Create Lists in Millennium Jenny Schmidt SWITCH Library Consortium

Create Lists What is Create Lists? Where is Create Lists? TIPS - Before you Start STEPS to Take Working with Existing Files Pro’s and Con’s of Millennium Create Lists

What is Create Lists? Also known as a review file (each list you create is stored in a review file) A TOOL used to create customized lists of records based on your own criteria Create lists for any type of record (bib, order, item, patron, authority or checkin)

What You Can Do with Creates Lists: Edit (update) individual records or a group Global Update & Rapid Update Get a TOTAL count Run a Statistical Report from a list Print or information from lists Create public display lists (e.g., Acquisitions lists) Output to another program to show information Find errors & do clean up work

Lists reflect current state of actual records (not static copies of records from one point in time) You can pull out information from different record types (e.g., Bib and Item records)

Where is Create Lists? In character-based menusIn character-based menus: M > MANAGEMENT information L > Create LISTS of records In Millennium: Navigation/Function buttons (left) Under Main Menu: Go | Create List

TIPS – Before you Start What do you need the list for? Which record format do you need? bibliographic, item, order, patron, checkin, authority,course How many records (approximately)? file sizes 5K,10K,25K,60K, etc.

TIPS – Before you Start You may want to create a large file of your library’s items and then create smaller files off of it Good to understand the SEARCHABLE FIELDS (fixed or variable) for each record type (and codes for each field)SEARCHABLE FIELDS Can double-check codes in text-based M>I>C>X for fixed length codes M>I>C>B for branch (loc) codes

STEPS - to Create Lists Process a. Find Create Lists in Millennium b. Locate & Select a File an EMPTY or one of YOUR OWN Existing files c. Select your Search Criteria Boolean Conditions d. Sort your list of records e. Edit with OR Print (LIST) Records

Click on Create Lists to SEE ALL LISTS

STEPS - Locate & Select a File If you are not planning to use an existing review file, you’ll need to locate an EMPTY file About how many records can you expect? file sizes 5K,10K,25K,40K, etc You may want to delete any old or unused files YOU CREATED (sort by Name header to see your files more easily)

SEE ALL EMPTY LISTS

Sort Using Headers Nice feature of Millennium Lists Clicking on header allows you to sort: By Type of List By Name By MAX records By Status Etc.

Click on MAX RECORDS heading bar to sort files by size

Select a file Once you’ve picked a file, then click on SEARCH RECORDS

Boolean Search Screen Start by Naming Your Review File

Naming Conventions for Lists Library Abbreviation (wlc) Your initials (sp) – may want to keep even though there is a separate column for initials Brief File Name (p.muse) Date ( )

Now select the TYPE OF RECORDS you want for your list.

Search for records using a RANGE of record numbers, an existing REVIEW FILE, a specific INDEX (e.g., Dewey Call #), or by creating an ADVANCED search statement.

Then create a BOOLEAN search statement using the table provided Select the TYPE of RECORDS you want to search in.

STEPS * Select your Search Criteria Double-click to bring up all record fields to search

STEPS - Select your Search Criteria select a Boolean condition (use cheat sheet) =, ~, >, <, G, L, W, N, H, X

To add to your search statement (line 2), press APPEND LINE. The default operator is AND.

SEARCH to run the list. SAVE a file if you will use it again in the future.

List IN PROGRESS The ‘Lists’ toolbar lets you CLOSE, STOP or SUSPEND lists in progress

Once the list is complete, you may choose to SORT, LIST or SHOW the records.

STEPS- Sort Your List of Records In Sorting Fields box, choose APPEND to create your first sort criterion Be careful with the order of your SORT criteria (and with SORT in general) Millennium “may” only truly sort by the primary sort field chosen (may drop items or add duplicate records) INNOPAC “may” be more reliable for sorting

STEPS - Editi Records SHOW records to edit ONE-by-ONE RAPID UPDATE Updating FIXED FIELDS You can delete but cannot add or change VARIABLE FIELDS GLOBAL UPDATE Can ADD, CHANGE or DELETE any type of VARIABLE or FIXED field Very powerful, can be dangerous Best to use review file

To VIEW or EDIT a list of records choose SHOW RECORDS or double-click on the name of your list.

REMOVE will remove a record from your list but will NOT delete the record. SHOW RECORDS

STEPS - List (Print) Records First select specific fields to include in your LIST Then set up the list for printing Clicking ‘OK’ automatically starts the printing process

LIST (Print) RECORDS

To a list, select as your Standard Printer BEFORE you print a list.

Working with Existing Review Files REUSE or RERUN an existing list Find the right file in the list Click the SEARCH RECORDS button Click YES to over-write the contents of the review file

Working with Existing Review Files ADD RECORDS TO A FILE Choose the list you want to add records to by selecting its row Choose APPEND from the Toolbar Millennium displays the Boolean search window You can change the title for the list by entering a new title.

Working with Existing Review Files CREATE A NEW LIST using an existing file Select an empty file from the list Choose the SEARCH records button Instead of searching a RANGE, pull down and choose an existing review file Locate the existing review file you want

You still need to name the file and choose the type of records for the file. Then create your Boolean search.

Working with Existing Review Files COPY AN EXISTING FILE to a file Choose the file you want to copy an existing review file to, by selecting its row For EXISTING files, click YES to over- write the contents of the file Choose COPY from Toolbar System displays a list of existing review files Choose the correct file, then click OK NEW file will have the same initials and name as copied file..but you can RENAME

PRO’s of Millennium Lists Edit records directly from lists Show Info (about a list) Button under Review Files TAB Can see/learn other’s search strategies Lists run FASTER Saving a list is easier Text-based must be done BEFORE you start searching (%)

Can RETRIEVE a SAVED QUERY or USE AN EXISTING SEARCH.

PRO’s of Millennium Lists Can create list searching by INDEX field Under Boolean Search box See all field and boolean operator choices Can continue working in Millennium Can STOP or SUSPEND a list See what’s going on Just retrieve a sample of records

CON’s of Millennium Lists Text-based users may find this SLOWER Sorting not as reliable as text-based System just STOPS when a list gets full No warning message But same as text-based No separate PRINT button to initiate printing Can’t see record numbers to gauge when list will be done

Resources # of User Manual Noble SWAP SHOP – Create Lists (excellent resource; my heroes!!)