What’s New in Create Lists?

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

2. 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.

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

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

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

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

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

8. Stored as System-Created File

9. URL Checker Errors Separate files for automatic and interactive error reports

10. 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

11. 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.

12. Using the Add Function

13. Using the Label Queue

14. Search within a File Useful to switch record types

15. Using Call # Index Using Index to limit search range dramatically speeds searching *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)

16. The “Advanced” Search Advanced Keyword boolean syntax, including pre-search limits (code page # 101244 )

17. 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).

18. 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)

19. Bad Codes the Old Way

20. 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]”

21. Fixed field values (MARC 006 007 and 008) See Code Page #100673 at end.

22. Combining Call # and 008

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

24. Searching Checkin Boxes

25. 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.

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

27. Other Record Types

28. Searching Invoices

29. 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.

30. 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?

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

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

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

34. 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.

35. 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. 2007.

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

37. Outputting to Excel Sort in Millennium first

38. Exporting Records

39. 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

40. 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.

41. Database System Options 19. “create lists” searches: Pause every <n> 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……

42. Featured Lists WWWoption

43. ASAA Review File Configuration

44. …The Shoulders of Giants • Elizabeth B. Thomsen. Creative Create Lists (2008) http://www.innovativeusers.org/programpages/IUG2008/Q7 • Richard V. Jackson. Playing With Matches: Using Regular Expressions in Create Lists (2007) http://innovativeusers.org/programpages/IUG2007/f3 • Elizabeth B. Thomsen. Creative Create Lists the Lazy Way (2007) [scripting] http://innovativeusers.org/programpages/IUG2007/g5

45. Thank You! Questions/Comments to: Mary M. Strouse DuFour Law Library Catholic University of America strouse@law.cua.edu