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

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

3. 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

4. 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

5. 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.

6. 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.

7. 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.

8. 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?

9. 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

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

11. Creating a new review file:

12. Creating a new review file:
Name your Review File

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

14. Creating a new review file:
Group of records to search

15. Creating a new review file:
Enter Criteia
Enter Record Type

16. 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

17. 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

18. 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

19. Creating a new review file:

20. Creating a new review file:

21. “Boolean Logic”

22. “Boolean Logic”

23. “Boolean Logic”

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

25. “Boolean Logic”

26. “Boolean Logic”

27. “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

28. “Appending Records”

29. “Appending Records”

30. “Appending Records”

31. “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!)

32. 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

33. 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

34. Your have your review file…
Now what?

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

36. Show records

37. 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

38. Listing records

39. Listing records

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

41. Exporting records

42. Exporting records

43. 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

44. Global Update

45. Rapid Update

46. Saving Searches

47. Saving Searches

48. Working with saved searches
Saved search tab

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

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

51. 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)

52. Working with saved searches

53. Working with saved searches

54. List Creation with Millennium
Questions
And Discussion

55. Thank You! Have other/follow up questions? e-mail us at: or