Create Lists in Millennium

1. Create Lists in Millennium Jenny SchmidtSWITCH Library Consortium

2. 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

3. 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)

4. 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 email information from lists • Create public display lists (e.g., Acquisitions lists) • Output to another program to show information • Find errors & do clean up work

5. 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)

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

8. 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.

9. 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) • Can double-check codes in text-based M>I>C>X for fixed length codes M>I>C>B for branch (loc) codes

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

11. Click on Create Lists to SEE ALL LISTS

12. 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)

13. SEE ALL EMPTY LISTS

14. 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.

15. Click on MAX RECORDS heading bar to sort files by size

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

17. Start by Naming Your Review File Boolean Search Screen

18. 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 (10.29.02)

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

20. 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.

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

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

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

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

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

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

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

29. 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

31. 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

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

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

34. 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

35. LIST (Print) RECORDS

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

38. 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

40. 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.

42. 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

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

44. 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

46. 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 (%)

47. Can RETRIEVE a SAVED QUERY or USE AN EXISTING SEARCH.

48. 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

49. 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

50. Resources • #100667 of User Manual http://topcat.switchinc.org/manual/ • Noble SWAP SHOP – Create Lists http://www.noblenet.org/swapshop/lists.htm(excellent resource; my heroes!!)