Record Sets Are Your Friends!! Part 1

“use the power of the find tool to manage your records and enhance your workflow”

Rosalie Baker, Bernardsville Public Library rbaker@bernardsvillelibrary.org

Lizzie McCown, Lower Merion Library Systememccown@lmls.org

Posted: http://www.mclinc.org/midatlanticpug_2012/2012Agenda.html

In this session you will learn:

• general uses for record sets and who should use them, what they can and cannot do

• types of record sets

• how to create record sets and manage them

• all the icons in item, patron and authority record sets

• bulk change

What are Record Sets used for?

• A corral of records to be worked on individually (ex. cataloging record sets)

• Bulk change purposes

• Quick reports

• Collection maintenance

• Creating a list of titles in PAC and the dashboard.

What can’t you do with them?

• EASILY export to Excel or Word without using Simply Reports or a SQL query

• Mail merge

• Messaging

Who should use them?

• Everyone!

• However, only certain trusted people should be allowed to effect bulk change.

• System Administrators can choose permissions to best fit their

institution.

Types of record sets

• item (most popular)

• bibliographic

• patron

• authority

Creating New Record Sets

• From the toolbar—use the File dropdown or the “new” Icon.

Select the type of record set—dropdown shows choices.

Other Ways to Create Record Sets

From the “Find” tool:

Record set from the results of a search:

• select the records

• right click

• Choose a new or existing record set

Naming Record SetsAssigning Ownership

Download all records for viewing and sorting

• Use control/alt/a to view all the records

• Sort by column

Importing records into Polaris

Set up Profile Manager to upload all records into designated or new record sets.

Importing records into a record set

Set the record set tab to import into the record

set of your choice.

Item Record Sets

Printing the Record Set

From the top row:

•List view is useful for quick reports

•Make sure that all of the items Ctrl+Shift+A

Deleting the Record Set•Deleting the record set will not delete its contents

•Delete record sets unless you think you will use them again

Changing Item Set to Bib Set

Getting Information

•Click on the “Properties” icon to see who created the set and when it was last modified

•Useful when cleaning out old, unused record sets

Adding Records

•Add items using the find tool

OR

•Add items using the scanner

Removing Records

•Blue “minus” sign will remove the item from the record set

•CAREFUL! The “X” will delete the item from Polaris!

To Open A Record

•Double click a record

OR

•Highlight a record and use the folder icon

Printing the Record Set

From the middle row:

•You can also print labels using this icon!

Bulk Change

•Save the record set first

•Then, click the bulk change icon

Modifying Records in Item Record Set

Bulk Change

Bulk Change

Bulk Change

Bulk Change

Bulk Change

Patron Record Sets

• Bulk change icons are the same as with item and bib record sets.

• Full Find Tool capability. A wild card search really helps.

• Useful for adding or deleting stops.

• Changing juvenile patron codes as they age out of their level.

Patron Bulk Change Tool

• Various tabs allow you to change most things on the patron record

• Once changes are done. Click OK. Changes should be effected.

Authority Record Sets

• Authority sets are most similar to bibliographic sets with one major difference. There is no bulk change function.

• Yellow chain thing denotes unlinked headings.

• Print feature allows you to print out the list of records.

Record Sets Are Your Friends!! Part 2

“use the power of the find tool to manage your records and enhance your workflow”

Rosalie Baker, Bernardsville Public Library rbaker@bernardsvillelibrary.org

Lizzie McCown, Lower Merion Library Systememccown@lmls.org

Posted: http://www.mclinc.org/midatlanticpug_2012/2012Agenda.html

In this session you will learn

• Functionality of the bibliographic record set including bulk change

• Using record sets with Simply Reports

• Using record sets to create lists of resources in PAC and the dashboard

• Quick reports and housekeeping tasks

The Bibliographic Record Set:General Uses

• A record “corral”: Ex. Set containing cataloging records.

• Performing bulk change: Ex. editing Overdrive records.

• Providing a quick list of titles.

• Publishing a list of resources to PAC

The Bibliographic Record Set

• Icons are similar to item record set.

• You have full use of the bibliographic Find Tool.

• No scan feature to add bibs by barcode.

Printing Your Record Set

Under the print feature you can print a list view, as well as a list of the brief bib records and the full

bib records.

Bibliographic Bulk Change

Data Fields Bulk Change

• You can insert, delete and change tags and subfields.

• Enter the tag exactly you want it to appear.

• Click on Add Change to Queue.

• You can make several changes.

Leader Tab

• Very useful for editing Overdrive records

• You get the same prompts as you do editing fixed field tags in cataloging.

006 Tag

Many choices for changeThere are similar prompts that

you find when editing a fixed field tag in cataloging

007 Tag (2 Tabs)Like the 006 tab, you have many choices and cataloging prompts

008 Tag

Similar prompts to cataloging

Finishing the Bib Bulk Change Process

Once you have made your changes, click OK. You will then you get a screen to view your changes.

The point of no return!!

Viewing the status of your bulk change in utilities

• Go to Utilities on the toolbar

• Expand Cataloging processing

• Go to bibliographic bulk change queue

• Incomplete changes status is “pending”

Using Record Sets with SimplyReports

• Convert your record sets into Excel.

• Pick the search criteria.

• Then pick the record set to be reported in item general filters.

SimplyReports: Converting a record set to Excel

• Results can now be exported to excel when you click Download Record Output.

• Save the report for later use.

Upload the SimplyReports search results into a record set

• Once you have searched using Simply Reports, you can upload the results into a record set.

• Good for housekeeping tasks.

Publishing a Bibliographic Record Set to PAC

• A great way to bring lists of resources to your patrons.

• Create a bibliographic record and then link the record set in the 856 field.

• You can link using the control number of the record set.

• Or the name of the record set.

Publishing a record set in PAC

• Create your bib record and add an 856 field. Structure the url using the record set name: http://[PACurl]/polaris/view.aspx?brsn=‘GreenLiving’

• Or, structure the url using the Record Set control number: http://[PACurl]/polaris/view.aspx?brs=730

• Find instructions in the Help files “Under Creating and Using Record Sets”. Searching Record Sets (Power PAC).

Here are the final results in PAC!!

Adding a record set link to the dashboard

• Make sure that this is done at the System, Library and Branch levels even if you are stand-alone.

• In System Administration Profiles Web Part construction Set up

Adding a record set link to the dashboard

• Click add to add the title. • Click add on the right to add the title and url.

On the server go to Run cmdiisreset to refresh the page.

Housekeeping Tasks

• Quick item reports

• Discarding items

• Use the Find Tool and scoping tabs to clean up mistakes in your collection.

• Purge expired patrons and fix wrong patron codes.

• Use the SQL search in the Find Tool to mine the database.

Quick Item ReportsThe “missing” report

• Search by Circulation status of missing.

• Select records.

• Sort by call number

• Note last activity date

• Print list view

• Head to the shelves!

Quick Item ReportsThe “dusty book” report

• Search by last circulated date.

• Specify the dates you want.

• Select the records.

• Sort by call number.

• Print list view.

• Head to the shelves!

Record Sets for Display Items

• Staff member scans items into a record set.

• Manager changes the shelf location.

• Using Simply Reports, we can get circulation statistics on display items.

• Record set is emptied when display dismantled.

Finding Bib Records With the Wrong Format

• Do a wild card search (*) and limit however you want. Search and select your records.

• Yipes!! Check to see what the problems are.

• Either use bulk change or individually

• Or off-load selected records into another set using right click and change from there.

Finding Items With No Statistical Code

• Use the SQL search button.

• You need to have this query saved already.

• A list of queries is supplied at the end of the presentation.

Changing Call Number Prefixestaking items off reference (uses both item and bib sets)

• In bulk change, delete the prefix, and effect other changes.

• Print new spine labels by selecting all the records Select “label” on the dropdown.

• Click “create bibliographic record set” icon and transfer to a bib set.

Patron Record Setsdeleting expired patrons

• Select Expiration date

• Choose date criteria

• Delete patrons using X on lower toolbar

Bulk Deletion Using Record Sets prepared by Lizzie McCown

• File>New• Select “Record Set”• Select “Item” from Record Type drop down menu• Type in a Name• Make your library the owner so you can access from any computer here• Click on icon with Barcode and blue Plus sign• Scan in your barcodes• Press Close (in “Scan Barcode” window)• Press the disk icon to save your record set• Press the “Bulk Change” icon (colorful rectangles)• Go to “Circulation” tab• “Circulation Status”>withdrawn• Click the box next to “Holdable” and then click the box on the right to make everything un-holdable• In “Report/Record Set” tab, add a number to C:\ProgramData\Polaris\3.6\ (i.e., C:\ProgramData\Polaris\3.6\123) and press “Okay” at

the bottom• A window will appear, press “Continue”• A prompt will tell you that the bulk change was successful, press “Okay”• Select all of your files• Press the icon all the way on the right (an “I” with an “X” over it) to delete the item records• When prompts come up, press “Continue Deleting”• After all items are deleted, you will probably get a prompt saying “The record set weeded#### was created”; choose “Suppress from

PAC”• You can now delete your record set, or save it for use later!

Item Find Tool SQL queriesAll find tool queries are courtesy of our friends on the Polaris Forums

•Items with no statistical code:FROM CircItemRecords (NOLOCK)WHERE StatisticalCodeID IS NULLSELECT ItemRecordID AS RecordID

•Items with no collection code:SELECT ItemRecordID AS RecordID FROM CircItemRecords (NOLOCK)WHERE AssignedCollectionID IS NULL

•Items created since…select ItemRecordID AS RecordIDfrom ItemREcordDetails (nolock)where CreationDate >= '04/19/2011‘

Item find tool queries—cont.

•On the fly records:select itemrecordID as recordIDFrom ItemRecordSystemBlockswhere SystemblockID = 1

•Items with no price:select ItemRecordID as recordidfrom Polaris.circItemRecords (NOLOCK)where itemRecordID not in (select itemRecordID from polaris.itemRecordDetails (NOLOCK) where price > 0)and recordStatusID = 1

•Items to come off “new” shelves:SELECT ItemRecordID as RecordID FROM ItemRecords WITH (NOLOCK) WHERE ShelfLocationID = 14 -- (new books) and CreationDate <'01/01/10'

SQL queries from the Bibliographic Find Tool

• Record set—item set to bib set SELECT DISTINCT BR.BibliographicRecordID AS RecordIDFROM BibliographicRecords BR WITH (nolock)INNER JOIN CircItemRecords CIR WITH (nolock)ON (BR.BibliographicRecordID = CIR.AssociatedBibRecordID)INNER JOIN ItemRecordSets IRS WITH (nolock)ON (IRS.ItemRecordID = CIR.ItemRecordID)WHERE IRS.RecordSetID = 843 --[the ID number of your item record set]

• Bibs created since…select BibliographicRecordID AS RecordIDfrom BibliographicRecords (nolock)where CreationDate >= '04/19/2011'and RecordStatusID = 1

Bib Find Tool Queries continued…

• Bibs with no 260 field (publication data)SELECT Distinct BibliographicRecordID as recordidFROM Polaris.BibliographicTags with (nolock)WHERE BibliographicRecordID NOT IN (SELECT Distinct BibliographicRecordID FROM Polaris.BibliographicTags with (nolock) WHERE EffectiveTagNumber=260

• Bibs with no itemsSELECT BibliographicRecordID as "RecordID"FROM BibliographicRecords WITH (NOLOCK)WHERE RecordStatusID = 1AND BibliographicRecordID NOT IN(SELECT AssociatedBibRecordID FROM CircItemRecords WITH (NOLOCK))

Bib Find Tool Queries continued…

• Finding data in specific subfieldsSELECT Distinct BT.BibliographicRecordID as recordidFROM BibliographicTags BT with (nolock)JOIN BibliographicSubfields BS with (nolock)ON BS.BibliographicTagID = BT.BibliographicTagID WHERE BT.TagNumber = 690AND BS.Data LIKE '%AAUW%'

• Duplicate bibsSELECT DISTINCT BR.bibliographicrecordid AS RecordID from polaris.bibliographicRecords BR WITH (NOLOCK) join polaris.bibliographicISBNindex BIN1 WITH (NOLOCK) ON BIN1.BibliographicrecordID = BR.BibliographicrecordID join polaris.bibliographicISBNindex BIN2 WITH (NOLOCK) ON (BIN1.bibliographicrecordid <> BIN2.BibliographicrecordID) and (BIN1.ISBNstring = BIN2.ISBNstring)

Bib Find Tool queries continued…

• Bib record top 10 circ– SELECT BR.BibliographicRecordID as RecordID – from bibliographicrecords br (nolock) – where br.bibliographicrecordID in – (select top 10 cir.associatedbibrecordid – from PolarisTransactions.Polaris.TransactionHeaders TH (nolock) – JOIN PolarisTransactions.Polaris.TransactionDetails TD (nolock) – on th.Transactionid = td.transactionid – JOIN Polaris.CircItemRecords CIR (nolock) – on CIR.ItemRecordID=TD.numvalue – JOIN Polaris.bibliographicrecords br (nolock) – on CIR.AssociatedBibRecordID=BR.BibliographicRecordID – where th.transactiontypeid=6001 – and td.transactionsubtypeid=38 – and th.transactiondate > '01-01-2012' – and th.transactiondate < '03-01-2012' – and cir.assignedbranchid=3– and cir.assignedcollectionid=31 – and cir.statisticalcodeid=110 – group by cir.associatedbibrecordid, br.browsetitle, br.browseauthor, BR.LifetimeCircCount – order by count(th.Transactionid) DESC, BR.LifetimeCircCount DESC)

Bib find tool queries cont…

--Finding records in one record set that are not included in another--prepared by Chris Accardo 2012

SELECT BRS.BibliographicRecordID as RecordID

from BibliographicRecords BR WITH (NOLOCK)

join BibRecordSets BRS with (NOLOCK) on BR.BibliographicRecordID=BRS.BibliographicRecordID

and BRS.RecordSetID=448

left join BibRecordSets BRS2 with (NOLOCK) on BR.BibliographicRecordID=BRS2.BibliographicRecordID

and BRS2.RecordSetID=848

WHERE BRS2.RecordSetID is null

SQL to convert item record set to excel—prepared by Allison Zeppetello

•select•distinct br.BrowseTitle as [Browse Title],•col.Name as [Collection Name],•ird.CallNumber as [Call Number],•sl.Description as [Shelf Location],•mt.Description as [Material Type],•ist.Description as [Item Status],•cir.Barcode,•cir.ItemRecordID as [Control Number] •from Polaris.ItemRecordSets irs with (nolock)•inner join RecordSets rs with (nolock)•on (rs.RecordSetID = irs.RecordSetID)•Inner join Polaris.CircItemRecords cir with (nolock) •on (cir.ItemRecordID = irs.ItemRecordID)•inner join Polaris.ItemRecordDetails ird with (nolock) •on (cir.ItemRecordID = ird.ItemRecordID) •left join Polaris.Collections col with (nolock) •on (cir.AssignedCollectionID = col.CollectionID) •inner join Polaris.ItemStatuses ist with (nolock) •on (cir.ItemStatusID = ist.ItemStatusID) •inner join Polaris.BibliographicRecords br with (nolock) •on (cir.AssociatedBibRecordID = br.BibliographicRecordID) •inner join Polaris.MaterialTypes mt with (nolock) •on (mt.MaterialTypeID = cir.MaterialTypeID)•inner join Polaris.ShelfLocations sl with (nolock)•on (sl.ShelfLocationID = cir.ShelfLocationID)•where rs.Name = 'test 4' --name of record set

Setting up a connection between Access and Polariscourtesy of Doug Williams

• • First you need to set up the ODBC connection in Control Panel• Go to go Start…Settings…Control Panel…Administrative Tools…Data Sources(ODBC)• Double click on Data Sources(ODBC) to open it• If you do not see anything set up for the latest version of Polaris (I had v1.7) click on Add in the upper right hand corner.• Scroll to the bottom where you will find SQL Server.• Click Finish• Enter the Name you want for the Data Source, A brief Description, and select the pull down menu for Sirius.• Click Next• Use SQL Server Authentication ID: (the highest level Polaris logon you have) Password: (the accompanying password)• Client Configuration should be the defaults (tcp/ip)• Click Next• If you want to change the database from the main (Polaris to Polaris Transactions for instance) click on the check box and the listbox at the top.• Click Next• Click Finish• Click Test Data Source. If it works, then you have set it up properly.• Click OK• You should see it in your list of ODBC Data Sources.