display Local Holdings

<Alt><K> and then <\> (backslash)

Display Holdings

<Alt><K> and then <H>

Display Record

<Alt><K> and then <T>

Edit Constant Data record

<Alt><K> and then <L>

Edit Local Holdings

<Alt><K> and then <_> (underscore)

Edit Record

<Alt><K> and then <L>

Export Record in DC HTML

<Alt><K> and then <*> (<Shift><8>)

Export Record in DC RDF

<Alt><K> and then <(> (<Shift><9>)

Export Record in MARC

<Alt><K> and then <E>

Flag Record

<Alt><K> and then <F>

Lock Master Record

<Alt><K> and then <M>

MARC Template

<Alt><K> and then <[>

MARC Text Area

<Alt><K> and then <]>

Mark For Export

<Alt><K> and then <J>

Mark For Label

<Alt><K> and then <3>

Print Record

<Alt><K> and then <I>

Produce and Update Holdings

<Alt><K> and then <P>

Recall Submitted Record

<Alt><K> and then <<> (left angle bracket)

Reformat Record

<Alt><K> and then <R>

Release Record Lock

<Alt><K> and then <W>

Replace and Update Holdings

<Alt><K> and then <N>

Replace Record

<Alt><K> and then <A>

Report Error

<Alt><K> and then <7>

Save Constant Data Record

<Alt><K> and then <S>

Save Record

<Alt><K> and then <S>

Set as Default Constant Data

<Alt><K> and then <G>

Show Command Lists (when Command Shortcuts box is visible)

<Alt><J>

Or

<Alt><K> and then <B>

Show/Hide Command Scrollbar

<Alt><K> and then <|> (<Shift><\>)

Show Command Shortcuts (when Edit, Action, and View lists are visible)

<Alt><K>

Show/Hide Functions List

<Alt><Y>

Or

<Alt><K> and then <=>

Show/Hide Quick Search

<Alt><Q>

or

<Alt><K> and then <Q>

Submit for Review

<Alt><K> and then <>> (right angle bracket)

Unedit Record

<Alt><K> and then <Z>

Unflag Record

<Alt><K> and then <F>

Update Holdings

<Alt><K> and then <U>

Validate Record

<Alt><K> and then <V>

View Label in Label Program

<Alt><K> and then <Y>

View Group Summary

<Alt><K> and then <G>

On the General tab, under Admin Options, click Preferences.

At the Preferences screen, click General Options.

On the General Options screen, click Keystroke Shortcut Options.

The Keystroke Shortcut Options screen appears.

To change the action assigned to a keystroke,

Find the key combination you want to use in the list of default keystrokes.

Open the list of available actions.

Click the action you want to assign to the keystroke.

Review the modified key assignments.

Make sure you have not assigned the same action to more than one key combination.

Save changes as default or use for current session only.

• Click Save My Default or Save for Session.

Replace Record

<Ctrl><Shift><A>

Apply Default CD

<Ctrl><Shift><C>

Derive New Record

<Ctrl><Shift><D>

Export Record in MARC

<Ctrl><Shift><E>

Flag Record

<Ctrl><Shift><F>

Set as Default Constant Data

<Ctrl><Shift><G>

Display Holdings

<Ctrl><Shift><H>

Control All Headings and DDC

<Ctrl><Shift><K>

Edit Record

<Ctrl><Shift><L>

Lock Master Record

<Ctrl><Shift><M>

Produce and Update Holdings

<Ctrl><Shift><P>

Release Record Lock

<Ctrl><Shift><Q>

Reformat Record

<Ctrl><Shift><R>

Save Record

<Ctrl><Shift><S>

Update Holdings

<Ctrl><Shift><U>

Validate Record

<Ctrl><Shift><V>

Delete Save File Record

<Ctrl><Shift><X>

Unedit Record

<Ctrl><Shift><Z>

If not in Edit mode, on the Edit list click Edit Record or press <Alt><K> and then <L>.

On the Edit list click Validate Record or press <Alt><K> and then <V>.

Connexion validates the entire record.

If the record contains invalid elements (for example, tags, indicators or subfield codes) or invalid data (for example, fixed-field codes), Connexion displays error messages that identify the problem(s). Messages appear directly above the fields/elements to which they refer (template edit views). Messages appear above the text area in text area edit views. Messages about fixed-length fields (Leader, 008 or 006) appear between the Format list and the field elements.

Correct the error(s) and then retry validation.

Bibliographic record

Update Holdings

Produce and Update Holdings

Alternate Produce and Update

Default setting: By default, Connexion does not validate the record when you take these actions on an existing bibliographic record.

Note: When you update holdings, even with validation level set to No, the system verifies that the following fields are present and, for some, checks for valid data: Leader, 001, 005, 008, 040 $c, 049 and 245 $a or 245 $k. If any required field is missing, or in some cases contains invalid data, you receive an error message.

Validation level set: If you select Basic or Full validation for actions that set holdings, Connexion does the specified level of validation.

Add new record to WorldCat

(Update Holdings, Produce and Update Holdings, Alternate Produce and Update)

For new records, Connexion always does full validation.

Replace Record

Validates edited fields only.

Replace and Update Holdings

Validates edited fields only for the Replace action.

Applies the user-specified validation level for the Update Holdings action.

Export Record

Default setting. By default, Connexion does not validate exported records.

Validation level set: If you select Basic or Full validation for single-record exports, Connexion does the specified level of validation.

Delete Holdings

Does not validate the record.

Note: For Delete Holdings, although Connexion does no validation, the system verifies that the following fields are present and, for some, checks for valid data: Leader, 001, 005, 008, 040 $c, 049 and 245 $a or 245 $k. If any required field is missing, or in some cases contains invalid data, you receive an error message.

Authority record

Add Record

Validates the entire record.

Replace Record

Validates edited fields only.

Export Record in MARC

Default setting. By default, Connexion does not validate exported authority records.

Validation level set: If you select Basic or Full validation for single-record exports, Connexion does the specified level of validation.

On the General tab, click Admin.

At the Preferences screen, click Cataloging Options.

Set Holdings

Select the level of validation to apply when you set holdings on a record.

• None. No validation when setting holdings.
• Basic. Checks the validity of elements, length, repeatability, type of data or codes, and other aspects of MARC record structure.
• Full. Verifies record structure (as for basic validation) and also checks relationships between elements.

Default setting: None.

Note: When you add a record to WorldCat or replace a master record, Connexion always performs full validation.

Export Bibliographic Record

Select the level of validation to apply when you export a single bibliographic record.

• None. No validation for exported records.
• Basic. Checks the validity of elements, length, repeatability, type of data or codes, and other aspects of MARC record structure.
• Full. Verifies record structure (as for basic validation) and also checks relationships between elements.

Default setting: None.

Click Save My Default or Save for Session.

1. On the Action list click Update Holdings or press <Alt><K> and then <U>.
2. Click OK to confirm that you want to set holdings.

   Or

   Click Cancel to cancel the action.

Result

• By default, Connexion does not validate the record when you take the Update Holdings, Produce and Update Holdings, or Alternate Produce and Update action on an existing bibliographic record. If you select Basic or Full validation for actions that set holdings, Connexion does the specified level of validation.
• If the record contains invalid data, the system returns you to edit mode. Validation messages inserted in the record highlight errors. Correct the errors and then retry updating holdings.
• The system displays a confirmation message.
• Your institution's OCLC symbol is associated with the record.
• Note: Saved record deleted after Update If you retrieved the record from the bibliographic save file, the system deletes the record from the save file after a successful Update Holdings transaction. Resave the record if you need to keep it in the save file for further processing.

Retrieve the record you want to add from the bibliographic save file.

Or

Complete editing on an unsaved new record.

View the full record.

If appropriate, apply constant data to the new record.

• On the Edit list click Apply Default CD or press <Alt><K> and then <C> to apply your default constant data.

  Or

• On the Edit list click Apply CD By Name (or press <Alt><K> and then <5>) or Apply CD From List (or press <Alt><K> and then <6>) to apply a specific constant data record.

Prevent duplicate records

• Search WorldCat again immediately before adding the new record verify that no other user has created a record for the resource since you began working on your record.

Add the new record to WorldCat.

• If you find no existing record, on the Action list click Update Holdings or press <Alt><K> and then <U> (or <Alt><J> and then <U>).

Result

• Connexion validates the full record automatically when you add a new record to WorldCat.
• If the record contains invalid data, the system returns you to edit mode. Validation messages inserted in the record highlight errors. Correct the errors and then retry adding the record.
• When the record is valid, Connexion adds it to WorldCat, sets your holdings, and assigns an OCLC control number.
• Your copy of the record is displayed in local edit mode. Local data fields you added to the record are retained in your copy.
• Note: Saved record deleted after add If you retrieved the new record from the bibliographic save file, the system deletes the record from the save file after adding it to WorldCat. Resave the record if you need to keep it in the save file for further processing.

On the Action list click Delete Holdings or press <Alt><K> and then <9> (or <Alt><J> and then <9>).

The system asks you to confirm that you want to delete holdings.

• Click OK to remove your holdings.
• Or click Cancel to cancel the action.

Local Holdings Records.

• If you have local holdings records attached to the record, the system asks you to confirm that you want to delete LHRs. Click Yes to delete LHRs and holdings or click No to return to the record.

Result

• When you confirm that you want to delete holdings (and/or LHRs), the system displays a confirmation message.
• Your institution's OCLC symbol is no longer associated with the record.

1. On the View list click Display Holdings or press <Alt><K> and then <H> (or <Alt><J> and then <H>).
2. In the Display Holdings box (above the record header), click Display Holdings or press <Enter> to view the Default Holdings.

   Or

   Open the list and select the type of holdings display you want: All Holdings or Regional Holdings or State Holdings.

3. Then click Display Holdings or press <Enter>.

The Holdings Display window lists the holdings you requested.

When finished viewing holdings, click Close Window.

Note: The Holdings Display window closes automatically when you choose another command or navigate to another screen.

Print holdings list (Internet Explorer only).

1. Right-click in the Holdings Display window.
2. On the popup menu click Print.
3. In the Print dialog box, click OK or press <Enter>.

Show institution name (Holdings Display window)

• In the locations listing, move the mouse pointer over an institution symbol to display the name of the institution.

Participating Institutions online

• For more information about an institution whose symbol appears in a holdings list, search OCLC Participating Institutions online at

  < http://www.oclc.org/contacts/libraries >

Retrieve the existing bibliographic record or original record for which you want to produce catalog cards, an accessions list item, or an electronic record.

If not in local edit (copy cataloging) mode, open the Edit list and click Edit Record.

If necessary, use the View list to switch to MARC Template or MARC Text Area edit view.

Edit the record as you wish.

Modify field 049 if necessary to produce the desired card set(s).

See OCLC Catalog Cards for details on modifying field 049 to add holding library codes and/or input stamps.

On the Action list click Produce and Update Holdings or press <Alt><K> and then <P> (or <Alt><J> and then <P>).

The system asks you to confirm that you want to continue with the produce action.

For an original record, the system asks you to confirm that you want to add the record to WorldCat.

Click OK to continue.

Or

Click Cancel to cancel the produce action and resume editing the record.

Results

Validation

• Existing record (copy cataloging). By default, Connexion does not validate the record when you take the Produce and Update Holdings or Alternate Produce and Update action on an existing bibliographic record. If you select Basic or Full validation for actions that set holdings, Connexion does the specified level of validation.
• New record. Connexion validates the full record automatically when you add a new record to WorldCat.
• If the record contains invalid data, the system returns you to edit mode. Validation messages inserted in the record highlight errors. Correct the errors and then retry producing the record.

Record truncation

• If the record is too long for catalog card production, the system applies truncation rules to reduce record size. Local data for card printing is preserved.

Complete produce action

When the record is valid, the system

• For a new record, adds the record to WorldCat and assigns an OCLC control number.
• Sets holdings for your library.
• Adds your library's institution symbol to field 040.
• Transfers a Dewey class number from field 082 subfield $a to field 092 $a if you supplied data in other subfields in field 092.
• Sends appropriate information to create offline products including catalog cards, accessions lists, and records in an electronic file or on magnetic tape. Delivery of products depends on the your profile.
• Creates an archive record that reflects any changes you made while editing the record.
• Redisplays the record in local edit mode. A confirmation message appears at the top of the record. Local data fields you added to the record are retained in your copy.
• In the record, sets the Produce action status to C (Completed).

Note: Saved record deleted after Produce

• If you retrieved the record from the bibliographic save file, the system deletes the record from the save file after a successful Produce transaction. Resave the record if you need to keep it in the save file for further processing.

Retrieve the existing bibliographic record or original record for which you want to produce extra catalog cards, added copy cards, and/or cards for all holding libraries.

If not in local edit (copy cataloging) mode, open the Edit list and click Edit Record.

If necessary, use the View list to switch to MARC Template or MARC Text Area edit view.

Edit the record as you wish.

Modify field 049 if necessary to produce the desired card set(s).

See OCLC Catalog Cards for details on modifying field 049 to add holding library codes and/or input stamps.

On the Action list click Alternate Produce and Update or press <Alt><K> and then <1> (or <Alt><J> and then <1>).

The system displays the Alternate Produce Options window.

Specify the alternate produce options you want to apply:

In the Extra Cards text box, type the number of extra cards for the receiving catalogs for the first holding library listed in field 049, subfield $a. Enter a number from 1 to 255.

Select the Ad Produce check box to order cards for the receiving catalogs for the first holding library listed in field 049, subfield $a of the record.

Select the All Produce check box to order cards for the receiving catalogs for all holding libraries listed in field 049, subfield $a of the record.

You can use one, two, or all three options.

When finished selecting options,

Click Produce to continue with the alternate produce action.

Or

Click Cancel to cancel the alternate produce action and resume editing the record.

Results

Validation

• Existing record (copy cataloging). By default, Connexion does not validate the record when you take the Produce and Update Holdings or Alternate Produce and Update action on an existing bibliographic record. If you select Basic or Full validation for actions that set holdings, Connexion does the specified level of validation.
• New record. Connexion validates the full record automatically when you add a new record to WorldCat.
• If the record contains invalid data, the system returns you to edit mode. Validation messages inserted in the record highlight errors. Correct the errors and then retry producing the record.

Record truncation

• If the record is too long for catalog card production, the system applies truncation rules to reduce record size. Local data for card printing is preserved.

Complete alternate produce action

When the record is valid, the system

• For a new record, adds the record to WorldCat and assigns an OCLC control number.
• Sets holdings for your library.
• Adds your library's institution symbol to field 040.
• Transfers a Dewey class number from field 082 subfield $a to field 092 $a if you supplied data in other subfields in field 092.
• Sends appropriate information to create offline products including catalog cards, accessions lists, and records in an electronic file or on magnetic tape. Delivery of products depends on the your profile.
• Sends information to the catalog card production system to generate the cards specified using alternate produce options.
• Creates an archive record that reflects any changes you made while editing the record.
• Redisplays the record in local edit mode. A confirmation message appears at the top of the record. Local data fields you added to the record are retained in your copy.
• In the record, sets the Produce action status to C (Completed).

Note: Saved record deleted after Produce

• If you retrieved the record from the bibliographic save file, the system deletes the record from the save file after a successful Produce transaction. Resave the record if you need to keep it in the save file for further processing.

Produce and Update Holdings

Cards for the receiving catalogs for the first holding library code in field 049 subfield $a.

Note: If multiple codes appear in 049 $a, the system produces cards for the first holding library code only.

Alternate Produce and Update

All option selected

Cards for the receiving catalogs for all holding library codes in field 049 subfield $a.

Codes may be in one subfield $a, separated by commas or in multiple subfield $a's.

For example,

049 ABCM,ABCR,ABCS

049 ABCM $a ABCR $a ABCS

Alternate Produce and Update

Ad option selected

Added cards for the receiving catalogs for the first holding library code in field 049 subfield $a.

The holding library code in 049 subfield $a must be profiled to receive added cards

Alternate Produce and Update

All option selected

Ad option selected

Added cards for the receiving catalogs for all holding library codes in field 049 subfield $a.

All holding library codes in 049 subfield $a must be profiled to receive added cards.

Alternate Produce and Update

Extra Cards option: 1

One extra card in addition to the other cards profiled for receiving catalogs for the first holding library in field 049 subfield $a.

Alternate Produce and Update

Extra Cards option: [n] (1-255)

[n] extra cards for the receiving catalogs for the first holding library code in field 049 subfield $a.

Note: Use numbers 1-255. Type numbers in the Extra Cards text box.

Alternate Produce and Update

Extra Cards ordered

All option selected

[n] extra cards for the receiving catalogs for all holding library codes in field 049 subfield $a.

Note: Use numbers 1-255. Type numbers in the Extra Cards text box.

Alternate Produce and Update

Extra Cards ordered

Ad option selected

[n] extra cards and added cards for the receiving catalogs for the first holding library code in field 049 subfield $a.

The first holding library code in 049 subfield $a must be profiled to receive added cards.

Alternate Produce and Update

Extra Cards ordered

Ad option selected

All option selected

[n] extra cards and added cards for the receiving catalogs for all holding library codes in field 049 subfield $a.

All holding library codes in 049 subfield $a must be profiled to receive added cards.

Retrieve a bibliographic or authority record or create a new record.

• On the Action list, click Print Record.

  Or

• Press <F12>.

Connexion formats the record for printing and transmits the formatted record to the browser.

In the Print dialog box, click Print.

Overall appearance

• Resembles the display view of the record, not the edit view (no text boxes, etc.).
• Excludes interface elements (lists, navigation buttons, etc.) that are not part of record content or administrative information.

Record Header

Database or workform name

• Database from which you retrieved the record.
• New record. Database to which you added the new record.
• Workform. Workform name for new record not yet saved or added.

Title, heading, or constant data name (truncated if longer than one line).

• MARC bibliographic record. The printed title includes text from subfields $a, $f, $g, $k, $n, and $p.
• MARC authority record. The printed heading includes text from all alphabetic subfields.
• Dublin Core bibliographic record. Title includes all text in the Title element.
• Note: For MARC and Dublin Core bibliographic records, the format name appears in place of the title until you add data in field 245 (MARC) or the Title element (Dublin Core).

Variable fields

• Blank call number fields and other field prompts without data are printed.
• For long fields, the complete text is printed, even if not fully visible in the displayed record.

Field 049

• Not printed if you retrieve the record in display mode and print directly from a display view.
• Once you begin editing, field 049 appears in the record and is printed.

URLs

• The URL is printed with an underscore to indicate a link.

Controlled headings and DDC numbers

• Text in the controlled field is printed with an underscore to indicate a link to the authority record or DDC record.

Status area

• Included in printed record.

Install the OCLC Cataloging Label Program or upgrade to the latest version (1.22 or later).

• Download the Label Program from the OCLC web site.
• For instructions on installing and setting up the software, see Getting Started with OCLC Cataloging Label Program.

Note: To install or reinstall the Label Program on Windows 2000, Windows XP Professional, or Windows XP Home, you need local administrator privileges for your workstation.

(Optional) If you have not previously used the Label Program, you may need to:

• View and update settings for Label Program options.
• Select a label printer if you do not use your Windows default printer for label printing.
• Load label stock in your printer and check the alignment by printing a test label.

See Getting Started with OCLC Cataloging Label Program or the Label Program Help for instructions.

In Connexion, specify the label format you want to use for viewing and printing single labels.

• On the General tab, under Admin Options, click Preferences.
• At the Preferences screen, click Cataloging Options.
• On the Cataloging Options screen, under Label Format,

Click to select one of the option buttons:

• SL4
• SL6
• SLB
• SP1

Default setting: SL4.

Click Save My Default or Save For Session.

Retrieve the bibliographic record for which you want to print labels.

• The record must be in local edit (copy cataloging) mode or display mode. If the record is in a Dublin Core view, use the View list to switch to MARC Template or MARC Text Area view.
• Locked record. The label action is not available for a locked master record. To create labels for a locked record, complete your work on the record and replace it in WorldCat. After you replace the record, the system redisplays it in local edit mode, ready for label printing.

Edit the record as you wish. For example:

• Supply a call number for the classification scheme your library uses.
• Modify the existing call number.
• Type a lowercase x as the only text in a call number field to produce labels without a call number.
• Type input stamp(s) in brackets in the OCLC Holding Library Code field (049 field, subfield $a).
  • If you type the input stamp to the left of the holding library code, the input stamp will appear above the call number on the spine and to the left of the call number on the pocket.
  • If you type the input stamp to the right of the holding library code, the input stamp will appear below the call number on the spine and to the right of the call number on the pocket.
  • Examples

    [REF] azum

    azum [ProfShelf]

• Edit text in the author (1xx) or title (245 $a) field that prints on labels.

On the View list click View Label in Label Program or press <Alt><K> and then <Y> (or <Alt><J>and then <Y>).

Results

• The system extracts data from the record and downloads the text to your workstation.
• The OCLC Cataloging Label Program starts automatically (if it is not already running).
• The Label Program displays the label set using the label format you specified in Connexion Cataloging Options.
• In the record, the system sets the Label action status to C (Completed).

Note: Browser messages.

When you generate a single label from Connexion, the system sends a temporary file to your workstation to load into the Label Program. Some browsers display a message box asking whether to save the file or open it. If you see this message, select the Open option to automatically open the file in the Label Program (version 1.22 or later).

To prevent the browser from displaying this message each time you create a single label, click the Don't show again option at the bottom of the message box.

In the Label Program, finish processing the label.

You can:

• Edit the label text, specify print constants, or change the number of copies to print
• Print the label set(s) now
• Save the label to the Label Program local file for later printing
• See the Label Program Help for instructions

Notes:

9-line spine label in SL6 format. Connexion sends 9 lines of SL6 spine label information to the Label Program. Most call numbers fit within 9 lines, so you seldom need to make adjustments. The SL6 label display in the Label Program allows you to add lines on the spine label up to a total of 15, if needed.

Prompt to save unedited label. If you close the label window or exit the Label Program after printing, without first saving the displayed label, the Label Program asks whether you want to save the changes to the Label Program file (even if you have not edited the displayed label). Save labels to the Label Program file to print later in batch mode or to keep a file of all labels you print. However, if you do not want to keep your labels in a Label Program file, you may turn off this warning.

To turn off the warning message,

• In the Label Program, on the Options menu, click Warn Before Closing Unsaved Label.
• The check mark is removed from the option.

Retrieve a set of records that includes records for which you want to create labels.

You can retrieve records from WorldCat or from the bibliographic save file.

Tips

• Save WorldCat records. You cannot flag records in WorldCat for group actions such as creating a label file. You must save WorldCat records in the bibliographic save file, retrieve them from the save file, and then flag the records.
• Use Mark for Label (Optional). Before or after saving a record for which you plan to create labels, on the Action list click Mark for Label or press <Alt><K> and then <3>. The record's Label status changes to R (Ready). When ready to create labels for a group of saved records, search the save file for records with the Label status Ready.
• Note: You must save the records in order to retrieve them by searching for the Label - Ready status. If your workflow involves marking records for label creation, you can have the system save records automatically when you take the Mark for Label action. On the Cataloging Options screen, set the Mark for Label and Save Record option to On (default setting is Off).
• Use My Status. (Optional) When you save a record for label printing, enter text in the My Status box (for example, label print) to distinguish the records. Then search the save file for the My Status text to retrieve only the records yo