Today, talk about
That what we can do a sense with jobs normalization rules. But before we get started. Did anybody have any outstanding questions from the previous session.
Feel free to unmute yourself or type into chat. And just as a reminder, this will be recorded, so we can return to the session to review in case you've missed something.
And if you're unable to attend.
So again, if there's any questions, you can easily just type them into chat or you can just unmute yourself and be good speaking
Yes, this is still session. This is still session for because we kind of got behind because as
Getting into having to discuss how to do the processes they took longer than
Anticipated so we are extending this is another piece of news. We're extending there'll be another session on Thursday 10am to 11 same time slot.
Where we'll be discussing work orders, because that's come up a lot and it might be, it will be something that will probably be a big part of
Cataloging processes, when it comes to repairs binary and other kind of work orders that needs to take place. So these are the slide deck and session for we're just going to move forward and we should get through these today without any problem.
Okay, so if there's no questions. I'm just going to do a quick review about just sets. There's two types. There's itemized
And they come from files. So it can be a file from Allah can be a file from a vendor can be file from Analytics and they don't change their static so that information.
Unless you edit that information yourself physically they stay there static it's static information. It's not dynamic logical sense, however, they're created from a search query in Alma, and they're dynamic so upon every time you run that
You, you go into the members of that set, it will refresh and update. So it's very nice.
Dynamic live information at that time and it will update and change as as you add information.
So sets can be used. It's great cassettes can be used in jobs.
And they can be used in normalization rules. So they have a lot of functionality so jobs, you can
You know, edit withdraw, you know, you can do different things. There's many jobs that are available and Alma, and there's also normalization rules allow you to edit add and
Remove information from bibliographic and and holdings information.
So I'm just going to pop into Alma, so we can just get going and look at how this all looks. I have to make sure I get into the right screen.
Okay, great.
So you should all be seeing my
screen right now.
So, last time I made a set of missing items. So if I wanted to do this again. I could easily just create my set. I like using advanced searches. It just allows me to
It allows me to find the information and make sure it's, it's, you know, granular so I'm actually creating a set that I want to do.
So I would want to see my physical item because it's going to be the process type. So I just want to make sure I'm in the right place. The process type I have is going to be set to missing. So I'm going to click search.
There's somebody who's not muted Shannon, do you mind muting them for me, please.
Thank you. So I pull up these 12 records. This is what remember from last session. Right. So here's my missing items because what I'm going to do is I'm going to use a job. So the kind of query. I'm going to create right now.
Is an is this is going to be
A logical
A logical set. So if I save query here becomes a logical set. I can also make this if I wanted to an itemized set. So right now I'm just going to save it as a query, because this is something that I'm going to run a job on and I'm just going to need this missing.
Test.
And my description. It's not necessary, but I like this. So I'm just going to use that because it's fine.
I want to make it private. No, because it's not something that needs to be private, I could keep it private. But I'm going to keep it so that shared so the people in my
Campus can look at this, if they need to, or the cat bloggers, or people in the department. And I'm just going to click Save. So what it does is now I'm in this
Manage set screen.
And it will have added it
And here's my missing test. I already have an existing one. And I deleted the one I created before.
So I've shown you how to create a set from for a logical set in all my. It's very simple, but I want to also show you how to quickly.
Do this as well for an itemized set. So I'm going to go back out here and I can do the same. I could do the same search. So if I get a vendor file. No problem. I can, I can add this I can create this I can just upload it and bring it in as an itemized set or I could create an Excel file.
From Alma or Analytics. So I'm just going to show you how to do that from Alma
And I can quickly show you how also how to do it from Analytics, because it's not if you have the design analytics. I have a set, I have a
Report set so that I can just show you how to export it just so that you're aware
What you can do. Okay, so here I am. I'm going to go in. I also want the process type. I'm going to make it missing as well. You're going to see the same exact
Results, but if I wanted to export this because there's things I need to edit in this file, maybe it's a huge file hundreds of different records, but then not all the records that I want to use to run a job or normalization rule against maybe there's other things that I want to
Change edit or maybe I want to reduce it to a smaller number, what have you. I would
Do Excel all fields because this then gives you the identifiable fields because if I do it the current view, it does not give me my man MLS ID doesn't give me I ESPN. It doesn't give me
Identifiable fields, I need to have something that makes us identifiable as a unique record. And if I don't do that, then the jobs.
And the normalization rules will not be able to work because it's not going to be able to understand
What the current view file is so this is going to be really quick. It's 12 files and then I would just go in, I would just open that file and I'm going to share my screen to my Excel. Now, just so you can see
Okay, so let me click on my Excel so like everybody can see it.
Are you able to see my Excel file. I'm just not 100%. Sure. Sometimes it's very hard for me. Yeah, there we go. Perfect. Okay, thank you. So it's very simple. I can do my enable edit. No problem.
And as you can see, if I look at this, if I scroll a poor cross, it's going to give me all these different fields. There's a my MMS ID.
It's an identifier. It's something that the system can use by go through their say ISP and another great identifier. You could use barcode. There's other fields that are identifiable. But you want to make sure that you have this in the file when you're going to do a job or set
It's very important.
So now you should all be seeing my arm again.
Okay, so I have that sent there. So now to do an itemized set because I already have my if I go to my admin and I go to Manage jobs and sets, go to my manage set because is where I'm going to end itemize I could do a local one here as well.
But we already created ours. You can see here's our missing test exists here. Now if I go in here. I'm going to click on Add set and I'm going to click on itemize. And so here is I'm going to do missing.
Test two and I'm just gonna put, same thing. My say now, I don't want to do that. But as you can see down here. It's a little difference asking me for file. So I could choose from Analytics, if I want to do that. But right now I'm just going to click from a file. I'm going to click here.
And then in my files. I want to make sure I saved into my documents. I'm going to go into here. And honestly, that was my download and that was my last Excel. I didn't rename it, I should have
Typically I would, and it's here and it's uploaded and then I would just click Save As simple as that. You could add members to the set. If you wanted to down the road, but
It's going to take a second to peer because it's being uploaded into file, it should not take long. I'm just gonna. Oops. That was weird.
I did refresh and it bounced me back there, here it is guys are just refresh that to Job and it says, here it is. It's successfully added that's so easy. Right. It's not very difficult.
So from Analytics. I'm just going to show you quickly how to create an Excel file from a report that's created. I'm not going to show you how to create a report, it will take too much time. I just want to show you that this is possible. So you can use analytics to do this as well.
We want to make sure you have an identifiable field MMS ID barcode something that identifies it. So here I have my sets already here. So if I clicked on edit.
It's going to pop open the results screen. So I will just show you that I created criteria, just so you're aware
Okay, so this is a little bit different because it's a different set that I created for child call
At one point, we had a lot of our labels happy on it and it's a possible cleanup project, but it's a nice easy way to run tests and see how things work.
So these are my results, but I'm going to show you my criteria when you do create this, I do have bibliographic details. I have the MMS ID. I also have the barcode.
So it makes identifiable this list would also help me like if we need to pull stuff off the shelf. So it's really nice, but you need to end the Results tab.
And to be able to export this to excel. So here's this little piece of paper with an hour export this analysis and I'm going to click here and I'm going to click Excel, I can edit the Excel file. Once I do it. It's the same thing. So now, once I have this exported I save this file.
I can then upload it the same way I just did.
And I'm going to open this real quick, just so I can save it and then I'll just pull it in for you.
So I was in my match sets and I want to do this one I'm going to click on my
Item I set
And I do
Child
Set just to identify it and I'm just going to make sure it's not private and now I'm going to. Oh, sorry. I could have done from Analytics. I'm going to export it right in. So I could go into analytics.
And let's see what happens because I was doing it the other way. So it's taking an extra step. So let's just see
It might allow me to go right into my analytics report. So if this is the case, I'll update my slides, I will update I did this in my thing. So here I think. Oh.
This is lovely. I was doing it an extra step. I didn't need to do. So go to analytics. I want to go into recent reports, but I want to go into see
Sunni. I want to go into my test report. So this is nice. I don't even have to export to Excel, so I apologize for showing you an extra step. But you can see, you could do it both ways. And now here's my cassette I'll click there and I'm just going to
You can download the report, but I'm just going, I'm going to click there.
And then I could download the report if I wanted to. And they were just saved, but I'm going to save this. So it's nice and easy. I know I play with this. So sometimes I space out so nice and easy. So I could totally do this if I wanted to, um,
It's, it's a very simple feature.
Oh, cool. Well, Shannon said that the analytics as a source of the set is relatively new. I know it played with it.
But again, I was going through this extra step. So you don't even have to go into analytics to do this. So if somebody created a report. It's really nice.
You just have to know what the report name is and what file it belongs to, and
It will be really nice. So I'm just going to click on a tab and see it's just going to take a little bit longer. It's a year it is. And here it's it's been added. Very nice. Right, so
Easy way to create itemized or logical sets logical such can just do from online, you can just save the query. So simple.
And itemize they're just as simple to it's just an extra step. But I do highly suggest when you are creating sets that you're going to change information on
That you've saved the Excel file somewhere whether it's a safe set, you know, whether it's a safe query or, you know, an itemized illogical set, I suggest that you save it, because
You can then go back and verify that the information was changed correctly because if I delete withdraw something my set is going to be empty. So if I run a job to withdraw and I'll show you with missing items to be withdrawn, it's going to be empty. So
I need to have something I can refer back to, to make sure they're actually really gone from the system, right, because what if they were not. But if something glitch there happened and I wouldn't know because I would say, oh, well, the job brand and it looks like it's good. Everything set
So before I move on to show you about using a job. Does anybody have any questions.
So no questions at this moment. So if I wanted to go in and I want to run a job.
First, I'm going to go into my little going to go into my missing items to be withdrawn, I can go here. I could do this from the same query. I could save it, or I could just click here and look at my results because the logical type, which you can see the type is right there.
Has results and itemize has members so I can go in here and I can just export this just so that I have it. And I'm just going to export this out and
It's going to be. I'm not going to bring me, man. I'm not going to open it or do that. I know which one it is. So,
Typically, you know, do your job, you know, do to do name it. I'm just saving a few steps.
So here I am. It's all saved but if now I wanted to run this job because I wanted to delete them. I want to remove them. They've been missing for a long time.
No longer need them. So it's really cool about this you know how we're talking about publishing profiles. If you're in that session.
So if you delete your holdings you delete your items, even if you and you remove your eyes. He did record.
When that publishing profile runs for your institution, it removes your holdings from OCLC so
Kind of nice that you don't have to then remember to go back and do that. You can still do it. It doesn't hurt anything. This is just automating the process and maybe removing some human error because I know I've forgotten to remove things at times.
And I think we've all had that happen. And so here I am. If I want to run a job. I go to my admin. I click on run a job.
And now you have to find all these jobs. I did create put a link into that talks about all the different jobs that can run. So there's a huge amount of jobs. You just need to have to figure out how to look for them. So you can look for
Description or
You know the name if you know it, but I'm going to do withdraw. I'm just going to type in as a description withdraw.
And here's withdraw items. So I can just click on withdraw items. So say I want to do this, I'm going to withdraw the items on the click on this little radio button right here and I'm going to click Next.
Steps pretty simple, straightforward. So now here is my list of sets. Remember, we just created the set. So now you have to choose the set. So this is why it's important, create the set, you can't run a job without having a set and the normalization rule requires
A set as well. So if I go here and I wanted to my missing items to be withdrawn, they're both the same job but I'm just going to click on this button because I knew 100% and then I'm going to click Next.
So now you can stick in the parameters. So that tells me I've 12 members. I know. That's correct. I had 12 numbers in there.
So here is my parameters. So do I want to keep holdings and babe records do want want to delete the holdings, which means delete records. I have no other holdings, do I want to suppress it and publishing suppress the records.
Or I want to delete the holdings and suppress it. So for me, I'm going to be okay with deleting the holdings and delete the big records if there's no other holdings.
Do not wish our items with active request, I can click on that, because what if we do have items I have some kind of active request out there, even though they're missing.
It might be something we might want a look at getting through. I ll or maybe reorder who knows, do you not withdraw items that have non active requesting Q I wouldn't worry about that. Do not withdraw items with work orders. I
If it has a work order, I might put a check case, it depends on what your parameters are maybe you don't care because it's not important, because you're just removing this so I make sure I set up my parameters, how I want and then I'm going to click Next. And this will tell me
Mistake is withdrawn. There's 12 that's the name. This is the date. It gives you everything. It tells you, these are the parameters. I just put in
So Jeanette. They're not deleting it from the network. So, and they're just deleting it from the ice. It's very different. So
I know it's confusing, but these don't do anything if I remove this that the record will still exist in the network zone.
I know it's some of these things are a little confusing. Just like you can add items and holdings from the network. So I try not to confuse you. But that's why I said you can delete the record from the ice from the institutional zone.
So you don't want to ever delete it from the network so
You're correct. So now I'm going to click my submit because I'm like, yep. This is good. I want this to work, says you're about to affect you know
This is going to affect 12 sets 12 members in the set. Can't be reversed important to know there's a lot of jobs that can't be resolved burst. Once you do this so I delete these, these are gone. So that means if
They pop back up the professor retires. They show up in my office. They need to be added. So I'm going to say yes, I'm fine. I'm going to click confirm
So now this job is running, you can see the tab, it's running. It says
Monitor jobs. So when this job is done running and I can click Refresh. It's going to take a little longer because I'm deleting everything, but I was just deleting the whole thing of probably would not take long. But if I click on refresh.
Still running so
I could go back out. Do my other work and not worry about it. And then if I wanted to check on it later. I'd come to admin and I click on monitor jobs and it's still running.
And for right now. We'll let it run. So does anybody have any questions at this point about being able to run a job.
And I will show you
I'm going to pull up the link for running a job, just so that you're can see that I just have to find out my PowerPoint. Just give me a second.
OK, so now you should see there's an X sleepers documentation for running job manual jobs on defined sets tells you the roles. You can use I have that included in the documentation.
Okay, so. Okay, so when we are deleting things. Is there a way to confirm that it is it only not NZ. What is a way for us to. Okay.
What is a way for us to delete from the NZ so we don't act. Okay, so you have to actually to delete the record from the end zone. You have to go into the Metadata Editor from the network's own record and delete it.
So,
If you're working in your ice zone.
And it's your eyes, his own record and it has that four digit that identifies your institution at the end of the
Babe record, then you know you're working in the ice zone record. And so once this job runs, Amy. I'm going to show you that they they still exist.
Okay, great. So now it's done running
And guys, welcome back. So you can look at this documentation. So you can see there's a lot of jobs and different information. It tells you about the different
Jobs and different things about running jobs. So it's a good piece of information to have to if you have more questions, because it's more in depth than this because there's many jobs. So now I'm going to go here, click on the history tab.
So here's my history tab. Here it is.
So I'm going to. So you can see I have other reports here. This is completed with
Errors. So when you have that you're like, then you want to look in that. So you just click and you look at your report. This is my it said it was completed success successfully. I'm going to click on my report, because I'm curious so successfully. What does that mean, so it says one item.
Has a p o line attached. So my guess is that peel line is still open.
And I could go scan that barcode. And I know that's my barcode because I was making up numbers. And my guess is that it has not been a p o line that's been closed.
And that's why that it was not deleted, which would make sense because I would you have missing item that maybe you haven't received yet. So that was just me playing and testing.
But it gives you the information here I can export this report table if I want. So remember how I said we want to keep our
Okay, Anastasia said, I just want go back to me every so this but I'm a little puzzled that how if you can create a given set through query it needs to be done through analytics.
Now you don't have to create queries through analytics at all. If there's no way for you to maybe find the information Anastasia. Maybe this is an hopefully answering this
To create a I would only create a query through analytics, if it's really complex and for some reason I can't extract this from doing a repository advanced search and Alma. It's just a way that you can do it. I was just showing you options.
So for me, I would always just start nama my query set we try to do a
Repository advanced search to narrow it down, analytics, you need to you need to understand how to use Analytics and I was able to get the same information.
Here in my repository searches and wasn't analytics, so I wasn't doing anything so complex that I would jump out to do analytics. Does that answer your question.
Okay, great. Yeah. You didn't miss anything. I don't think I made that clear. But thank you for bringing that up. You don't have to use Analytics. It's just an option.
So if somebody is in love with analytics are they getting complex yeah total totally a viable way to do it. But the advanced repository searches. Very good. You can get it very refined
So I'm going to go here, I just have to move this. I'm going to click back. Here's my I'm going to open up my file. Now I gotta share my screen.
Sorry, I gotta find my Excel.
Hold on a second. I'm just going to download it really quick because I closed it by accident, so I apologize.
Oh, here is my Excel file right so I'm just going to steal one of the MMS ID numbers. And I'm going to go into. I'm going to change it to 4801 because I know that is the last ID for the
It is the last, you know, identifiers for the
Institute for the network zone. So I'm going to go in here. I'm going to do all titles and I'm going to do. I can do MMS ID.
And if I put keywords, it would find it as well. But I'm going to type the same, but I'm going to change that to 48 01
It's not going to be my institution zone because it's gone, maybe didn't pull it up, it should still be there so
If it's not, then I will rework that I'm going to put in the title instead because maybe that sometimes the search query when I'm trying to find something after I've done this, I have to find it the right way. So let me get the title.
And if that's the case, then if it comes to doing jobs that definitely if this would be a good
Test. If I should not be doing this this way and then I would update everybody on this on my bright screen.
So all titles me do keyword. So maybe it's not so easy just to change the and has ID.
Keywords
change that to network, it is
There it is right there. It still exists. And it's not held by me anymore the Finger Lakes owns it, so it should even if they were the last a five is the last institution to do this.
There's also this one. So, let me see what the MLS ID. There's two. So I'm curious with the click here. Neither of them have my holdings. But even if I was the last one.
It would still be here you see the Zen and the ways this electronic it says held by even notes electronic there's nothing there that is the same thing that would happen. So it will not delete it from there. Just like I showed in the last session.
It just takes away your holdings in the bibliographic record in your zone and if you want to keep the record in your zone. You just need to make sure you suppress it from discovery.
Because otherwise, it will look like you have it when somebody searching for it, even though it will not be available.
So are there any questions on
Running a job before we get into normalization rules.
Yes, yes, Ellen. Yes. No, it's so cool about that. Yes, my set is still in existence and I'm going to go there. I'll go to monitor
So managers monitor sets. Yeah, this is I think is really cool. This is still here. But if I go in and I look at the results. It's going to be empty.
Oh shit. Oh, it's no it's got that one, remember I had that one that didn't go. But if all they all went, it would be empty. But isn't that cool. It's still exist. So I like that. So you don't have to recreate that set so I could keep this missing sets. Every time I
You know, change the stat, you know the process. Type two missing it will be added to the set and then maybe once a year, a month every month or whenever you clean out your missing.
Records and you decide either you're going to repurchase them. Are you going to withdraw them. It's going to be here. Great question. Yes, I like that. I think it's cool feature.
Any other questions before we get to normalization rules.
Okay so normalization rules. Can you can add, remove, you can replace Mark information either in the bibliographic or the holding records. So you can do markfield sub fields indicators, a combination of things.
They can be used on a single record or group of records as like in these sets. We've created
It, but I really highly suggest you always want to test and normalization rule on one record so you make sure it works correctly because you don't want to run a normalization rule on
A thing it doesn't work correctly on a whole batch of records normalization rules can also be added to import profiles.
So there's for your institutional import profiles, maybe from Gobi and such like that. You could add a normalization role like maybe you want to admit certain fields you want to move 856 to a different place.
I'm going to be playing around with that later. So I will post that documentation.
Every time you delete you're holding a title. Do you need to suppress from discovery as part of your pursuit. Yes. So it depends what you do, Jeanette. So if you're going to keep your bib record. Yes. So when you do, delete, and it's the last holding
Or the last item on that holding it will ask you if you want to suppress the bib record. So if you're not going to remove the bib record from your ice yes definitely choose that parameter to suppress it from just the babe record from discovery.
Because otherwise you're going to have to manually go back in and do it later. So you might as well do it when you're in the process of removing the final item or the holding record because usually when you remove the final item. It asks you to remove the holding record and such.
I don't know, Jeanette. That's like a best going to be an institutional decision.
I'm not really. I mean, for me, I don't see the value of holding on to it, unless it was you know something for I'm reordering it but
So I think then being more of a CAMPUS BY CAMPUS decision. There's no
Standard Practice in place for this that I'm aware of at this time.
So I would do what works best for your campus.
And maybe, whatever works in line with your policies and procedures as you have them.
So there's certain roles that can create normalization rules the cataloging administrator Kellogg manager or catalog or role. So this allows you to create or edit normalization rules.
If you create a private normalization role. Only you can use it and see it. It can't be used to normalization rules I did try it. It doesn't seem to work.
Shared, you want to make it shared to anybody else in your institution and others can look at it and then you can use it in a normalization role. There's also community, which means everybody who isn't actually burst on my user worldwide can see it.
I have added links into the documentation that talk about normalization rules and also there is a link. I'm going to show you these normalization rule examples so normalization rules have an interesting syntax, if anybody's oh
NOEs open refine, it's a similar kind of syntax, you have
Rules conditions and actions. So you need to have one or more rule when you're creating this, you need to have some kind of condition and the record has to meet these
And it has to have an action. So, what will be done if these rules if the condition is met, based on these rules so
If you're not familiar with this, it's, it's a little. It's a little hard, right. It's not easy. If you're not used to doing this. I've just been playing ground. I wasn't used to using these I started out, and I encourage others to start out
Use rules that are in place and change them to meet your needs so
They have in the tech blog, I have to admit their previous version of this was, I think, a lot nicer easier to find information, but it is here.
And you can find you can scroll through it and you can see this as fixed punctuation, excuse me, and it will tell you how to do this. It will give you these examples, and then we'll give you the rule.
And then it will give you the conditions like if true, if that like if exist, then do this.
So you can just copy and paste these caveat is copy and pasting they sometimes don't work because it does something weird, so I will. I have two screens open I'll type it in, because it's really hard to figure out where in the syntax that got messed up and copying pasting
But just a caveat, just so that you're aware, but it's a this is a good place to go through and look at there's a ton of different
Examples. So you can always it's nice to have that as a learning tool.
And also, I'm going to show you. So I do have the slides, how to create a new one. But I'm going to talk about creating from an existing because I think most of us are going to do that in the beginning.
And if you already know how to do this. You can follow my rules to create a new one with no problem.
So if you come in, you open the med Data Editor. I went to resources cataloguing open meta data editor and I clicked on balls.
So here by little rules they pop up. I want normalization rules. There's a little plus. I'm going to click on that to expand these should be private ones. These would be only for me and I have something in here but it work if I tried to put it in a normalization process later on.
It does not show up. So that's why you want to put in your shared folder so that they exist.
So say I'm going to make a copy of this so I'm like, oh, I need to replace my collection code. I'm going to come in here. I could duplicate this. That's what I would want to do because I'm not going to edit it, because this is somebody else's
But if it was my own. I could go in and edit it, but I'm going to duplicate this and I click on duplicate duplicate
Duplicate and it will say copy of so you know it's a copy of this original normalization rule and you would make sure that it shared you'd have it enabled and I can click Save.
And it already exists because I probably already did this. So I'm going to say copy. I'm just gonna put to just so we can have this
And so here it would come up. So now it's nice because I could edit this. You need to know the syntax. So here's my goal. I want to replace child call call that with child call and the subfield 850 52 subfield K. This is for a holding record.
So,
When true is the condition. So when this is true when this exists. This child call exists in my 852 key k subfield true, then I'm going to replace these contents.
852 subfield K child calls cop that with child call and then I'm going to replace the contents 852 subfield K and I had put these lines in because it was interesting when I tried to do this.
Amy know the shared, you should have access to this as well.
Because there is the normalization. There's different rules in here and there's the OCLC important normalization role, which would be a good one. If you want to use that for an important process for your institution. You can edit and change that.
So when I was trying to do this and I did not have this line. And so I'm going to take this line out, just so you can see I'm going to Control see that and I'm going to click
Save. It's not going to work the way I want.
So,
I now have this file here and it's copy to have. So now I'm going to exit out of here file. I'm going to exit this one. You don't have to save our release. Yes, I can save it. It's already been saved. No big deal.
But you know how I created sets before so I'm going to go and I'm going to pull one of these records, just so I can test it and show you what's going to happen.
And this is what's going to happen, you're going to write these it's either going to fail upon saving saving syntax is wrong or something is not allowing it to save and you'll need to edit it and you'll need to edit it until you figure out what's going on. So,
I wasn't able to get this to work the way I wanted to. So I went to
Actually burst. And I was like, Why doesn't this work. Oops, I hit the wrong thing and it was that one line. I did not have it in which did not remove my second period so many good of my results. And I'm just going to pull out one of these records so we can test.
Okay so made you go hang a salami. That sounds good to me. Okay, so I'm just going to go here. We're going to go in here.
So here's my go hang a Swami, so if I want to open up my holding record because that's not changing in this. I'm going to click on holdings.
Make click on Edit so it opens up in the meta data editor.
So that it opens up the meta data editor. I'm going to click the split screen, click here. Now I'm going to go to my roles so
I now need to go and I apologize because I always have to pause. I feel like it takes forever, but I have to move the chat or I can't see. And then I have to go here and I'm going to click on my shared and here's my copy. Let me find my copy to
My shared folder here. It is the click on this and I'm just going to click Edit to open it up.
Somebody's going here, and I want to preview. I want to see how
This will change in the record because that's what I'm trying to change. So I'm going to click on preview.
And it did not work. So that makes me sad. Right.
Oh yeah, let me make sure Jeanette. Good questions. So we're going to go to that. So we want to make sure when you are doing these
You want to make sure you go to File, you go to options. You make sure the placement of new rule is set, you can set it to local that's no problem. If you want to set to network. You can I have mine set to local and it's no problem.
You just have to make sure that it's in the shared folder to be able to use as a normalization will
So this one didn't work. So I'm going to go back to my normalization rules.
And I'm going to stick this line in and I'm going to click Save to save it and a preview and see if it worked. And it worked. So there was something wrong in my previous script. So I'm going to go back and this was not this line wasn't here so it said replace the contents with this.
But it didn't work because I didn't have the second part of the role in which was saying this is for the child thought with that you want to make sure the collection. The second period was gone. So
It's not easy to learn how to it's not hard to learn how to break these rules, it's just getting used to the syntax and it's really trial and error.
So I'm just going to click if I wanted to, I can just, I'm going to click Save. If I do preview on just show you. So now that it works. I'd be like, Oh, cool. This where I can just click Apply changes. That's if I was doing one record. Right. No problem.
And this record would no longer live
In my results set because I've not changed it. It does not meet the criteria.
Now I'm going to do file and I'm going to save and release. And I have to go find my chat, because I lost you.
So yeah, I'm sorry, I forgot to point that out. So when you want to create these rules from beginning. Just make sure you go to your file. Check out that your option.
And I put my place in the new rules to local but they could go to the network, but I just make sure their shared so I can use them.
So,
I've done a couple of these. I just added them into the shared like we have to remove our scope for this.
Our call numbers are from our periodicals. So another holdings I've mostly don't want to holding records. I haven't really done too many forbid records because most of cataloging is all happening in
OCLC unless it's local fields, but maybe you have a whole set of gifts that come in. You could totally do normalization rule to add a local field for the gifts or any other local field that you'd want
So I would totally I created this rule and I used it from a previous rule that was
In armas examples, and I just played around with it so
I highly suggest just starting to play using existing rules, seeing what they do, just changing the subfield so if you look
The rule. That's the field is a 52 I need to make that five to get rid of a call number because you don't put a five and holdings indicator one
The call number will come up anyway. And then when this is, you know, when true. I'm going to change the first indicator first to five. So I put them in order of importance of how I'm going to set up the role
And if it exists 852 if if the first indicator is zero. The second one, a wild card could be anything. And then I'm going to remove the subfield H and I from
The 852
So it's a nice. It's nice. It works really well. It's really trial and error. So don't get frustrated. Just keep playing with it.
I'm not a pro at writing them yet, but I have learned how to at least navigate and modify them. So don't be intimidated. If you don't know how to use the syntax. You'll get used to it and they can be very powerful.
So the first step to be able to use the normalization rules that you have to create one.
You also
Have to go. So we have the set created, we have the normalization rule that we've now created. Now we have to create a process. So this is requires a cataloging administrator role. So if you don't have that. And you need this to be able to do this you're going to ask. Ask your
Alma admin. So I'm going to go in here. I'm going to go into my configuration.
Go into resources.
I'm having so much trouble a chat today, so I apologize resources cataloging configuration metadata configuration and up here, you have these active profiles. So I want to click on the mark 21 holding
Because that's what I'm doing, if I was doing a mark 21 bibliographic I would use that one.
To my click on the mark holdings and I want to click on the normalization process tab in here. I'm going to add a tab.
Then I'm just going to do this.
And and and I already have one set of tests. I'm gonna call this test, just so I make it different, and I'm going to put test.
You want this test to be active. So you can use it so you don't need to change that you can make it inactive. It's one that you're no longer using
I'm going to click on my next
And now I need to add a task. So I click on the Add task and you pick either for bed and holdings, the mark 21 Baber holdings, you click the mark drool normalization. And now I'm going to click Add and close
And I'm going to click Next.
And this is this drop down allows me to pick the one I want to do so as you could see my copy to is here.
Which is nice. So I can use that one because we just created that. And that was doing it so I can click there and pick it. If I put this in my private folder. It does not show up.
So that's why it needs to be in the shared, you will find it and you also see there's all the other drills and the roles that showed up.
So I'm going to click Save.
And now that has been created. So, that's perfect. That's what I want to do. It's a pretty simple process.
Are there any questions about creating a process normalization process.
So now the next
How do you know which rules in the shared folders are
You, you know, Amy I I know which ones I've created you could create some kind of standard. I don't know. Shana. Do we have a standard on how to name these in our in the shared folder for our normalization rules. Do we have any
Standard. No, no. Not yet. But that's a that is a very good thing that we should think about
Right, because this can get very confusing very fast. So you're. Great question. Thank you Shannon
Yeah, it's this, it does show a house. Um, let's just see. So thank you. Susanna says it's your institution. It shows a house. So let's go back and look at that real quick.
But it does get confusing because there's a lot and you just want to make sure that you are using the one you really want to use so
It's going to my share. Yeah, mine are given a house. So you're right. So Susanna was correct. It's a good way to indicate it but it'd be nice to have some kind of naming convention, so that there is zero confusion because
So great catch. So it's great having other eyes. I love that other people catch things to thank you
All right.
Yes, there's going to be a development correction and they're going to have access to a sandbox. So there'll be sandbox is to use
I would say not in the same way that they're currently is. So currently, every single Alice campus has a development environment and in Alma, we will have five sandbox is to
To use. However, you know, there, there is an agreement that we've asked some campuses to
To agree to so that there is some access to a development environment, but I would say just in general, your access to a development environment will be much different than than Alice and we're trying to kind of figure out the best way to
You know, to handle that, while also
being respectful of patron privacy and other things as we, you know, allow others to access a limited number of sandbox environments. Great. Thank you.
So what you can do. Carolyn is do what I did. You just test it. You make sure it works on the one you want.
And you always I always suggest, keep an Excel file when you make any changes and a job or to a set that you have something to refer back to
Okay, so now I'm going to apply this normalization rule that I created and the normalization process on to. I'm going to run a job, so that this works.
So first let me go, I want to just do this because I knew that I save it, but I want to be 100%. Sure. So give me a second to look at my folder.
Okay, I'm just gonna save it. So I'm going to go into my jobs because I just want to go to my monitor jobs. I just want to make sure that's not my job. I'm going to my mindset.
And I'm going to just take this one because it's smaller set and I'm going to do my results. And I'm just going to export this out, just so that I have it.
Okay, great.
It has 134 records. So the job may take longer than I hope, but I could make that smaller. So I'm going to go here to
Oh, I just clicked on this little export list Jeanette, there's this little export list when you have a when the results come up repository search and I do Excel all fields.
So here I'm going to go to my jobs. I'm going to run a job.
And I have to figure out what job it is, and I know this one. I'm doing a holding records and I'm going to change holding information.
I'm just gonna get rid that obviously didn't like it. So, type in something else.
Oops, I can't spell.
Okay, so I change holding information. So I'm going to click this radio button and I'm going to click Next.
So now this will pull up my set and I'm going to click here, because this is a set, I want to use. I want to do the child call 1991 and I've said it to a parameter that has
As the publication date because we have we have like thousands of these
So I want to apply this only for your libraries to maybe have multiple libraries, we only have one. So I'm just going to do to know library.
And to the collection. I might choose child collection because I know it's all child collection. No problem.
I don't not can do anything with update. This is the parameters, you're going to set. So here is where I'm going to pick my normalization rules. So I'm going to click here.
And it pops up. The first one I have. So these come from my process types. So this is why you have to do the normalization process.
If you don't do that, it will not show up. So I'm going to come in here and I click on my test remove child call. That's what I want.
And I don't need to suppress these from publishing, but if you want the options available. And now I'm going to click next. So you see how all these pieces fall into place right
So now I would look at my parameters. There's 134 yes I want to make sure that I'm using the right normalization, will I didn't, I could click back. I don't really want to run this at all. I can just click Cancel and get out. Now I'm going to click Submit.
It's going to affect hundred 34 records can't be reverse I'm cool with that and say, okay, because again, right now I don't mind what's going on because this is all a test environment in the real world, I'd be a little more cautious about what I'm doing but
It might take a little while to run, but because I tested this it should have corrected all those child called it the 852 subfield K to just child call, which is what is reflective of our labels today.
Well, this is doing all that work faster than I thought.
So here I can go into my history tab again you're doing other stuff, you can always go to admin monitor jobs and click on the history tab.
And here it says it's successful. I don't know why that words. Give me trouble today and look it affected all of them. So now I'm going to go to my little export file. And I'm just going to
Open that up.
Somebody just going to pull out a title because I just want to see what happens.
So I'm doing this behind the scenes. So you're not seeing it actually
Whatever reason it's difficult. So let me go here, it may go a different way and try to get it to open
So I apologize. Sometimes Excel can be a little slow, but then I would go and I'd look at my Excel sheet and then I would test them.
Yeah, there is no other way that I'm aware of, because it does not give me any like some reports give you more information.
Other reports do not. And as you can see in this report.
I just get this information. It's very basic. It does not tell me anything.
Okay, so David says just so happened to create an emerald delete the other day aspect that it's known issue but subfield was goofing up virtual browse function and primo
No, no, you don't have to save it as an Excel file at all to run this. Did you do and create a normalization process.
Because you can't it you know and cataloging, there is this in the menu. I'm going to go into
Monitor sets matter sets.
So good. David, you know, the Excel is only for information so that you can refer back to you know what you changed. You can make sure that the change took place as expected.
And it's for your own information the Excel file is only if you're doing an itemized set and you're importing it in. So here, if I wasn't here to my set which
That probably will be empty. Now let's go see should be empty. Yep. So it's empty. So I'm going to go to a different one. So you see that's empty, but I can keep it there. Not that I expect to have
Them in
It get more because I've changed them. So if I go in here. I go to my members.
And this is going to go down by a little bit because
So if I go into my whoops, I don't think I want that. So there's something from the ellipses. I wanted to show you apologize.
So if you go to catalog sets. Did you try doing that if you do that, it's not going to work because you need to run a normalization process, you have to create that. And then you run the job on that.
Correct Ellen, you're correct, you have you can test one record you can apply the change to one record on a roll. But you need to do this whole process of creating a set
Creating a process and running the job on a normalization roll. So yes, I own that's hundred percent cracked, David. Does that answer your question.
Oh, here it is. Sorry, I'm going to open up my Excel. I had some real
Yeah, the process is really important. So I know we have another minute, but I'm going to pull up one of the records and hopefully it did its job.
So here we go.
This is the problem. If you do a whole set and it changes everything. And then
You've made a mistake. That's why you really want to go in and you want to test it in the normalization rules you want to test one record at a time.
Yeah, so that that in the slides that I created. And I did add, I think it's slide 21 now talks about what the processes the Excel file is only important for itemized because you need to be able to
bring something into create the itemized list and the XL is really more informational it's up for yourself so you can make sure things work as possible as they were supposed to
So if I look here, it worked. So that before was in my list. It had child call.it is now child call as expected. So I would just use that exported set
In the Excel file as a way to verify my changes took place as necessary, because if they didn't share my wanted then have to create another process to fix it because you can't undo a job once it's been done, you'd have to go through a whole new process.
So it is now 11 to one. Does anybody have any questions before we end. I know it's it's a it's a long process but normalization rules can be really fun. So I play around with them.
Yes Kareena
You can unmute yourself and that makes it easier
I believe with an item nice set, you know, I haven't run a normalization rule against an itemized set Kareena
But you would have that file. Anyway, so I let me
Let me test running an itemized set and see what happens. And I will give you a definitive answer. Does that work.
Okay, because I'll do that because
I i
Mean, you'd have to use that for like, you know, go be records or things like that. Or maybe vendor records if you're trying to edit. You want to use normalization rules against them. So I'll tell you what happens to itemize set and I will report back to base camp.
Any other questions.
I haven't, but you can totally itemize it. So if I wanted to itemize a logical set. I'm going to go to admin. I'm going to monitor my jobs.
Oops, sorry. What a good mind manage my set keep hitting them on a one to get a logical. I could go here.
Actually, no. It's the itemized I can
See, that's my is interesting. I didn't make a child said that was itemized I did not know that. So if I went here and I clicked on this. I can click on itemize
And
I would just click Submit.
And now the set type is to itemize and
I'll say, Yes, I want to create a set
So now.
So it's, it's now being it's, I'm going to get an email because this itemize job is being submitted. So, I will write up some I didn't write anything up on that, but I can write up a process on the itemized changing an itemized to a logical. I mean,
A logical set to an itemized because you can't change a itemize to a logical
From any other documentation. I can see. But you can do a logical to an itemized
So we are faster time if there's any other questions, please post in the base camp and we will be talking about work orders on Thursday.
Thank you, everybody.