Maggie McGee: available after.
Maggie McGee: Today we have a lot of different topics to cover the improvements enhancement committee came up with some things that they felt.
Maggie McGee: We needed some information about some sessions to be done, so this is a combination of different topics that the ic brought to our attention that.
Maggie McGee: There may be a gap, maybe you've already done this, but it could be a nice refresher maybe there's still some more clean up, you need to do extra institutions.
Maggie McGee: So let's get started just be aware anytime you can either type into chat.
Maggie McGee: Or you can unmute yourself and ask your questions.
Maggie McGee: So in this session we're going to cover moving items at a technical migration it's an item process status that comes over will be migrated.
Maggie McGee: So we may still have some up there that we need to handle I know it's been a few years, but you know for about a year and a half we haven't been on campus to do a lot of cleanup projects.
Maggie McGee: And then also we're going to have to fight items with the location of negative blown no none and i'm assigned identify the records without inventory and configuring the new minute numerator and chronology and i'll speak to them as a new man cron templates for cereals.
Maggie McGee: First, one we're going to cover is getting items out of technical migration so technical migration, you know it's an item process status that you know when you're migrating there was something we had all so when something and all came over it just didn't have the same.
Maggie McGee: didn't have the same process status, so what happens in migration it gets the status of technical migration.
Maggie McGee: They are still available there in this weird process state they could still potentially be available, they might be suppressed, however, they were in your previous migration, they are they wouldn't be in Alma until you make any changes to them.
Maggie McGee: You need to use this change physical items to be able to get these items out of technical migration and there's a few steps you need to do first we need to know.
Maggie McGee: What physical items have this process type of technical migration, you can create a set.
Maggie McGee: Of these items and then you're going to run the change physical item job to make it missing I know it sounds strange, but this is how we get them out, we have to first mark them is missing, that we have to run the change physical items shop yet again to mark them, not as missing.
Maggie McGee: And that way they will no longer be in that technical migration status.
Maggie McGee: So we're going to jump right into Alma because I like to show live, because I think the slide deck and you can go along with it, but I like to go, as you know, live and to almost as much as I can we're going to be using new paltz to sandbox and we have to use their live.
Maggie McGee: instance for analytics piece because sand boxes don't allow us to use analytics.
Maggie McGee: and to be able to find.
Maggie McGee: Our.
Maggie McGee: region get back into my screen.
Maggie McGee: To be able to find our items and techno migration to do a physical items advanced repository search we're going to click down this advanced search icon.
Maggie McGee: And then we're going to do.
Maggie McGee: A process type and it looks for process type and you can just start typing it in without having to scroll down it's really nice little pop up.
Maggie McGee: And equals and we want to make sure it does technical migrations so you have all these different process types here and we're going to choose technical migration and click search.
Maggie McGee: Now, this brings up every item that has a technical migration status, you may want to limit it by things that are you know not you know the record isn't suppressed, or they be suppressed, and you can do that by going to.
Maggie McGee: Your advanced search click on the plus sign, you can do.
Maggie McGee: Type in suppress there's tech suppress title or text suppress holdings, if I do tag suppress title and click know click search i'm going to have a different result set.
Maggie McGee: Because there's less, but you could just do it all at once, if you know these all these items need to get moved out of technical migration status.
Maggie McGee: Obviously you have them there in your system and you probably want to get them out, but it's always a good idea to review them because maybe there are things that.
Maggie McGee: you no longer have they just didn't get weeded out something happened but, for the most part, you do want to get these out of status.
Maggie McGee: So then, after I do this i'm going to create a query so if this is the smaller set because i'm going to use a subset of this set anyway, but if I want to do the whole set I can just go back, I can close this quick search and i'm going to have now.
Maggie McGee: Over 4000 records educated set i'm going to click weary.
Maggie McGee: weary I just been given name.
Maggie McGee: has just been on what I am records with process type technical migration.
Maggie McGee: And I could put in a description, if I want this optional name is mandatory has the red star I can get to keep it private, but if I was going to create this separate share for somebody else who's going to do the work I would like now.
Maggie McGee: You want to make sure the status is active and click save.
Maggie McGee: So now, I have this set save and what I would do is now use this set to do the rest of my work, but because it is such a load set and we are in the sandbox i'm going to instead use a small subset.
Maggie McGee: Here is it's called the move items that technical migration i'm going to show you the results there's just three it's very small, but what I want to point out here is the process type technical migration.
Maggie McGee: And then it also says item is not in place great so just be aware of these just piece of information.
Maggie McGee: So I am not in place, it could be that it's checked out.
Maggie McGee: And that's why they're not in place but let's take a look so here is my set and now i'm going to run my couch remember have to run this job twice.
Maggie McGee: it's just the way that excellence has told us this is how you have to do it's, the only way to get it out and it doesn't work, so if I click on admin manage jobs and set and run a job.
Maggie McGee: I may do research and if I do you find them, I can do change items, or I can type in items I can't type and change because.
Maggie McGee: it's not in the description, so if I come here to physical items the description is not does not include change.
Maggie McGee: So it doesn't, allow me to find it so you can either search by description or name if you struggle to find it by description try, by me.
Maggie McGee: click on the radio button click next This is where i'm going to select my set you can always search by the set and it's not at the top and can't read it and see it as my step three going to click next.
Maggie McGee: And then i'm going to scroll down to my change general information sexual.
Maggie McGee: And i'm going to come down to missing status i'm going to check this box very important if you want to make a change to any field you got to make sure you check the box across from it.
Maggie McGee: I may change my missing status to missy my condition will stay unconditional that i'm going to click next.
Maggie McGee: here's my job.
Maggie McGee: profile if I look at the parameters and you can see, the only thing that should have this be set is yes it's missing status, you know missing is set to yes status is missing condition on conditional once you just take a review make sure it's the way you want, you can click submit.
Maggie McGee: And then you can click confirm three records should not take too long, so let's do a quick refresh.
Maggie McGee: And the job is already done so, if I come here.
Maggie McGee: I can just look at my report real quick and I know just gives me three missing status, so I know that it should have been missing statics but let's take a quick look go to admin manage jobs and set manage sets here's my set right here, they got my results and let's look.
Maggie McGee: lips and yo I don't have this anymore.
Maggie McGee: Because i've removed them so.
Maggie McGee: it's being so smart, but I am i'm going to do this again because I was being so smart that I didn't do it as a itemize set right so let's go back and do our quick search and I apologize for that.
Maggie McGee: Because I have those missing good thing it's a sandbox I would be able to replicate it because I do, probably by number 24, but I have to go back so let's go back and do this so i'm sorry about that, but.
Maggie McGee: The stage, she gets to learn right So if you are going to do a set like that, and you wanted to go in between.
Maggie McGee: yeah you have to be really careful with that because.
Maggie McGee: You want to make sure you create a set and then we'll do an itemized I will update this because I don't want there to be any confusion.
Maggie McGee: Because normally just run the set on the set again and it works fine, but I realized I did it with it my set so i'm going to just come in here i'm just going to grab this I this item do by barcode on display do by one.
Maggie McGee: So it's by bar code, so if you create a set.
Maggie McGee: So you can do the first set you can create a mindset I I now i'm going to go through this in my head this work perfect, this is what happens so and then you're going to export the set so let's do that, so if I export my set.
Maggie McGee: Let me do this really quick it's gonna be a big steps, let me cancel that.
Maggie McGee: i'm going to do a small set so I would recommend and i'm going to update the slides you have this export the set and then re import it so it's itemized because if you don't do that as you see.
Maggie McGee: I lost my step right because I work in a little vacuum sometimes when i'm working in the sand boxes so i'm gonna come here to my to audio cassettes here and i'm going to export this set out and then i'm going to create a set again.
See.
Maggie McGee: I was being smart it always happens, but it's Okay, if you learned from my mistakes.
Maggie McGee: So, so this is the problem with the sandbox it can be super slow.
Maggie McGee: let's do a search again because I interrupted it doesn't like to be interrupted, even more so in the sandbox so.
Maggie McGee: on my part.
Maggie McGee: i'm going to log out log back in because sandbox has been super the key.
Maggie McGee: let's go back and do my set it's really nice it is nice is if I click there, I have a history that it's there.
Maggie McGee: And it's good my to audio cassettes, and it should have been much more quickly, there we go i'm going to export these out to excel and then i'm just going to import them right back did.
Maggie McGee: Because they already have the barcode it has an identifier I don't need to worry about changing it so then i'm going to come into admin manage jobs and sets manage that.
Maggie McGee: Like ad set click it mindset.
Maggie McGee: You want to make sure we change rewind changes to physical items.
Maggie McGee: And I will update the sides and they'll be all posted in your habit.
Maggie McGee: And i'll update on look guys to and then i'm going to keep it private status active origin will be institution and leaks and that uniquely discovery of contents to from file to set why use my file now i'm going to pull up my.
Maggie McGee: file things like see.
Maggie McGee: And let's just take a quick look that job should be done.
Maggie McGee: yep all done so it's going to make sense admin managed accounts and sets management and now it's itemize and that's really what we need to consider its logical set and we change the parameter the logical set they no longer exist in the set.
Maggie McGee: So i'm going to click here and go to Members and here's my team members technical migration so let's run that job.
Maggie McGee: Good admin nice job oops manage jobs and sets on the job.
Maggie McGee: Now we're gonna do our items major change items gel physical items that carry on that.
Maggie McGee: Here is my set with next.
Maggie McGee: And now i'm going to come down here to put too far.
Maggie McGee: This thing status i'm going to check that box change it's missing conditional conditional click next click submit.
Maggie McGee: That confirm.
Maggie McGee: and
Maggie McGee: job is done click on history tab all is good it's green go to admin manage jobs and sets manage set and now i'm just going to show you it's going to have a status of missing now know what the technical migration now where we do the second piece so to get to run this job twice.
Maggie McGee: admin manage job sunsets run a job or find or change physical items job again.
Maggie McGee: The gun that radio radio button click next.
Maggie McGee: slide set click next.
Maggie McGee: come down to our change general information customising So here we check the box, but we're going to leave the missing status blank this is how you get items added missing keep the condition unconditional and click next.
Maggie McGee: Things like click submit.
Maggie McGee: click confirm.
Maggie McGee: And click the.
Maggie McGee: job is done green let's go take a look at our set.
Maggie McGee: And now the items don't have a process and they're in place so where there's technical migration they're in this status of not in place, but they now become in place.
Maggie McGee: And they also don't have that process anymore so it's really an important piece, because your technical migration stuff is not available.
Maggie McGee: I mean it says items are not available, so people think they can't get them can't access them.
Maggie McGee: And if you don't have this price of process take excluded from being shown a discovery show and discovery, so you want to get these things out of.
Maggie McGee: The process type of technical migration and clean them up so again apologies for maggie's technical issues but remember i'm going to add that extra step into.
Maggie McGee: You know, create the set export it and then create an itemized set, because otherwise we're going to lose our set, and when you run the job, the second time there'll be zero records there and we don't want that.
Maggie McGee: So I will update the slides and you will be good to go up the floodgates so appreciate your patience much.
Maggie McGee: Any questions about that before we move forward Maggie I have a quick question.
Maggie McGee: This.
Violet Price: So, in essence, we need to create two sets one for the missing status and then go back into the second set.
Violet Price: For when we're going to change it to the status that's going to be blank we're not going to make it missing we just gonna leave that change.
Maggie McGee: To one and still unconditional.
Maggie McGee: Yes, so what you're going to do is you're going to.
Maggie McGee: Do a search.
Maggie McGee: And you're going to search for anything with the technical migration.
Maggie McGee: And you can create a set of these, but the problem is they're going to go away once we get rid of our process type, but you might want to have that, to make sure nothing gets stuck there, but you can do a search again.
Maggie McGee: So from here, I suggest exporting this out to current view and then re importing this into Alma as an itemized set.
Maggie McGee: Then you're going to use that item I set to run both jobs one to market missing.
Maggie McGee: And then one to change it from missing to not missing by putting a blank in that missing status field.
Violet Price: Okay gotcha Thank you.
Maggie McGee: you're welcome, I will i'm sorry I you know I tested I did it that way, and I somehow missed that step when I was writing my side so and when we did it, I saw it happens and just won't help you.
Maggie McGee: Because in case that happens, you don't know what happened, but it will be in a missing status, and it will be harder to find if you have a lot of things in missing.
Maggie McGee: I mean you can still find things in missing if I go to physical items process type I can find things that are missing, but you have a huge amount of number and missing will be harder to identify.
Maggie McGee: Again, sorry about that confusion, I will clear it up in the slides i'll even do a little mini reporting to stick into live guide so that it's there.
Maggie McGee: But as you see here, I did add a couple I only added three but there's 134 So if I wasn't paying attention to my records will be harder to identify what's missing in this not.
Maggie McGee: So now we're going to go and check out how to find and I have to go into their.
Maggie McGee: Live instance because of Allah you kick in the sandbox and we can't use.
Maggie McGee: some kind of here.
Maggie McGee: And I know we're doing a lot of different odd topics that maybe don't go together but it's kind of like here's some cleanup things things we can do to and how to identify information and how to make things work a lot better.
Maggie McGee: So.
Maggie McGee: let's go to our site just for a few minutes, so that we can follow along.
Maggie McGee: And we're going to look at our know finding locations that negative one, no, no, so you can find locations from a repository research data review dashboard and analytics.
Maggie McGee: The purpose of locating physical items with the status of non like a location of non or unsigned is because you want to make sure that.
Maggie McGee: You update them to the correct location for maybe they need to be removed from your collection, maybe they are things that you don't really have any more or.
Maggie McGee: You know, you want to we but it's just a way for you by to identify them to review them to figure out what needs to be done most likely if I want to change it to the correct location, that there may be chances where you need to clean it up and remove it from your collection.
Maggie McGee: There are a couple is that you know the couple of values that you can't find doing a repository search better view dashboard analytics so negative one.
Maggie McGee: It does show up sometimes and you're gonna be like what is it it's a structural placeholder it's not really in your Alma.
Maggie McGee: It gets created by Alma to maintain structural integrity of data, a lot of times this is used with.
Maggie McGee: anonymized user ids for loans, I know I have seen it with the physical items and then me that was for resource sharing or something like that so it's not really something that you need to be concerned with no it's an out of the box Oracle analytics filter selection.
Maggie McGee: So it doesn't really have a value in all it's something that just comes out of the box of analytics to just be aware of that i've included this because there's something that the ic was interested in, so why do explain what those two values are and why we cannot get them.
Maggie McGee: So we're good to go and look at all my now.
Maggie McGee: So that we can see how to do this.
Maggie McGee: So if you want to search by location, using the boss of a positive research, you can do an advanced when you click on the advanced search.
Maggie McGee: You could do physical items.
Maggie McGee: You know, physical title to, but if you're looking for items that are the three now have these locations it's fair to do prescribe them to permit physical location.
Maggie McGee: Like Tampa.
Maggie McGee: And equals, and you can select seek see there's this drop down, but if you start typing on assigned it will show up and you can only search for unassigned.
Maggie McGee: doing a repository search none does not exist, you have multiple libraries, you would want to select that and assign location for the multiple libraries that exist, and you can select more than more than one, so if there's more than one library, I can pick that click search.
Maggie McGee: And it's going to come back with 11 titles, so their permanent location is on the side.
Maggie McGee: They only have a temporary location So these are something that I would need to go and look at and be like Oh, I need to update these.
Maggie McGee: Now, again, it could be some you know, even if it's a container record or something like that you still want to give it a real location, we want to make sure that you have an aside location so that's how you can search for unassigned.
Maggie McGee: In.
Maggie McGee: Now, to be able to find none.
Maggie McGee: For.
Maggie McGee: To be able to find none or.
Maggie McGee: be able to find none or an aside doing it from the dashboard now just be aware, not everybody's gonna have their dashboard in their online anymore some institutions took them off because really the data new dashboard.
Maggie McGee: was for data migration information, but this stuff gets refreshed nightly so it's not like the value the information is not valuable it is updated, you can still use it if you'd like its purpose was for migration.
Maggie McGee: But if you don't find it here, then you can find a report I created it analytics to find these.
Maggie McGee: locations, so you could add me i'm sorry go to analytics I apologize, and under reports and again you'll see as many or few reports depending on your roles and you'll come down to data we've dashboard.
Maggie McGee: And if you don't see it, we can ask some beta sign, you will make sure your roles assigned so that you can see, this by compared to my data we dashboard.
Maggie McGee: I can see, I have some innovation and I have some on inside and those were the 11th we just saw her repository search so let's take a look at our none so if I click on location name link.
Maggie McGee: they're going to open up and that way i'll be able to see them.
Maggie McGee: This takes minutes it's not set up to export, but you know you could open up in another browser work simultaneously here's the mls ID who grabbed the mls ID I just Double Click it.
Maggie McGee: Control see to copy it and then I come in.
Maggie McGee: And here's the evidence it compared to physical items.
Maggie McGee: will come up with, let me see if there's a bar code Barclays much better let's grab the barcode but some don't have barcodes to do by mms ID find it, but if you have barcodes grab that coming here.
Maggie McGee: Because, as you can see there's more than one, but you could find it here's my barcode.
Maggie McGee: And it has his current location of absurd and interesting that it says none so you just have to make sure that's appeal, you know everything is okay there's a relocation fair so again it's more like looking at this.
Maggie McGee: Information and see if it's valuable and if it really needs to be changed or if there's any problems.
Maggie McGee: With that.
Maggie McGee: So again, you know if you don't have the data every dashboard of your analytics reports that every dashboard don't worry about it.
Maggie McGee: Because there's another way to get the analytics again, you need to have the walls, be able to get into analytics so that's the beauty ask your arm administrator they will submit to you, so if you go to our analytics.
Maggie McGee: analytics design analytics we're going to go into the shared folders case it's going to open it up i'm just going to log out log back in because, for some reason, once you open up that data new dashboard it keeps wanting to pop pop back up.
Maggie McGee: So you're going to analytics analytics design analytics.
Maggie McGee: And we're going to go into a consortium folder for this, because this is where it's been created, you can just use it directly from there, please do not make any changes if you want to make changes to the report.
Maggie McGee: Save as and save it to your reports folder and do your institution, then you can make changes, because if you make any changes in the we're going to go into the.
Maggie McGee: into the files and when it's under the consortium for Sunni under resource management can make any changes there it's going to change it for everybody, so i'm going to click on catalog.
Maggie McGee: we're going to expand shared folders click on Community spam reports span consortia I could do from here, I can come into the spot, then i'm going to find my Sunni click on expand.
Maggie McGee: scroll down and find my resource sharing our resource management sorry a folder and then i'm going to do the physical location of none in the sign, and I can click edit and I can just everybody can just run this directly for their institution in here.
Maggie McGee: click on results, the default for this one is going to criteria set of results and this gives me all the records that I need to look at and see.
Maggie McGee: If I need to update it so here's the location code that there's no location, no name, so what I might need to do remember that when we saw with the officer, I need to go in and update the location name, sir.
Maggie McGee: So this gives me a little bit more information, and I can export this out by clicking on my export this report and go to format it and click on excel and then it will open it up in excel.
Maggie McGee: For us, and that's lovely but, as I can see here some of these don't have any location code so it's not just give me location codes it's also give me the location name so let's go take a look at Oh, Sir here.
Maggie McGee: i'm just going to go into their configuration it changed it.
Maggie McGee: And let's find it Oh, Sir, because obviously they have this location, because we saw location right it's a little confusing and it has a name circulation equipments for some reason.
Maggie McGee: But that's oh server but he are so this one doesn't actually exist there's no officer with that, so you would need to update it for some reason.
Maggie McGee: didn't give it the permanent location, so it was there at some point and let's take a quick look.
Maggie McGee: I found that interesting that the system is like recognizing it but it's not here so then either you need to add it or you need to change it to a new location, because it does not exist, but for ones that.
Maggie McGee: You know don't have anything assigned to them like the New York read book.
Maggie McGee: you'd want to go take a look at that and then you would need to decide what location, it needs to be in and you would just update you know the permanent location and the item record.
Maggie McGee: And as long as it's in you know it's a new system which it should be, it will be no problem and they'll be updated.
Maggie McGee: Does anybody have any questions about identifying.
Maggie McGee: How to find records using a repository certs using the dashboard or using all my analytics to find these locations that are either unassigned and or none.
Maggie McGee: there's another one that.
Maggie McGee: Here periodical be so there's a bunch so what I would do is, I would just go in by one by one, I would look if you have a location code and go the location code if it's not there.
Maggie McGee: Then I will figure out if I need to create a location code probably not the client needs to just get moved into the correct location code, which will then assign it the appropriate location name.
Maggie McGee: Anybody have any other questions.
Maggie McGee: So the next thing we're going to talk about is identifying the records, with an inventory now Michelle did a great great session on.
Maggie McGee: The resources to notes talked about this as well i'm just going to bring it up, because I think it is very, very important to talk about.
Maggie McGee: The records without inventory because they're discoverable if they're not suppressed, I know in Allah we have a lot of.
Maggie McGee: Previous workflows where you know we read through items we repeat the record and suppressive there's really no reason to do that everything is stored in analytics so, and if you did delete something there is a job, where you can restore it anoma.
Maggie McGee: there's a way to get this information back and there's a way to fund it so and your POs are searchable by the needs that you order on so none of that is gone it's just the different parts and there's no reason to keep.
Maggie McGee: These big records for items, no longer have so the best thing to do is identify these and then clean them up, but there's a few things we need to be aware right.
Maggie McGee: So when you do search for bigger words without inventory we're doing an all title search so let's go in there, and when we do an all title search, that means it's going to bring up is going to electronic.
Maggie McGee: You know and there's a couple of things we can do, we can do searches, so if I do all titles.
Maggie McGee: click on the advanced search has inventory.
Maggie McGee: You start typing has it comes up equals know has inventory equals now, this will bring up everything that's suppressed and not suppressed electronic or physical it doesn't care it's going to bring everything up.
Maggie McGee: So if I click on this, I have 3428 and you can see i've suppressed ones, so if you want to get a little bit deeper into this what you can do is you could then go.
Maggie McGee: Well i'm just want to interview my ones that are not suppressed so tag suppress title, which is up here.
Maggie McGee: But if I start typing I could tax press title equals no because I want to find all the ones that are not suppressed, to start with, to do my clean up because chances are if they're suppressed, maybe their container records are databases, because we need to be careful about.
Maggie McGee: Not deleting container records for standing orders.
Maggie McGee: databases, you know, maybe we we don't have to activate them free resources, but we did order on them, and we want to make sure our appeal was attached to them from the CZ.
Maggie McGee: No problem just want to make sure that you're aware that these are going to come through if they're suppressed or not suppressed is up to your workflows hopefully they're suppressed otherwise they're being found in discovery and may cause discovery issues.
Maggie McGee: and other ADB were to delete the records without inventory, they have to have a close POs POs can't be active, which means can't be waiting for renewal and cannot.
Maggie McGee: You know, not be closed like it's still waiting to be received, so in that case you need to make sure they're closed if you're really not getting them cancelled if they got canceled the orders coming through.
Maggie McGee: So I did this search and these are the ones that are not suppressed so there's some things that I do first you're going to do your search and you're going to find them now i'm going to export.
Maggie McGee: My set because i'm going to create an item I set.
Maggie McGee: So i'm going to excel this out because I want to create an item I set you create a set here that's no problem, you can create a set because we're not going to add inventory it's not going to.
Maggie McGee: create any issues right.
Maggie McGee: But I like to excel this out because I want to review these, and I want to look at them because there may be ones that i'm going to.
Maggie McGee: not want to delete, then I have this excel spreadsheet I can delete them from my excel spreadsheet and then I can be important as an itemized set is review and i'm going to show you my cell real quick, so you can see what i'm looking at so here's my excel.
Maggie McGee: Now it's very interesting because they have a lot of unknowns in here i'm not sure you know, maybe things got really good I don't know why there's unknowns maybe they migrated that way.
Maggie McGee: But there's a lot of things, so I would want to look at them, what I want to point out, is once I really like to take a look at you know some movies curious and like.
Maggie McGee: We look at orders here's ones with orders, you know there's still like orders are they still active do I want to look at them.
Maggie McGee: So you have to figure out how you're going to review these what's what you're going to look at you may just be like.
Maggie McGee: They have no inventory and i'm doing a quick search announced today that I know my container record titles they're not on here, I know my databases they're not on the list, and you can blow them away.
Maggie McGee: But you want to go through them, especially the first time to make sure that there's nothing on this, because this one, the first one had inventory we go back and look at our search really quick.
Maggie McGee: Sometimes Allah searching, just like recently I know some weird search results, it does have this inventory not really sure why the school was included, but for some reason it the search did not find the inventory here, so if I was doing the search I would do like okay.
Maggie McGee: I need to delete this one, because that hasn't been torn I don't want this be deleted, and then I would come and create an itemized set.
Maggie McGee: So review is really important, I know it'd be really nice to just say Oh, it has no inventory let's just get deleted all it would be so fabulous if we could do that, but the fact is, it does take data review and time.
Maggie McGee: To make sure you're not deleting anything now worst cases you delete something you shouldn't you can restore it.
Maggie McGee: Because you can go into Armor in the analytics and you can get the mms ID and then there is a job that you can want to do that so it's not the end of the world.
Maggie McGee: Or you know you can recreate what you need to and what's nice about is, if you accidentally blow it away.
Maggie McGee: It brings it all back so anything associated with the appeal well etc it all comes back and same thing is, if you actually had physical inventory, they would bring back the item records of golden record, etc.
Maggie McGee: So the next thing I would do is after I reviewed it I would create an item my step because chances are you going to delete stuff off that list that you don't want to get rid of so to do that, you go to admin manage jobs and sets managed sets.
Maggie McGee: Come to accept accept click itemized.
Maggie McGee: And then I would say, you know what I already created one, but like.
Maggie McGee: And I would come here and i'm just going to upload the one we just did i'm not going to do anything that.
Maggie McGee: You can keep it as all titles, because they are all titles, if you do another search a pipe will not find them there's no they're not inconsistent inventory so they're not concerned physical.
Maggie McGee: And they're not considered like electronic they just there's just all tie those private I can keep the yes unless i'm sharing this.
Maggie McGee: Keeping it active i'm going to select my file here on the icon and i'm just going to pull up this one just for purposes i've already created one i'm going to click save and now this job, will you know RON do I take a few minutes.
Maggie McGee: And it goes to you here's my.
Maggie McGee: I want to make sure I actually bought them up, because I know I did but let's go back okay so i'm going to come in, look at mindset i'm going to create a real set because apparently.
Maggie McGee: holly and testing did not do this so i'm going to bring up the other ones so it's going to to.
Maggie McGee: And that's going to be the big one, I just wanna make sure that's the one I just created, so it is i'm going to create another one real quick decisions much smaller, in a sense.
Maggie McGee: But I did it but i'm saving it to show you so jump the gun.
Maggie McGee: And i'm going to select myself.
Maggie McGee: Acting in a manner, my jobs, I just want to see and that's all done so that's nice so it's good our Members managed sets to be the top one.
Maggie McGee: And here's my members so now i'm going to delete these because once I have done this now i'm going to delete it now that said had more than two in it.
Maggie McGee: But like I said there's probably something very bizarre going on, because there was a ton of unknowns in here.
Maggie McGee: And it was probably something about the refresh like there was something about the data didn't get the proper.
Maggie McGee: But here's two so we're going to delete these and the next job i'm going to do this is how you get it you go through find your records without inventory.
Maggie McGee: You can view them know you can create a set export them, however, you can review it I find exporting it and then deleting things I don't need from excel and then creating my item mindset and then coming in and deleting this.
Maggie McGee: So, then, I go to my admin mesh jobs and sets run a job and i'm just going to type in delete because it's delete bibliographic records and click next after we hit the radio button and then here's my delete no inventory per session that's a set but next.
Maggie McGee: And you recommend you to keep do not delete it related to other records unchecked on delete also car inventory resources.
Maggie McGee: You can check or uncheck it if you run the job, and you find some didn't get deleted it's because that should have been checked for the most part, they will get deleted, but occasionally it doesn't so let's see we're going to click next.
Maggie McGee: And they click submit.
Maggie McGee: And then click confirm so just deleting to this should be a nice quick job.
Maggie McGee: And, as I say that it will take its time because it's on this, the sandbox.
Maggie McGee: there's four sets again.
Maggie McGee: And because it's itemized they're not going to be there because they deleted them their logical they wouldn't be there, either because I didn't get them, so we know our job was successful got rid of our big records.
Maggie McGee: Any question about.
Maggie McGee: inventory.
Maggie McGee: of records without inventory.
Maggie McGee: know so Dana if there isn't nz icon you know I mean just you can delete that don't worry about it with the job you don't have to worry about copy to catalog.
Maggie McGee: don't worry about sending me a report of nz reference to delete if there's no holdings, because what happens is once a month once a month I go through.
Maggie McGee: I run an identified job to find the records without held by institutions, and then I delete them if they're older than like six to eight months because I don't want to delete anything that anybody is.
Maggie McGee: adding to the network so from real time acquisitions and I want to give them time to be overwhelming to the nz and receive those items so there's no different process if they're linked to the nz it will it does all that work for you behind the scenes.
Maggie McGee: you're welcome.
Maggie McGee: Any other questions before we get to like a new thing RON and I think in human chrome I should have had it every session so.
Maggie McGee: If I don't get through everything I think I will do a new song session but we'll see how that goes okay so we're going to talk about in Newman from i'm just going to jump to our slide deck again because I have some good visuals on this and I want to be able to use them so.
Maggie McGee: it's mine.
Maggie McGee: So i'm going to configure enumeration in front of new brand so you need to have in order to do this configuration, for your Prime you need to either have repository administrator Kellogg administrator or general administrator roles.
Maggie McGee: The default description template is used when generate description is click when you're receiving continuous titles, if no other description templates are configured or the ones that are configured don't match.
Maggie McGee: What you have because maybe the neutron doesn't match the description templates that have been created.
Maggie McGee: And if it doesn't it will it will do some weird stuff so before configuring description tech.
Maggie McGee: templates compile a list of serial description to use that your library, so you need to like figure out what, what are the potential human prom templates that you need to create.
Maggie McGee: And then you want to make sure punctuation spacing are all correct for your institutions policies when doing this because.
Maggie McGee: There is like a standard, but you know, some people don't do any spacing spacing you know some you know semi colon some dough you know it all depends on your institutions policies, how they have done it.
Maggie McGee: But just want to follow our practices are done for you.
Maggie McGee: And I put this little screenshot up, but what I mean by luminary show from so like integration is the first level new ration be second see 34.
Maggie McGee: Six there's a couple more, but I didn't include them and then chronology is first level J a second case third Ellis for, and this alternative number numbering scheme and V is issued.
Maggie McGee: And I just want it, because not everybody hear me work with enumeration and chronology and maybe you're somebody who's doing this configuration for somebody and you don't know what this means.
Maggie McGee: So for an example of a serial that comes with volume number of volume number year month and day.
Maggie McGee: volume would be enumeration a be the first level number of the enumeration be the second level year would be the chronology I will be the first level.
Maggie McGee: Month would be calm J second level day concave third level and, for example, to if you just have number a year, the number would be would be first level and then chronology I will be first level and I by accident I typed in be so I will update that on the side, as I see that because.
Maggie McGee: Then.
Maggie McGee: I need to update.
Maggie McGee: i'm sorry, did you view these, but you know when you look at these long enough you're bringing processes things so prediction patterns use numeric values to represent months and seasons out of the box mama so so January say oh one instead of cabrio to etc, and so forth seasons, we know.
Maggie McGee: will be 21 for spring 22 for summer 23 for fault 24 for winter, so this is how they get represented in all.
Maggie McGee: Now there's a lot more to Newman Kron i'm just giving you like a short condensed version, so that you understand.
Maggie McGee: have enough that you can create these are the person coming to you if you're not doing these yourself and you're not in tech services or bid services or resource management, etc, so we're going to click on configuration click on resources go to general come down to description templates.
Maggie McGee: Now there are some created, but not all of them, so i'm going to create one and i'm just going to bounce out there, waiting to see how it looks right now, so if I go to acquisitions go to receiving an invoicing and go to receive.
Maggie McGee: And I click here.
Maggie McGee: To see but i'm going to cancel it, some of them are similar but here this one has volume number here, and if I click duplicate everything looks great and I like say it changes to buy him out and i'm just making stuff up actually be like fully.
Maggie McGee: To.
Maggie McGee: just making stuff up, so I really don't know and let's say it's.
Maggie McGee: too good now see how this looks here, I could generate it's going to look really wonky it's because it's using that.
Maggie McGee: description template default that they have set up in the system and it's looking for other information, so it duplicates the year.
Maggie McGee: And it's still looking for other information, so it doesn't have all the information, so it doesn't work right.
Maggie McGee: Now, if I didn't have a new man cron setup not a big deal, I can just come in here edit this I could type it directly in here and click create and receive and not click generate that's a way to work around this.
Maggie McGee: But we're talking about how to set this up, so it works right so let's go set this up and make it work right some click cancel and i'm going to jump back into configuration resources general.
Maggie McGee: description.
Maggie McGee: Because I don't have the screen setup instead of choosing this description one down here, which is looking for.
Maggie McGee: Your month so it's looking for volume number your month and that didn't have it just have year right so look at goal i'm going to call this.
Maggie McGee: And you don't have to put the description, but i'm going to put in the description.
Maggie McGee: Like how to display because that's how they have it to split so first I do that and now i'm going to add my parameters so i'm going to add it so that the new May.
Maggie McGee: And it's here because I used it before i'm going to select is not empty because I don't it says, I want this to not be empty, because this is first let's look at parameter then i'm going to click at parameter, you can do this for each one that you need to do a newbie.
Maggie McGee: Is not.
Maggie McGee: To get parameter.
Maggie McGee: To get parameter again, do you cry I.
Maggie McGee: not empty.
Maggie McGee: Look at parameter remember this is a new may and be con I, so I only have these three to worry about.
Maggie McGee: And then i'm going to come in here, so my prefixes this is where I can put in the volume the number bracket spacing if I want to so for this one on the volume, the period.
Maggie McGee: Then I will select a new May.
Maggie McGee: Nothing with the suffix but if I wanted to space here I would hit enter but they don't do spacey they do cool.
Maggie McGee: Then i'm going to do number and Oh, the period.
Maggie McGee: select a new baby.
Maggie McGee: and
Maggie McGee: i'm going to leave that blank not gonna make a space and then for free effects for this one i'm beginning breath in parentheses starting breath.
Maggie McGee: come here to crown on an end parentheses, and then i'm going to click save so this takes some tweaking right, we want to make sure, because sometimes people want spaces, if you want space you just hit enter and that will give this create a space in it now i'm going to click state.
Maggie McGee: So when I click save.
Maggie McGee: I might want to move that all the way up to the top, because what happens is it's going to go through this rota and it's going to go in first one, it matches on it's going to use.
Maggie McGee: So let's give it a try and see if I receive it's going to do it at once we do, I have to adjust it to move it so if I got acquisitions.
Maggie McGee: receiving an invoice receive.
Maggie McGee: come to this fine, but then proceed.
Maggie McGee: You might duplicate.
Maggie McGee: and understand change that.
Maggie McGee: support this is what we would typically do.
Maggie McGee: So to come in here and then i'm going to click generate and it worked the way I wanted to.
Maggie McGee: I wanted spacing because that's how we do it instead in our institution those spaces would happen, but that is how you can make it work, I just want to show you sometimes if you click duplicate here.
Maggie McGee: In January, it worked fine you find it does anything weird it's probably just some weird glitch but that's how you get them done now again you have to do this, one by one, each pattern and let's go back and take a quick look.
Maggie McGee: And like I said, if we go back let's just take a quick look here, I want to show you one with.
Maggie McGee: A month, so I already changed this one, and I do have instructions on how to create this so say you wanted to have instead of the.
Maggie McGee: The number display you want to be, you know everything display properly there's a way to do that, so if I do duplicate but if I click January here, I have this configured.
Maggie McGee: And it's stopping at this point and i'm going to tell you why because I didn't put on K is empty or something like that, but if I change this to oh eight let's see if it will do its job.
Maggie McGee: And that does, because what happened was they went through here and it's like this is an empty, this is an empty, but this didn't match the rule I had so it went to it went down in the proto but once I changed the chronology 208 because that's a normal language for a to make the month.
Maggie McGee: It will do that and if I typed in.
Maggie McGee: I guess it will default because it doesn't have that information there.
Maggie McGee: And i'm going to show you that really quick because there's a way to get it to display is is you know August and Sep numbers it's a really kind of complicated way you have to do it for each one.
Maggie McGee: But let's go into here, so if I went instead to my resources and i'm going to change that really quick just to get some sample template i'm going to go down to this form and i'm going to say edit.
Maggie McGee: And i'm going to add parameter.
Maggie McGee: On K.
Maggie McGee: is empty.
Maggie McGee: And let's go back so I just show you that it's really important to look at this.
Maggie McGee: When you do this so when you create them you what you can just i'll show you really quick, you can see how it's going to look in there.
Maggie McGee: But I also like coming in here and seeing what it's going to actually do because sometimes it doesn't do what you want it to do so if I click generate it does this weird gobbledygook.
Maggie McGee: But because of that rule has oh eight as August it doesn't recognize it so once I do it, it does that so let's take a look at what I mean because you're probably like maybe, what are you talking about.
Maggie McGee: So let's take a quick look into resources descriptions So you see if he can refine these So if I come in, look at that and I was looking at August, I want to show you this role, and you can see, I made one for January through December, this is so.
Maggie McGee: I could get the month display so what happens is I do the same thing I created a I read how it's going to display I do the new may is not empty is not empty new prod is empty crime K is not empty.
Maggie McGee: But crime J equals a, and so what I do here is, I put the same thing I put my volume here select a new a put my colon number new be that I put nothing put my bracket crown I.
Maggie McGee: Put a colon then for prefix I use August I don't put in a cron J because i've defined crime jade to be oh eight, so that it will represent as August and that's what shows up.
Maggie McGee: And then suffix in parentheses now you have to do this for everything, I do have instructions in and growing up the good guy and he had his.
Maggie McGee: Information and I have a link at the end for this from X leaders documentation and I will tell you I tried to figure this out in 2019.
Maggie McGee: My brain just couldn't process it and I finally figured it out last night, when I was working on this, because i'm like I need to figure this out and what the big piece was you do not define.
Maggie McGee: Whatever field you're creating the value for the month you don't to find it here, and you put that month value in the prefix prior to the next New York crime that's being used that really once I figured that out, I was like I can't believe I struggled but sometimes you.
Maggie McGee: Just can't get it from the documentation, but hopefully that helps you a little bit.
Maggie McGee: But the reason this one was that the this the template was going to.
Maggie McGee: The other one when I did had eight instead of a week because it's defined specifically as oh eight was because this did not meet the criteria, the next one that met the criteria.
Maggie McGee: Was this one that I just created because I didn't say in this until afterwards that concave is empty because I didn't say pran K is empty.
Maggie McGee: It defaulted to that, but if I want to view how this is going to look, you can do it right here and click show template.
Maggie McGee: And it will show you here's a new may here's a newbie here's chronology it will show you how it looks so you don't necessarily all have to leave here to see that it's got the pattern you want.
Maggie McGee: But it's very helpful to go into the receiving workbench and don't really receive it just cancel it, I always go in I pretend i'm going to receive something, but I cancel it because it's just helpful for me to see.
Maggie McGee: Because I want to make sure that it is actually going to do what I needed to do.
Maggie McGee: Does anybody have any questions about which.
Maggie McGee: You don't be surprised that you may not want to ask Valerie has to process that.
Maggie McGee: And i'd be happy to do more in depth, a new micron session but I kind of just do an overview, so people needed to get these configured they have a starting point.
Maggie McGee: So last thing before we go, I just want to share at the end of the slides that I have some different sls information about the different Migration Information and i'm actually verse documentation, so I will update the slides and I have to apologize that.
Maggie McGee: i'm in the beginning, the first one, I will update that so you have the workflow.
Maggie McGee: got confused myself and everybody else in the process, but hopefully I was able to make it more clear and everybody has an understanding of all the other processes now again if there's any questions you can reach out to info.
Maggie McGee: At slickly.
Maggie McGee: dancers.
Maggie McGee: And you know we'd be happy to answer your questions.
Maggie McGee: I hope you all have a great day, I will update the sides, and they will be updated by the time the recording and the transcripts are done for this session, so I hope you all have a great day and i'll talk to you soon, thank you.