Mark Wilson Columbia University 2/22/06 Macro Express Voyager Automation To Go – a systematic approach you can take home Mark Wilson Columbia University 2/22/06

Session Objectives Present an enhanced vision of Voyager workflows and navigation. Demonstrate the benefits and possibilities of automating routine functions. Provide a working framework that is expandable for local customization. Help as many overworked librarians and support staff as possible.

Why use Macro Express? Facilitate routine tasks and client-determined workflows. Reduce the risk of repetitive stress injuries (RSI). Increase overall productivity. Accelerate large-scale projects and ongoing maintenance procedures.

Governing Principles Functional & Necessary… Macros should be useful and work when activated. Logical & Systematic… Commands, scripts, names, file structure, etc. Mnemonic… Easy to remember and intuitive. Simple… Specific to particular function, not overly compound.

Client/Application Settings & Preferences Macro functionality/reliability is dependent on a stable environment of settings and preferences. The following screenshots illustrate the preference environment for these macros as reference for troubleshooting ; mandatory and crucial settings demanding comment are highlighted.

Macro Express: ShortKeys Blue  Use Prefix Keys. Red  Must match exact on case.

Voyager Settings – General MARC VIEWS MUST BE MAXIMIZED! OTHERWISE, ALMOST NOTHING WILL WORK DUE TO TEXT CHANGES IN THE WINDOW TITLE BAR!

Voyager Settings – Validation AUTHORITY CONTROL IS BYPASSED! WHEN SAVING BIB RECORDS TO DATABASE. THESE MACROS DO NOT ACCOUNT FOR VERIFYING HEADINGS!

Voyager Settings – Work Flow INDICATED SETTINGS INFLUENCE THE FUNCTION OF SOME INCLUDED MACROS

Voyager Settings – Item NO CHANGE

Voyager Settings – Folders/Files SOME MACROS ANTICIPATE A DEFAULT HOLDINGS TEMPLATE. “F8” IMPORT MACROS DEPEND ON THE IMPORT PREFERENCE SETTING.

Voyager Settings – Mapping CAN AFFECT IMPORTING FROM WORKFILES.

Voyager Settings – Colors Fonts SETTINGS IN FONT AREA ARE STRONGLY RECOMMENDED

Searching – F7 & others : Demo F7 = Title Shift F7 = LC Call # Alt F7 = ISBN Ctrl F7 = Other Call # Win F7 = Title Headings Alt Shift F7 = System Number Ctrl Shift F7 = LC Subjects Alt Ctrl F7 = Names Alt Ctrl Shift F7 = Journal Title Alt 7 = SUDOC Number Win 7 = ISSN Alt Ctrl B = Bib ID Alt Ctrl H = Hldg ID Alt Ctrl I = Item ID Alt Ctrl A = Auth ID Alt Ctrl N = Name Headings Alt K = Keyword Ctrl ` (grave) = Barcode Win F8 = Copy Last Search to Clipboard Keypad * = Set to Find Keypad / = Set to Browse

Searching – F10 : Navigating Results F10 will display the Title Index or Headings List from the previous search. When search results retain both a Title Index and a Headings List, F10 will toggle from the Title Index to the Headings List and from the Headings List to the Title Index. Demo

Navigating – F6 (Bib->Hldg->Item) From a Bibliographic Record… Opens “Add or display holdings” window if MFHD is present or creates MFHD when there are none. From “Add or display holdings” window… Hitting F6 again will open selected MFHD. From Holdings Record… Displays Item Record if only one exists OR an index for multiple Items OR creates Item when none exist. From Item Record… Creates another Item record on same MFHD.

Navigating – Shift F6 (Item->Hldg->Bib) F6 progresses from BibHldgItem Shift F6 navigates in the reverse: ItemHldgBib Keep in mind the Windows command Ctrl + Tab, which will navigate through open windows within a given program/application

Navigation – Window Management Closing windows… Esc – The Escape key will close the topmost window only. “+” on the number pad will close all open windows.

Navigating - Miscellaneous F12 – Displays or closes Hierarchy F9 – Displays or closes Item Status F9 – Clicks through to view Authority record Ctrl Shift ` (grave) – Displays OPAC from Bib Ctrl  – Toggles Cataloging & Acquisitions Modules Ctrl  – Toggles Cataloging & Circulation Modules

Editing – General Ctrl Enter – Saves to Database Alt Delete – Deletes variable field Ctrl Delete – Deletes to end of field [Ctrl Shift Delete – Nukes record to oblivion]

Editing – Diacritics : Shortkey Map Recommended shortkeys: ;; (Double Semicolon) If letter is upper case, use Shift key

Editing – Bibliographic Ctrl Alt Hyphen = Set EL “Blank” Ctrl Alt 5 = Set EL to “5” Ctrl Shift o = Modified – completely romanized. Ctrl Alt c = Inserts 050 2nd indicator 4 Alt 6 = 006 for seriality Ctrl Alt 6 = 006 for integrating resources Ctrl Alt 7 = 007 for integrating resources

Editing – Holdings : Fixed Fields Ctrl Shift \ = Set fixed fields for monographs Alt Shift \ = Set fixed fields for Serials Ctrl Shift 1 = Set “Completeness” to 1 – complete Ctrl Shift 2 = Set “Completeness” to 2 – incomplete Ctrl Shift 4 = Set “Completeness” to 4 – non-applic. Ctrl Alt x = Set Leader record type to “x” – Monograph Ctrl Alt v = Set Leader record type to “v” – Multi-Part Ctrl Alt y = Set Leader record type to “y” – Serial Win B = No Lend, No Reproduce

Editing – Holdings : Variable Fields Alt \ = Deletes top 2 variable fields (2 014’s) Ctrl \ = Deletes top variable field (014) – Caution! Ctrl Alt 4 = Completes MFHD : BNA MARC Appr. Ctrl Alt 5 = Completes MFHD : Firm Orders F5 = Completes MFHD for Approvals Ctrl Shift v = Adds 866 (cursor in 852)

Editing – Holdings : Notes and Codes

Editing – Item Item types Enum Status Notes Barcodes Temp Location & Item type

Record Import c:\voyager\local\imports\records.bib This file path is set in Voyager Preferences Folders/Files OCLC & RLIN export path preferences

OCLC Connexion Settings

RLIN 21 Export Settings

Record Importing – F8 F8 = Import Record Ctrl Alt F8 = Import record from Workfile Ctrl Alt 3 = Insert OCLC 035 into Bib record Ctrl Shift R = Insert RLIN 035 into Bib record Ctrl Alt Shift F8 = Purge Import File Demo

Maintenance – Basic Alt ` (grave) = copies ID of record to clipboard Ctrl Alt Shift F12 = Suppress/Unsupress toggle Ctrl F9 = Replace Barcode Shift F9 = Replace Multiple Barcodes Alt F9 = Replace Barcode ; Set copy to 0 Ctrl Alt F9 = Replace Multiple Barcodes ; Item Type MRP folder… Projects

Circulation – Searching & Charging Alt ` (grave) = Search by Barcode (same in Cat) Alt B ; Alt L ; Alt T – Charging to Status Patrons Esc & “+” on Keypad – close windows as in Cat OTF record Creation

Acquisitions – Quick Line Items Set up for Approvals with MARC & Embedded Order Data (EOD) Expanded use currently underway Firm Order Macros created, not implemented

Local, Specialized Pre-cataloging Statistics BNA MARC Resolver Approve Orders by Fund

Voyager Build and Version Differences Change of Cursor Focus… Relinking / Hierarchy / Bib / Hldg / Voyager 5?

Contact Information – Questions? Mark Wilson Librarian, Precataloging Unit & Eurasian Cataloger Monographs Processing Services mw18@columbia.edu (212) 854-7357 Currently: Acting Networked Electronic Resources Librarian (212) 854-5024