List Creation with Millennium Jim Mumm Marquette University Law Library Lynn Whittenberger Marquette Raynor/Memorial Library

Millennium Modules Circulation Serials Acquisitions Cataloging ERM – Electronic Resources Management Administration

Record Types Available for Searching / Sorting / Printing Searchable Fields List Type Record Types Available for Searching / Sorting / Printing Bibliographic Bibliographic, Order, Checkin, Item Order Order, Bibliographic, Resource, Related Resource Checkin Checkin, Bibliographic, Related Resource Checkin & Card Authority Item Item, Bibliographic, Patron

Record Types Available for Searching / Sorting / Printing Searchable Fields List Type Record Types Available for Searching / Sorting / Printing Patron Patron, Item Course Vendor License License, Resource Invoice

List Basics Maximum no. of records Initials Number of Records Status List Name List Type Creation Date List Basics: There are 98 visible list files, and I think 4 hidden files that are reserved for special lists. “Create Lists Functions” lets you know what page you are on. In different applications, the location of the Create Lists icon might be different, but for the sake of this presentation it is located about half way down the left side of the page and looks like this: Name of List – This gives us the name of the list. My recommendation is that you give your lists names that are easy to recognize, and give a bit of explanation as to what the list actually is. For example – if you see a list that says “Orders” and is 2 months old, you may not remember what it was really for. But a list that says, “xhei orders status=z” might give a little more information, and at least describes the search strategy. You are limited to 50 characters for a list name. Number of Records / also known as “Current Records” – This just shows how many records are in each active list. Maximum number of records – This tells you how many records you can have on a given list. As I said before, there are 98 lists, ranging in maximum number size from 200 to 125,000. When you are creating a list, it is good to have a sense of how large you think your list will be, and then go for a list size the next number up. If your list is too large, you will max out, so if you see your list stopping at 500 and you are in a list with a maximum of 500, you will need to re-run your list. You can always copy a previously run list to a smaller one, so you might want to consider creating your list on a larger one – especially if you are not sure how many results you will get. Type of List – This just lets you know what kind of list has been created. This is particularly helpful if you are prone to having several lists going at the same time, or if you create sublists. Status – This tells you the current status of a list, whether it is: Empty, In Progress, Suspended, Complete, or Deduping. Initials – Gives you the initials of the person who created the list. Initials will be entered automatically, if the list is created through Millennium. Lists that are created in character base (Anzio) will not have initials attached. Therefore, it is recommended that you create lists using Millennium. One thing to point out, you can search by any of the column headings, so for example clicking on Initials will put the list in order by creator. This may be helpful, especially if you are prone to having multiple lists going at the same time. - One other point with initials, this helps to identify who has lists that appear to have gone dormant, thus allowing an ability to contact the list owner before deleting them. Created Date / Time – This lets everyone know when a list was last updated. By updated, I mean created or appended. This date / time will not change if records are removed from the list.

Action Buttons Action Buttons ALL – This toggles to the types of lists. Using this button is an easy way to find empty lists. (toggling to Limited will bring up all empty files and files with your initials – that is assuming you are logged on using your initials.) SEARCH RECORDS – This is the beginning point for creating a list. To create a list, click on an empty list, and then on SEARCH RECORDS. We will go into that in a minute, but for now that’s what this button does. SORT RECORDS – Clicking on this button allows you to sort records in an existing list by a virtually any of the fields within that record type. This is kind of hard to explain, but if you go back to the “Searchable Fields” charts, you can sort on the record types that are associated with your list. So, for example, if I’ve created an Order List, I can search my list by any combination of order fields (e.g. status, vendor, codes, record numbers, etc.) and bibliographic fields (e.g. Title, Author, Cat Date, Contents, Pub Date, etc.) This is very powerful, but also holds the potential to “explode” your list in ways you might not expect. Another example: If I create a list of checkin records that have routings, I might come up with 292 title. If I sort that list by routees, it will expand to 443 entries. This is because in the sort process, the system will create a separate hit (so to say) for each unique element. So a checkin record that has 10 routees attached will expand to 10 entries when sorted by routee. You can see where this could easily get out of hand, and potentially corrupt whatever it is that you are trying to accomplish. So – be careful when using SORT RECORDS. LIST RECORDS – Clicking on this button allows you to print lists or portions of lists with criteria that you can set. While it is possible to print out everything for each record, I feel the better use of LIST RECORDS is in the ability to print out only the information that you need. Like with SORT RECORDS, you can set your printing to print out only those fields that you want. My recommendation is to always begin with record number, as that will allow you to easily get into a record as you use the list that you’ve created. More on this as we explore printing later on. EXPORT RECORDS – Allows exporting of fields to a .txt file. This is useful if you want to create a spreadsheet, or other database from your list. Creating Excel spreadsheets from lists is not as straight forward as many would like it to be, and hopefully in a future release this will be addressed. SHOW RECORDS (Same as double clicking on a list name) pulls up the list so you can get into the records. SHOW INFO – Clicking on this shows you your search strategy.

Action Buttons Append DeDupe Copy Empty Rename Resume Stop Settings Suspend Action Buttons (Continued) APPEND - This allows you to add more records onto a current list. DEDUPE - This allows you to remove duplicate records from a list. This is particularly helpful if you’ve sorted a list, and it has expanded on you. DeDuping will eliminate the duplicate records, but at a potential cost of losing what you intended by your sort. So, be careful with this. DeDuping is also helpful if you’ve appended records to a list. It will get the duplicates out. It is finally helpful if you have deleted records from the system, but not deleted them from your list - DeDuping will consolidate your list to eliminate those deleted records. COPY - This allows copying of a list to another empty list. EMPTY - Clicking on this clears out an existing file. CAUTION: It is possible to clear out other people’s lists, so please be sure you have your own list highlighted before clicking on this button. RENAME - Clicking on this allows you to rename a file. RESUME - Clicking on this resumes a suspended search. STOP - Clicking on this halts a search and will result in a status display of “Complete”. SUSPEND - Clicking on this suspends a search. You might use this to evaluate the results of a search before continuing, especially if your list seems to be coming up with more than you intended. You can always STOP, EMPTY or RESUME a suspended list. SETTINGS - Clicking on this gets you into a menu that allows you to make changes to your administrative settings.

Things to Consider Before Starting Your Search HINT You might want to write out your search: Example: Order records that are still open, with encumbrances against YBP Books cataloged for branch “x” for May, 2008 Videos that reside in branch “y” that have not circulated since 2001 How many records are you expecting? choose the smallest file possible for your search What is your Search Strategy? what data do you need? what record type(s) is that data in?

Things to Consider Before Starting Your Search Example: Videos that reside in branch “wll” that have not circulated since 2001 Bib search: Bib : !-MARC Tag – 245|h HAS video AND Item : 79 – Location HAS wll AND Item : 68 – LCHKIN <01/01/2002 Will yield very different results from Item search: Different Search Strategies Will Yield Different Results Bib Search Order Search Item Search Patron Search Checkin Search

Creating a new review file: “New Books List” Books held in Raynor/Memorial Titles added to the catalog in the past month

Creating a new review file:

Creating a new review file: Name your Review File

Creating a new review file: Range or Review Record Type Enter Criteria

Creating a new review file: Group of records to search

Creating a new review file: Enter Criteia Enter Record Type

Creating a new review file: Double clicking on “Operator”, “Type”, “Field” or “Condition” will bring up a popup window with a picklist of options Popup window: double-click on an item to select it

Creating a new review file: Condition pop-up window Condition depends in some regard on field. Enter Field to search on Values depend on Condition

Creating a new review file: Click “Insert Line” to add another line to your search strategy BEFORE the line that is highlighted. Click “Append line” to add another line to your search strategy AFTER your last line Click “Delete” to remove the line that is highlighted “Clear All” deletes all of the criteria lines

Creating a new review file:

Creating a new review file:

“Boolean Logic”

“Boolean Logic”

“Boolean Logic”

“Boolean Logic” At this point the logic will be to look for everything with order date greater than or equal to 04-01-08 AND RACTION equal to N; OR look for everything with RACTION equal to A.

“Boolean Logic”

“Boolean Logic”

“Appending Records” Process is similar to Searching Consider What Is Already In the List before Appending to the List If adding on to a list, recommend paying attention to ending record numbers

“Appending Records”

“Appending Records”

“Appending Records”

“Hidden” review files These are system (and some user) generated lists that can be copied into a review file if you want to look at/edit the records. System generated lists include: Purchase alerts URL verification errors Items on holdshelf Overdue items Others… User generated lists include: Batchloaded records (if ‘use review file’ option is selected during record loading) Labels for batch printing (creates an item list that can be used for many other purposes!)

Copying a “hidden” file: You’ll get a popup window with a list of available review files. The “hidden” lists are at the end (in our case, #99 and higher). Your numbers will be different depending on the number of available lists you have. In general, if it’s a user-created file, I remove the file. If it’s a system-created file, I leave it. Select an empty review file and click the “copy” icon

Copying a “hidden” file: Your “hidden” file is now in a review file, and can be worked with in any way a “regular” review file can

Your have your review file… Now what?

Sorting Records As with the search fields, double clicking will bring up a popup window with a picklist

Show records

Show records This brings up a list of the individual (bib, item, order…) records in your list. You can get into each record to edit it from this screen

Listing records

Listing records

Listing records Note: available printers will depend on your login.

Exporting records

Exporting records

You can also work with review files in Global Update and Rapid Update functions Note: Access to these functions will depend on your login and password/authorizations

Global Update

Rapid Update

Saving Searches

Saving Searches

Working with saved searches Saved search tab

Working with saved searches Search criteria for the highlighted query List of saved queries

Working with saved searches Clicking “New” will bring up a popup window where you can build a new search

Working with saved searches Clicking “Edit” will allow you to edit the highlighted query. After editing, you can either overwrite the existing query (Save) or save it as a new query (Save as)

Working with saved searches

Working with saved searches

List Creation with Millennium Questions And Discussion

Thank You! Have other/follow up questions? e-mail us at: James.mumm@marquette.edu or Lynn.whittenberger@marquette.edu