What’s New in Create Lists? Mary Strouse ILUG Annual Meeting, July 12, 2008

Overview The uses of review files New search tools, old problems Working with results sets Permissions and settings Not covered: Millennium scheduler, scripts, macros, SQL Plus, etc.

Review Files as Inputs: System & Milcat Global Update Rapid Update MilStats Delete Records (required) URL Checker (interactive report) Featured Lists [Create lists]

Review Files as Inputs: Milacq & Milser Claim/Cancel orders Selection Lists Recalculate Foreign Currency Change Eprice Vendor Statistics Binding (pull slips) Serials Claiming

Review Files as Outputs Heading Reports Data Exchange URL Checker errors Other system-created files CAVEAT: Records appear out of context, especially after sorting.

Heading Reports Hint: Avoid combining error types. Enhancement: Allow user-specified file names

Data Exchange (Loading) Separate files for inserted and overlaid records.

Stored as System-Created File

URL Checker Errors Separate files for automatic and interactive error reports

Other System-Created Files (Partial list) Bib/Item Call numbers not in SCAT Records exported (OPAC:) Batch labels to print Items on search Overdue items Items on holdshelf Items with holds Purchase alerts Purchase orders to print Purchase orders to process Claims to print; Claims to review Binding pull slips to review Global update busy records

Rolling Your Own Two ways to populate a review file with scanned items: Create a file with at least one item, then use the Add function. Scan in Milcat and queue label printing, then recover the system- created file.

Using the Add Function

Using the Label Queue

Search within a File Useful to switch record types

Using Call # Index *If you have local, non-LC, call numbers, then LC call numbers must be searched in 7-char. format: AAA#### (code page #101614, case 2) Using Index to limit search range dramatically speeds searching

The “Advanced” Search Advanced Keyword boolean syntax, including pre-search limits (code page # )

Newer Search Options Red used for fixed fields Blue used for variable fields Matches (R) = regular expressions H, A and O used for multiple instances (e.g., 246, 074, 086).

Regular Expressions Limited to III-enabled functions e.g., pipe (|) is a delimiter, not its meaning in RegX. Subfield codes included in character search. Use delimiter to refine. (See Code page #100672)

Bad Codes the Old Way

Bad Codes with RegX [ ] = range of characters ^ = negation (not this) - hyphen symbol goes first (null character) a-f = any character between a and f ORDER CLAIM matches “[^-a-fzrn]”

Fixed field values (MARC and 008) See Code Page # at end.

Combining Call # and 008

Finding Linked Records Always use bib as record type. Options are Exists to or Not exists to (See code page #106203)

Searching Checkin Boxes

Presence/Absence of Fields MARC Field tag = [blank] finds all records where field does not exist MARC Field tag not = [blank] finds all records where field exists.

Grouping Search Terms Group option for three or more criteria to overcome default hierarchy of search terms (see code page #101611)

Other Record Types

Searching Invoices

Searches That Can’t Be Done Bib records where condition is true for some attached record and not true for others. (e.g., bib record where some item records do not equal x location). Can sometimes be gotten around by switching record types. Paid field does not exist. Paid date = blank, etc. doesn’t work. Must approach through order status.

Saving Queries Can be saved after the fact (as long as file still exists) Is the search range (e.g., index or review file) important?

Refreshing a Search Choose from list and click “Search records” The scary part!

Refreshing 2 Select existing search from list, click Use, then Search

Appending Files Cannot append a system file directly. Must first “copy” it to an empty list.

Deduping Useful with Add or Append Only removes duplicate record numbers. If file sorted by field with multiple instances, deduping will temporarily remove additional instances until you re-sort.

Limiting Paid Field Output Limiting by date range only in character-based when listing information in a file of order records Expected in Millennium create lists in an update to rel

Exporting Fields Special instructions on outputting paid fields (code page #105412)

Outputting to Excel Sort in Millennium first

Exporting Records

Permission Levels 018 Create Lists (can only own files you create) 186 Review File Administrator (take/release files you don’t own, didn’t create) 641 Create list template administrator 640 Create lists limited (use templates only) See code page #100665

Review File Settings Controls staff licenses when creating multiple files (Code page #105323) Looks “up” to bib call number if no item or checkin record call # available Searches vernacular script fields Include Coverage data option not in our system.

Database System Options 19. “create lists” searches: Pause every records…… 26. Create BOOLEAN lists: show braced form of diacritics…… 27. Create BOOLEAN lists: password review files…… (code page #100682) 32. Create BOOLEAN lists: scope during range …… Create BOOLEAN lists: Use template Files……

Featured Lists WWWoption

ASAA Review File Configuration

…The Shoulders of Giants Elizabeth B. Thomsen. Creative Create Lists (2008) /Q7 Richard V. Jackson. Playing With Matches: Using Regular Expressions in Create Lists (2007) /f3 Elizabeth B. Thomsen. Creative Create Lists the Lazy Way (2007) [scripting] /g5

Thank You! Questions/Comments to: Mary M. Strouse DuFour Law Library Catholic University of America