Macro Express Voyager Automation To Go – a systematic approach you can take home

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

2. 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.

3. 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.

4. 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.

5. 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.

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

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

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

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

10. Voyager Settings – Item NOCHANGE

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

12. Voyager Settings – Mapping CAN AFFECT IMPORTING FROM WORKFILES.

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

14. 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 – F7 & others : Demo

15. 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

16. 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.

17. 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

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

19. 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

20. 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]

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

22. 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

23. 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

24. 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)

25. Editing – Holdings : Notes and Codes

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

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

28. OCLC Connexion Settings

29. RLIN 21 Export Settings

30. 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

31. 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

32. 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

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

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

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

36. 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