ncsdug may 2011 - serials in work flows tips and discussion

Serials in WorkFlows: Tips and Discussion

Presented by Darinlee Needham

SirsiDynix version:

• ILS Version: Symphony 3.3.1• Server Operating System: Windows Server

2003• Database Format: ISAM• WorkFlows Version: Java WorkFlows 3.3.1• Online Catalog Version: Web2 3.3.1

Note:

I am not an expert in SirsiDynix WorkFlows, but I do have many years of experience with the Acquisitions, Serial Control, and Reports wizards.

Agenda

• Prediction generating with continuous numbering

• How to use Extended Info tab to help generate reports

• How to get the correct expected issue to appear during check in

Agenda

• Two ways to correct the check in error “missing captions and patterns tag”

• How to use the reports wizard to get summary holdings information

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

Issue in hand: v.109 no.1 Jan 2011

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:

Modify date expected on last issue received to one day before desired predicted issue

In Expected tab:

Next expected issue will follow prediction date of last received issue

Questions?

SCENARIO ONE: HOLDINGS LINK NEEDS TO MATCH SUBFIELD 8

How to correct the check in error “missing captions and patterns tag”

Check In: Error

Missing Captions and Patterns tag.

Unreceive issue with missing captions and patterns tag

In expected tab:

Click on “modify issue” icon and make note of the holdings link number

In MARC holdings record tab:

The number after “8” in subfield should match the holdings link number.

In MARC holding record tab:

Copy and paste entire 853 field into line above, then change subfield from “83” into “82” to match with holdings link number “2”

Check in issue again

If you get check in warning “Issue already received”, ignore this message

Questions?

SCENARIO TWO: NO 853 FIELD IN MARC HOLDINGS RECORD

How to correct the check in error “missing captions and patterns tag”

Unreceive issue and make note of Holdings Link number in Expected Tab

MARC Holdings Record

No Patterns 853 field

If box is checked, uncheck it, click Modify Control button, and close

Modify Control wizard

Re-open Modify Control wizard,

check the box, and click Modify Control button

In MARC holdings record

Change subfield to match holdings link number just as we did in previous slides

Questions?

HOW TO USE THE REPORTS WIZARD TO GET SUMMARY HOLDINGS INFORMATION

Serial Controls by Item Report

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?

• Don’t Panic– Contact Information:

• Darinlee Needham » djdolan@uncg.edu» 336-334-5996

– Download powerpoint:• Slideshare – search for “NCSDUG”