Serials in WorkFlows: Tips and Discussion Presented by Darinlee Needham
SirsiDynix version: <ul><li>ILS Version: Symphony 3.3.1 </li></ul><ul><li>Server Operating System: Windows Server 2003 </l...
Note: <ul><li>I am not an expert in SirsiDynix WorkFlows, but I do have many years of experience with the Acquisitions, Se...
Agenda <ul><li>Prediction generating with continuous numbering </li></ul><ul><li>How to use Extended Info tab to help gene...
Agenda <ul><li>Two ways to correct the check in error “missing captions and patterns tag” </li></ul><ul><li>How to use the...
PREDICTION GENERATING WITH CONTINUOUS NUMBERING
Pattern: volume changes in January
Predictions automatically generated by WorkFlows:
Fix: keep generated predictions, then manually change generated volume
Other Solutions?
HOW TO USE EXTENDED INFO TAB TO HELP GENERATE REPORTS
Add  exactly  same note for each serial you want linked
Reports Wizard:
Gadget for Extended Information:
Gadget for Extended Information:
Serial Control Selection tab in Reports wizard:
Finished Report
Other ways to use Extended Info tab?
HOW TO GET THE CORRECT EXPECTED ISSUE TO APPEAR DURING CHECK IN
Today’s Date: Jan 25, 2011 <ul><li>Issue in hand: v.109 no.1 Jan 2011 </li></ul>
Date expected for last issue received:
Date expected for current predicted issues:
Fix: Modify the last issue received in Received tab, not future issues in the Expected tab
In Received tab: <ul><li>Modify date expected on last issue received to one day before desired predicted issue </li></ul>
In Expected tab: <ul><li>Next expected issue will follow prediction date of last received issue </li></ul>
Questions?
SCENARIO ONE: HOLDINGS LINK NEEDS TO MATCH SUBFIELD 8 <ul><li>How to correct the check in error “missing captions and patt...
Check In: Error <ul><li>Missing Captions and Patterns tag. </li></ul>
Unreceive issue with missing captions and patterns tag
In expected tab: <ul><li>Click on “modify issue” icon and make note of the holdings link number </li></ul>
In MARC holdings record tab: <ul><li>The number after “8” in subfield should match the holdings link number. </li></ul>
In MARC holding record tab: <ul><li>Copy and paste entire 853 field into line above, then change subfield from “83” into “...
Check in issue again <ul><li>If you get check in warning “Issue already received”, ignore this message </li></ul>
Questions?
SCENARIO TWO: NO 853 FIELD IN MARC HOLDINGS RECORD <ul><li>How to correct the check in error “missing captions and pattern...
Unreceive issue and make note of Holdings Link number in Expected Tab
MARC Holdings Record <ul><li>No Patterns 853 field </li></ul>
If box is checked, uncheck it, click Modify Control button, and close Modify Control wizard
Re-open Modify Control wizard, <ul><li>check the box, and click Modify Control button </li></ul>
In MARC holdings record <ul><li>Change subfield to match holdings link number just as we did in previous slides </li></ul>
Questions?
HOW TO USE THE REPORTS WIZARD TO GET SUMMARY HOLDINGS INFORMATION <ul><li>Serial Controls by Item Report </li></ul>
Report used: Serial Controls by Item
Serial Control Selection tab:
Sorting Tab:
Print Item tab:
Print Item tab: entry list gadget
Print Item tab:
Display Finished Report
View Report
Copy into Microsoft Word
Find and Replace hard returns
Find and Replace: add new hard returns
Copy into Notepad
Make certain you save your Notepad document
Text Import to Excel:
Use | as the delimiter
ISSN and journal titles line up perfectly
Information does not line up
Format as Table
Sort A to Z
Insert Sheet Columns
Consolidate information in one column
Questions? <ul><li>Don’t Panic </li></ul><ul><ul><li>Contact Information: </li></ul></ul><ul><ul><ul><li>Darinlee Needham ...
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NCSDUG May 2011 - Serials in work flows tips and discussion

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Presentation powerpoint for North Carolina SirsiDynix Users Group meeting in May 2011. Tips for using Serial Control and Reports wizards.

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  • Generate predictions as you normally would for an entire year. Then go back and manually change the generated volume to the correct volume number.
  • In this example, used the words BROWSING COLLECTION in a note to link all serial titles that are in our browsing collection.
  • Click on the gadget for “Extended Information”
  • Put the exact words you put in your note for “search strings”, in this case BROWSING COLLECTION.
  • Don’t forget to click the “Add” button before clicking “OK”
  • This is what it should look like after using the gadget.
  • Next expected issue is several months into the future.
  • Key is not to change the date expected on the issues in the expected tab. Instead change the date expected on the last received issue in the received tab.
  • After checking in an issue, this error is received, and now the issue you just checked in won’t show up in the catalog as being received.
  • This is done in the Received tab.
  • For this example, holdings link number is “2”
  • There is no subfield “82” to match holdings link number “2” which is what we need.
  • Once changes are made, don’t forget to click the “save” button.
  • You can check the catalog to make sure, but this issue should show up correctly despite the warning.
  • Same idea as in the previous slides, need to have subfield that matches the holdings link number.
  • Without a patterns 853 field in the MARC Holdings record, there is nothing for the holdings to link to.
  • I don’t know why WorkFlows seems to have forgotten that this box is already checked, but you got to remind it.
  • WorkFlows won’t acknowledge the change until you close modify control and re-open the wizard again. Closing and re-opening allows the changes to affect.
  • Subfield “82” to match holdings link number “2”
  • If properties are set correctly in the report everything will be off.
  • We needed our local number for our report, but you may be better off with a different piece of information, such as ISSN.
  • The numbers are MARC record field numbers.
  • Don’t include the log unless you want to see it before you delete it for the final report because it will need to not be there before you can transfer the information onto a spreadsheet.
  • As you can see, this is too messy to be transferred onto a spreadsheet.
  • Select all, copy, and paste.
  • In Microsoft Word, “^p” represents one hard return. A hard return is what happens when you press “Enter” on the keyboard in a word processing program.
  • Now that all the hard returns are gone, we have one long string of text. To fit into a spreadsheet, there needs to be hard returns to separate each journal title into separate rows in Excel.
  • Microsoft Word wraps text around to fit onto a page, hence, put the text in “Notepad” so that there is no wrapping and the text lines up correctly. Don’t forget to save your notepad document before transferring to Excel.
  • See how the lines in the data preview line up perfectly.
  • The summary holdings information doesn’t line up because it is different for each individual journal title.
  • The data is a lot easier to manipulate when it’s in a table.
  • Since it is now in a table, you have drop down menus you can use to sort the data anyway you want.
  • Insert a blank column so you have somewhere to consolidate information.
  • Consolidate only the summary information that is really important to you. In this example, I want to know if something has been bound in the past or if there is a note that says we only keep the latest year’s issues, so that is what I add to the blank column.
  • NCSDUG May 2011 - Serials in work flows tips and discussion

    1. 1. Serials in WorkFlows: Tips and Discussion Presented by Darinlee Needham
    2. 2. SirsiDynix version: <ul><li>ILS Version: Symphony 3.3.1 </li></ul><ul><li>Server Operating System: Windows Server 2003 </li></ul><ul><li>Database Format: ISAM </li></ul><ul><li>WorkFlows Version: Java WorkFlows 3.3.1 </li></ul><ul><li>Online Catalog Version: Web2 3.3.1 </li></ul>
    3. 3. Note: <ul><li>I am not an expert in SirsiDynix WorkFlows, but I do have many years of experience with the Acquisitions, Serial Control, and Reports wizards. </li></ul>
    4. 4. Agenda <ul><li>Prediction generating with continuous numbering </li></ul><ul><li>How to use Extended Info tab to help generate reports </li></ul><ul><li>How to get the correct expected issue to appear during check in </li></ul>
    5. 5. Agenda <ul><li>Two ways to correct the check in error “missing captions and patterns tag” </li></ul><ul><li>How to use the reports wizard to get summary holdings information </li></ul>
    6. 6. PREDICTION GENERATING WITH CONTINUOUS NUMBERING
    7. 7. Pattern: volume changes in January
    8. 8. Predictions automatically generated by WorkFlows:
    9. 9. Fix: keep generated predictions, then manually change generated volume
    10. 10. Other Solutions?
    11. 11. HOW TO USE EXTENDED INFO TAB TO HELP GENERATE REPORTS
    12. 12. Add exactly same note for each serial you want linked
    13. 13. Reports Wizard:
    14. 14. Gadget for Extended Information:
    15. 15. Gadget for Extended Information:
    16. 16. Serial Control Selection tab in Reports wizard:
    17. 17. Finished Report
    18. 18. Other ways to use Extended Info tab?
    19. 19. HOW TO GET THE CORRECT EXPECTED ISSUE TO APPEAR DURING CHECK IN
    20. 20. Today’s Date: Jan 25, 2011 <ul><li>Issue in hand: v.109 no.1 Jan 2011 </li></ul>
    21. 21. Date expected for last issue received:
    22. 22. Date expected for current predicted issues:
    23. 23. Fix: Modify the last issue received in Received tab, not future issues in the Expected tab
    24. 24. In Received tab: <ul><li>Modify date expected on last issue received to one day before desired predicted issue </li></ul>
    25. 25. In Expected tab: <ul><li>Next expected issue will follow prediction date of last received issue </li></ul>
    26. 26. Questions?
    27. 27. SCENARIO ONE: HOLDINGS LINK NEEDS TO MATCH SUBFIELD 8 <ul><li>How to correct the check in error “missing captions and patterns tag” </li></ul>
    28. 28. Check In: Error <ul><li>Missing Captions and Patterns tag. </li></ul>
    29. 29. Unreceive issue with missing captions and patterns tag
    30. 30. In expected tab: <ul><li>Click on “modify issue” icon and make note of the holdings link number </li></ul>
    31. 31. In MARC holdings record tab: <ul><li>The number after “8” in subfield should match the holdings link number. </li></ul>
    32. 32. In MARC holding record tab: <ul><li>Copy and paste entire 853 field into line above, then change subfield from “83” into “82” to match with holdings link number “2” </li></ul>
    33. 33. Check in issue again <ul><li>If you get check in warning “Issue already received”, ignore this message </li></ul>
    34. 34. Questions?
    35. 35. SCENARIO TWO: NO 853 FIELD IN MARC HOLDINGS RECORD <ul><li>How to correct the check in error “missing captions and patterns tag” </li></ul>
    36. 36. Unreceive issue and make note of Holdings Link number in Expected Tab
    37. 37. MARC Holdings Record <ul><li>No Patterns 853 field </li></ul>
    38. 38. If box is checked, uncheck it, click Modify Control button, and close Modify Control wizard
    39. 39. Re-open Modify Control wizard, <ul><li>check the box, and click Modify Control button </li></ul>
    40. 40. In MARC holdings record <ul><li>Change subfield to match holdings link number just as we did in previous slides </li></ul>
    41. 41. Questions?
    42. 42. HOW TO USE THE REPORTS WIZARD TO GET SUMMARY HOLDINGS INFORMATION <ul><li>Serial Controls by Item Report </li></ul>
    43. 43. Report used: Serial Controls by Item
    44. 44. Serial Control Selection tab:
    45. 45. Sorting Tab:
    46. 46. Print Item tab:
    47. 47. Print Item tab: entry list gadget
    48. 48. Print Item tab:
    49. 49. Display Finished Report
    50. 50. View Report
    51. 51. Copy into Microsoft Word
    52. 52. Find and Replace hard returns
    53. 53. Find and Replace: add new hard returns
    54. 54. Copy into Notepad
    55. 55. Make certain you save your Notepad document
    56. 56. Text Import to Excel:
    57. 57. Use | as the delimiter
    58. 58. ISSN and journal titles line up perfectly
    59. 59. Information does not line up
    60. 60. Format as Table
    61. 61. Sort A to Z
    62. 62. Insert Sheet Columns
    63. 63. Consolidate information in one column
    64. 64. Questions? <ul><li>Don’t Panic </li></ul><ul><ul><li>Contact Information: </li></ul></ul><ul><ul><ul><li>Darinlee Needham </li></ul></ul></ul><ul><ul><ul><ul><ul><li>[email_address] </li></ul></ul></ul></ul></ul><ul><ul><ul><ul><ul><li>336-334-5996 </li></ul></ul></ul></ul></ul>

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