Batch loading OCLC records into WorkFlows

Connexion setup

1. Create Export File

The first step is to create an export file in your computer that will work as a “bridge” to records that come from OCLC. The export file receives the records from OCLC and then exports them into WorkFlows.  

Go to Tools -> Options -> Export -> File (Prompt for file name) -> Create -> File :

Connexion client automatically creates a default local bibliographic save file when you install the software. The path and file name is: X:\Documents and Settings\[user name] (X is the letter of your hard drive).

Specify a name for downloaded export files. Enter the file name and extension in the File Name text box OR if you do not specify a file name, the system supplies the default file name (export.dat).

       2. Set up Batch options to export bibliographic records as a batch:

Go to Tools -> Options -> Batch -> Maximum number of matches to download (12) -> Perform local actions in batch -> Select “Bibliographic Record Export” -> Select Display batch records automatically -> OK -> Close.

The Maximum Number of Matches to Download is meaningless for batchloading and used for other actions such as batch searches.  

Perform local actions in batch: please mark the box Bibliographic Record Export as we are exporting records from OCLC.

Please mark the box to Display batch records automatically. This option displays a batch report as soon as processing is finished. 

Fields to Remove when Exporting Records

You can automatically set up OCLC to remove certain “junk tags” before exporting the record into WorkFlows.

Tools -> Export -> Field Export Options  

Enter the MARC tags to be removed. You only have to configure this once. 

Deriving Records

When you derive a bibliographic record, you are creating a new WorldCat bibliographic record from an existing record that describes an item that resembles or is related to the item you are cataloging. By deriving the record, you are using some of the information from a similar existing record rather than entering information into a blank form.

Note: Before deriving a record, verify that no one has previously added a record for the item you want to add. This practice prevents duplicate records from being created.

When you derive a new bibliographic record, Connexion transfers the following content to the new record that can be customized in Tools > Options > Derive Record.

Note:  No matter which fields you select to transfer, the following fields never transfer to a derived record: 01X, 029, 040, 042, 049, 066, 850, 886, 887, 938, 956, 987.

Working with OCLC Save Files

Connexion client local files are located on your workstation (local save file) or can be located remotely on a drive for shared access (online save file).  The local and the online save files are used to save bibliographic records that are being edited or waiting to be batch loaded. Records you save in a local file are appended to existing records in the file.

The online save file is maintained on OCLC’s servers. There is one save file per institution, and it is accessible to everyone at the institution with Connexion access. It is set up automatically and provides shared access to everyone in your institution.

To save records to the local file, click on Action -> Save Record to Local File or F4

To save records to the online file, click on Action -> Save Records to Online File

To view your saved files, click on Cataloging -> Search -> Local Save File

Cataloging in Connexion

Before exporting, each bibliographic record in the save file must contain:

• 035 tag with the word Sirsi in parenthesis followed by the title control number.
• 946 tag with your initials, library three-letter code, and year. (You can also add the 946 tag directly in WorkFlows. This will give the chance to quickly revise the record to make sure there are no errors). 

Note: Remember to validate the records before saving them to your local or online save files. If the system reports validation errors, correct them and try revalidating them.

When the record is valid, Connexion adds it to WorldCat, and assigns an OCLC control number. Your copy of the record is displayed.

We recommend taking OCLC Connexion free recorded webinars: https://help.oclc.org/Metadata_Services/Connexion/Connexion_client_training

Batchloading

Click on Cataloging -> Search -> Local Save File or press F3 to search your online files.

It displays all your saved files. Holding the Ctrl key, select all your saved files.

Use the online save file to access and review saved records. 

Then click F5 to save them to your local file.

Click on Batch -> Process Batch -> OK

Select the Default local bibliographic save file: DefaultBib.bib.db

Under Process Batch, select the Online Record Actions box and the Exports box.

Note: If you mark the Retain File Selection box, the system retains only the selected Path.  You still need to select under Processes, the Online Record Actions and the Exports options.  

File Exists -> Overwrite : If you don’t delete your previous batch from your computer file, a warning message appears. If you need to go back and check the previous export batch saved to your computer, click Cancel. 

Otherwise, select Overwrite.

Symphony WorkFlows

Verify if the number of MARC records read matches the number of records successfully converted. Any errors would be displayed immediately below in the error log. 

6- Reports -> Schedule New Report : choose your designated bibload report. For example: 

7- Load tab.  Your file should be in the File List. 

The settings below are configured and should not be changed. 

The Title control matching rule “b” indicates the use of “Rule 4”:

The"S" indicates the matching on title control number.

Click "Run now." Close. Bibliographic records will be now loaded into Symphony. 

Display Finished Reports -> highlight report view (report displays as a text document). 

If an error occurred while batchloading a record, it will display on the report. Please check that the number of full bib records replaced matches the number of bib records read.   

Scrolling down, the report also displays all the bibliographic records imported to WorkFlows.  A nice way to troubleshoot when a record does not overlay or when a duplicate record is created, is to check if the correct title control number was added to the 035 tag in OCLC before exporting: