Comes up. Great. So the recording started today we're going to talk about how to create sets to be able to flag them as don't publish, so they're not going to be published to OCLC
Some of these might be a little repetitious because if you're in the session on Tuesday for the campuses that did their publishing profiles themselves.
I talked a little bit about this, but I feel, you know, it's important to let everybody know and repeat this information. So during migration all the records were published were flagged published
So they will offer to publish. OCLC so the configuration changes. I spoke about on Tuesday, and that I am doing for the campuses at SUNY setup, it will
Not publish electronic resources and it will not publish anything without OCLC number so that that's nice but the best approach to making sure things don't publish. OCLC is by making sure they're not flagged published bit. They should be flagged don't publish
So when you create when you create a new order or if you create a brief record any new record in your institution will get the flag published so if you happen to know there's locations collections.
That you do not want published to OCLC maybe consider within the workflow to have the catalog or when they're looking at the record doing holding record information, maybe local fields that they just go into the mark editor and and they change the flag from published bid to don't publish
Just like I said you could do an empty editor, one by one. But of course, if we have a large, we have a large number of records. We're not going to want to do that.
So there's ability to create sets and then run the job on those sets to change the flag to don't publish again. You could also use this job to change them to publish it as well.
Or if you have local holdings and you did a set on those, you could then flag them all to publish your local folding records. When you are ready to do that.
So when a record is flagged don't publish
The leader of five is set to D, which means delete. So this records not going to be published. OCLC
Now I on Tuesday when I went to go look at the record, I was expecting a d to be in the leader of the mark their record, but it's not. And I asked like sleeper is like, and they explained that the DEA is added to
The exported Mark record. It is not actually updated in Allah. So if you don't see that flag change. Don't panic. It is being changed when it's being exported to OCLC
So what happens if you accidentally
Published records. OCLC and you're like, I really didn't want them published, it's fine. You can just change the flag when that publishing profile job runs it will be updated to don't publish them it will be unpublished the next time. So you're holding from OCLC would be removed.
I got any questions about how the flags behave in Alma at this moment.
Great. So this is something really simple. So I'm going to jump on my slide real quick so
When you want to look at how what the records look like, right, you're like, I just, I'm wondering if this record is flagged or not, it's easy. All you have to do is click on a title.
And it's going to say up here export World Cat, it will say publish bibliographic record or it will say don't publish. So it's a nice easy way to look at a record and see if it's got the flag on it, it is without having to go in the empty editor.
So, and the CZ record. They just want to make sure that you're all aware, they all do say publish them.
But they will not be published to OCLC because we did not create an electronic data same publishing profile anoma now if you had done that you set up a data center collection in
OCLC then they would potentially be published, but we have not done that. So we even though their flag published because they're not going to. And if somehow they snuck in.
Hopefully the changes in the OCLC data sin collection. If you're an institution that's not going to publish electronic resources to OCLC it would catch those if for some strange reason, they got through
It's so easy in the Metadata Editor. Like, so I'm just going to just show you all real quickly how easy it is.
To just change the flag.
If you were doing it individually. So
click on edit or you could click Edit record if you were back in the other screen but you go into the MD editor of the
Graphic record you click on Tools, you click Set management tags. Go to export to World Cat, and then you would want to click don't publish and then you would save and release the record.
And all would be good and and you could also flag record to be published. So maybe something wasn't going to be published. So maybe you're on order records you would decide
I want to make sure part of the ordering processes that I'll go into the Metadata Editor and remove the flag, so they don't publish so people don't know. I have this record yet.
And then when it comes in, it can be part of the process with a catalog or potentially I'm not. I'm just putting out hypothetical here.
To flag it to publish. Once you receive it, so that way you're not getting requests for things that you may not have at that moment in time.
But, you know, we talked about says, I know they've been spoken about, again, but it's nice to just talk about them a little bit. There are two types of set we can create NAMA, the logical and the itemized logical
Are dynamic. So every time you click on the members of that result, the results of that member set they update and they get refresh. So if you
Added or withdrawn items that set will either grow or shrink it will be dynamic now I am. I said, on the other hand, are not dynamic or static. They are what they are, whatever the file is at that time. That's what that said is going to be like
Now in order to create in order to run the job that will change the flag can publish bid to don't publish, you need to make sure that you create a set on the title level. So that's very important.
Are there any questions so far.
You can always unmute yourself or just type into chat.
Now the, I think the hardest thing to do is try to identify what bibliographic records. You don't want published. OCLC so this is going to be an institutional decision.
You're going to need to decide what you do and do not want published. OCLC and then you will create sets to unplug them from published bid to don't publish
By by these parameters. So just some ideas or maybe your, your campus doesn't do ebooks or journals. They don't publish them to OCLC. You don't want your brief levels that don't have OCLC numbers in them, where you just don't want brief.
You know bids that are in your eyes z for, you know, random things that are just institutional and they may be computer equipment or anything else. So that nature that those exceptions that live in the Isaac.
So you could always do that. And I just put this little note in here. So the network zone if you're if the record is linked to the network. So the brief level of a one is assigned to brief the records.
And this should also catch most vendor records that are not full cataloging as well because
As well. So they tend to have a brief level of a one, you can search by brief level in in Alma so
You know a way to maybe identify things or when you're looking so the brief levels were based on OCLC
They're on their, their level, you know, cataloguing levels. The same thing in the network zone. And you can always apply these to your
Campus as well by copying that brief levels and then you have to run a job, but that's divergent as going far off topic there but you could always
I could post about that to base camp, if you'd like.
So another thing is you may not want to publish proprietary vendor records and you may not be allowed to buy be part of your contract. So those were things. Those are the records that you'd want to make sure that you change the slide to don't publish
Now we're going to talk about creating sets and I'm gonna pop out of here. So you have any questions please feel free to unmute yourself and ask
So there's some quick quick ways to do some big searches in online. So you could do physical title electronic title all titles keyword or title. And if you put in an asterix
will pull up your holdings. It takes a little bit because it's trying to retrieve everything but it's nice because it will then give you a good snapshot of your collection.
So you can maybe attack sets this way and decide by resource type how you want to do this and you could look at a resource type me say oh book electronic I do not want to publish
Any electronic records. Now, here's what's interesting is that a search here would be very different. If I didn't all title search
As well my results might be very different. So I suggest if you do. Um, so I'll just show you really quickly. So you see this 174 but if I go and I do and all title search like this.
The results can be dramatically different. So remember that would only retrieve physical items, it would not retrieve any resources of that nature that we know
Certain catalog records is just looking for physical records. And so you can see my book electronic is way bigger because it's also going to be including things that would be into that are connected to the CZ
But this is just so that you can understand that you'll want to play around with these sets and determine what is accurate and looks good for your institution and how you want to attack this. So say I want to make sure
That these maps that are electronic I don't want them to publish, I can just click on that, it will bring up my group of records.
And what is really nice is I don't have to create a set, I don't have to think about
narrowing down the resource type, location or anything like that. And you can see a lot of these are connected to the CC and you're like,
Hey, I'm not really worried about the CZ records so much but you couldn't including them wouldn't hurt. So that's why maybe the physical titles would be a better approach or when I get to showing you advanced titles, but all you would do is click on this export list.
And you have sorry now export lists are you just save query this as simple as it is. From there, you don't have to do any crazy fancy footwork. You don't have to think about what parameters you want to use. You can pull it up this way and you would give it a set name.
And this is the only mandatory field is set name.
So make sure that you give it something meaningful, because this is what you're going to see when you look at sets, not the description
What is good is about a description. It is useful in case you go look at the set details and you want to know why you create the set
So these records won't be published. OCLC you can keep it private. If you're the only person who's interested in seeing them otherwise I would flag it as know so that in case somebody else need to look at this record.
You want to make sure the status is active. And you can see it's a logical set. So anything that gets added or removed will be reflected in the search results. However, that doesn't mean that
Once you've run the job. It's going to change the flag, you'd have to run the job again on the set.
So these sets are really just to grab the bulk main of them right now. And then when you get ready to you when you get into the flow of your workflow.
You would know what records. You don't want to publish and maybe an ordering or on receiving you change the flag. All I have to do is click Save.
That's how easy it is to create a set, very simple. So I'm going to show you some more advanced sets besides looking at either physical titles are all titles.
With the Astor
Because that that's just like a wild card so let you see everything.
It's just a snapshot and maybe a way for you to
Do it quickly. I would probably not catch your brief records are suppressed records. So, another one is so
Maybe your all your suppressed records are things that you don't want published. OCLC maybe there and you know record you created for payment that haven't been linked to the CZ yet or use for other reasons.
So we, we do. I'm going to do a physical titles advanced search and I'm going to change this. And I'm going to go to tag suppressed, is yes.
And I'm going to say is linked as know so i don't want anything that's linked, so maybe these this is how I can determine their eyes he records. They're not linked to the network zone.
So I would come here and then I would say is linked and you can see they're up at the top, only because I've been using them a lot. If not, you would just go to title and you would scroll down and you would find them all here.
So,
So is linked is here.
And then what I'm gonna do is I'm going to use process type is empty, and I'm going to explain why. So process type as empty is because resource sharing records.
Get suppressed.
And they
I would hope they are all linked to the NZ but just in case or not.
The posh process type, you would leave blank because otherwise I'll show you with the process types are so if it's blank. It does not have any of these process types.
And resource sharing is one of those. Now I have to remember where I found the process type which might be under items. So just give me a moment.
Process type. So these are the process types of the item right so resource sharing is
One of these resource sharing request. So if you leave it empty. Um, it should not catch anything that has a strange resource, but, um, let me just
Should be able to be empty. I'm just going to leave a I forgot to do this and I'm going to do process type
Is empty. So now it would be there and that way when catch any of those process types that are for item records and then you can just do a quick search
And these are in the slide I gave examples like a more examples and you'll probably wanted us, but I just wanted to give you ideas of ways to approach and find records that you might potentially wanted to change the flag to don't publish. So you can say there's only 19 records.
I know that. So there. These are mostly subscriptions. These are things that are paid upon
They're just records that were used that way. And again, I don't ever want these publish. So I would just do click Save query.
And
Do this.
I'll do
Records.
Always have a name.
I need to be able to spell to
So these will publish. OCLC I'm going to leave it as private yes because I'm going to post these out, but maybe I'm creating a set somebody else on campus is going to run the job, then I would need to make sure I said it to
Know, by just leave it as. No, it's fine. And then I'm going to click Save.
It has been nicely those set has been nicely added to make sense.
And now it's like a big one like how do I find this. Are there any questions before I go forward. Sorry.
And I know sets have been talked about a lot, but some of the ways to try to find the exact information.
Can be a little tricking and takes refining, so I had to figure out for the next one on the time about how to find physical titles without OCLC number
Me, you would think that would have been really easy. Right. But it wasn't. And I'll show you why.
Only be I figured it out for you all. If you haven't figured this out. You don't need to worry about it. So if I'm doing a physical title search and I do other system number two on the title because not up top.
Here's my other system number and I'm going to say not contains phrase, or you could use keywords for me. The OC mo LLC for him.
I was asking my brain, how to figure out how I could find records that don't have an OCLC number, then I'm like, Okay, I want to see what's not linked. Now, you could just do this. Let's do it without being linked and see what the search what I get.
So you get 1892 records. That's a lot of records.
And if I wanted to go. I could look at the resource type and the most, the most. The biggest one is are his books physical
And I would have to look at these because after doing this search. I'm like, I don't know why all these records are
Suppressed up top. I'd have to investigate that. So when you create a set, you want to go in and look and you're like, Well, maybe I want this as part of a set, maybe I don't after you've created the set and you can always edit the set once you've created it.
Thanks. Carrie, if it wasn't easy.
Believe me, carries that I'm making it look easy. Yeah, it's only out of trial and error and asking actually verse sometimes for help.
So I'm going to get a very different set result if I say is not playing. So I'm just going to do for not linked
And click search.
So actually the number didn't change. That's good. So I would just easily save this query as well because they don't contain it. And again, I'm not going to
Take the word for it. So I always look at the records. I'm like, doesn't really not having OCLC number. Why does not have an OCLC number, what is going on.
And it doesn't. It has a DLC number. So in oh four. Oh, it has an olive system number and has, you know,
The record you know it came over from all it but it doesn't have an OCLC number. So I would want to cruise these, I want to make sure my set is accurate. I wouldn't just take for granted that the sets.
Have no issues, only I mean they shouldn't they should give you the results they give you, but I like to double check. So if I save this query and I will show you. I'm just going to save it.
And and just, you might make sense that combine think get the some similar results, not all the same. It's okay. Because if you fly to don't publish and you run the job again on it and says don't publish, it's not going to do anything or it should not do anything.
All right, sometimes hard to type and talk at the same time.
So just remember us wanna give it some description just a nice, you could always make a note, if you really needed to. And I'm just going to click this, so that's like another cool set. Um, one other one that I thought was
Fine, if you could also say, I also don't want records from
The
CK be I don't want it from the community zone at all. I just, or maybe I want
And I want those, you know, things that don't contain OCLC numbers. I also don't want them to contain any records from this network zone. So I would, I could do this, and I could do it all titles, because
The CZ as electric electronic titles, so it wouldn't catch those in the physical title search and I would still do that other system number and that not contains keyword do that OC LLC, and then I'd add another one. And then I would do it for the CK be
And I kept inverting this so I was getting really bad results until I realized what I was doing.
And I would just click search. So this would then say, okay, it's going to retrieve records that don't have either these numbers.
And it brought a lot more records, but it's probably because there is no
Record in here. But since we don't have to worry so much about the see became members. See, it doesn't have that it has this I map number, since we don't have to worry so much about the CZ records. It's not that
Important, but I just thought it was a fun thing that I was playing with when I cross the way
Any questions so far.
And then you know how to talk about brief levels so so you can do by refill those. Now if you do know, like say you have vendor record you can say contains phrase.
And whatever the vendor vendor initials begin the old 35 I don't have any for Oneonta to test with but if another campus. If you did, you could just say contains phrase.
And you could search by whatever that vendor puts in their own 35 instead of OCLC and you could do a search that way so that you can then pick out your proprietary vendor records and pull them up.
So right now I'm just showing his, his stuff. These are records with OCLC. These are all titles that's including everything. So I would want to do physical title search. I don't believe need anything in the season.
But I might want to limit stuff that are electronic from. So if you're doing it for electronic records, you would probably want to do that as well.
But it's still a huge set because of a lot of our records do have OCLC numbers. So that's, that's good. But if you had a vendor initials and you know 35 or whatever they put their to identify them, it would just bring up that result. But again, look at your results. Just don't take
Don't take what comes up without viewing them. It's always good to check your data and make sure you're getting the results that you really want
And this I can always just go in and look at my record.
Which I know this one was just added and I wonder why that that's probably why it's very up on the top because it was just added to the collection. So you can see that. OCLC exists. So if it was that proprietary vendor code, it would exist as well.
If that's what you're researching on
So if you want a new brief levels, you can do that as well. Brief levels are kind of interesting. So I like them.
It's, it's just a nice way to, like, you know, it's another way I could look at brief levels and I can do something where I could do
Oh, let me just see title bibliographic level long one. So I was looking at through the what's in the equals in the contains value, and it was different than what I expected. So I knew I put in the wrong thing.
So if I come here. There's a lot of options. I can be changed keyword phrase greater than, less than, less than equal greater than equal. So I'm going to do less is less than or equal to 10 because 10 is the highest everything else flows under it.
Then I could come here and I could say I want to know any records that don't contain and OCLC number that have a brief level of 10 or lower, you would probably grab all these anyway you did the other search. I'm interested
But I just wanted to give options. So if people were getting weird results or they wanted to try to get better reports they have different
Ways to look at everything and you could do is linked is no or I'm going to say no or you can say yes, because I'm going to show you what happens when you do, yes, it would be as you expect there be no results because
Records that don't have no sales, the number will not be in the NZ because we're matching on the 35
So this gave me the same results as if I just did it with an OCLC number and not linked. So it does the same thing. So I'm glad the results of the same, but I just wanted to show you that there's other options and way of looking at things.
So before I go further, I want to talk about
Using files. So any questions up to this point about ways to look at your data. How to refine sets so that you can save them. So you can run a job on them.
Okay, great. So I'm going to talk about. So you can save the query or you can x, you can export any repository search results, even as one file, you can export it to Excel so
The nice thing about exporting something to Excel is that you can view the results easily as a whole, instead of like having to scroll through
Only get 50 views each page, scroll through each one. I can then just see it all in one spreadsheet and it gives me more information in one snapshot
And also, it allows you to edit it. So maybe you do want to remove things from this set. It's easier to remove them from an Excel spreadsheet sometimes because otherwise you'd have to go through each page when you have a safe set and remove them.
So all you do is export it to excel.
And then we can save the record. I'm just going to save this record.
So that I can show you how to create this as as a itemized set
Sorry, it's taking so long but it's as simple as that. So you just export the list and it's going to keep working and thinking so
As I was saying, the itemized sets you know their static. So whatever is in the file that you upload was the set that will remain there.
Unless somehow you change you know you did you ran a job which changed all the parameters and then that set no longer exists because the job was run, but typically those results would stay
Static man this is taking a little while. Sorry about that.
happy to take any questions while we're waiting
I think the heats affecting Alma
So, you know, just as I was saying, it's much easier to unplug things and having to go back and look at a file and decide if you want to publish or not or
It's not a big deal. Something gets published, you can get it to be unpublished in OCLC by changing the flag and the next time the publishing profile runs
It will be resolved. Perfect. So I'm just going to open that file. And I'm going to just save it in the background. I'm not going to make you watch
Me do this so
Okay.
So now I've saved this I'm going to close it out. And I'm going to go back to my alma
So if I wanted to create a set, you know, you can view your sets anytime by going to admin my manage jobs and set and you go to Manage set. This is also where you would create sets like if you wanted to create them.
So it's the same place, and you're going to click on ads up
And it's going to be itemized because it is coming from a file, whether it's coming from an Excel file or it's coming from Analytics, it would be itemized set that you want to
Do here. I'm going to call this one test to just because I'm
Gonna give it
To see LLC. You want to make sure that it is either all titles or physical titles, he want to make sure that you haven't as a content type of titles. So I know this one I did as a physical title, but I can save it as all titles and it wouldn't
Have any impact and I can make this not private in case somebody else is going to run this job besides myself active always
If you make it inactive. You can't use it when you want to run a job. So if you don't show up. So if you click on the little file here. Let me just go back. Sorry.
But you want to make sure from file is checked. When you do analytics, you would do from Analytics. So if you click here from bio
You're going to see all my crazy files. And I'm going to just click that and so now it's there. All I have to do is click Save. That's how easy it is. And now I have an itemized set that I can run a job against
And it tells me yes it was successfully saved.
The job, depending on how big the file is the job will run and it might take a few moments to appear in your sets.
Any question about creating a set from an Excel or you could do a file. So say you get a file from your vendor. You don't have to go and unflagging those every time you get your vendor records if you, you can just take that file. They give you and you could as long as you have
unique identifiers and it saved as a physical title all title, then you can create neither my set and run the job against it to change the fly to don't don't publish
So you can do this from Analytics as well. And I'm just going to go into analytics and I created a very basic, basic report you get as fancy as you want in here. I found I got really good results and I'm
In Alma using advanced searches and knowing what parameters to use and what search sets for the best.
Analytics is interesting because I, they don't call things necessarily the same thing in online, they do an analytics to try and find the OCLC. What is the OCLC number here.
Was interesting. I did have access asked actually verse and there is there is a field. So if I went here, I'm just going to open up my file or don't want new. I'm just going to open so it's nice. As I already have
No. OCLC numbers. Now, just remember this means any record, even if you've deleted them are going to show up in your set
So that's one thing about the record.
But if you ran this job and that record doesn't exist in Alma, it would just fail it wouldn't work and not the job itself, but that record would not have a flag changed or not because it couldn't find it. And I'm sure it would show up in your results, but just be aware that you have that
Those that information will still be in Analytics will be pulled up
So you need to make sure when you create out of this report, just like an Excel file or any file from a vendor, you need to have some kind of unique identifier, you need at least one, you need to have the MMS ID is DNS is a sense something for title.
Because you want to save this as a physical URL titles. So I would say this isn't all titles, because this is going to pull up any record.
That we have it doesn't happen. OCLC number. So as you see, I have the MMS ID from bibliographic details from this subject area. I had this thing called network number so network number is where the OCLC to 35 know 19 are
would never have guessed that. And I'm sure a lot of us probably would not have guessed that I was stumped. Try and figure out how to
Find records with an empty of 35 and actually Verizon may answer my question. And this is the field at first we thought we might have to create a local field. I do have this in the slide deck with a link to a
different subject areas for titles, so that you can see what fields. What they pull, even though they they're not named something that is meaningful to us as well help you understand them a little bit better.
So what I did was I created a filter. And as you can see, just click on filter.
Whoops, I'm just going to cancel this
Already have this filter. So if you already have a filter, you can come here and you can just edit it and so I made the filter for network number is no
And then I was just like, Well, I don't really want to pull in the Gulf doc stuff.
I was just playing around. That's why I have that there. You don't have to have anything about publisher does not contain I was just playing around. I wanted to my results for. And so what I did, you know, it ends up giving me results.
And the network number is is going to be the OCLC number and it's it's no and that's what we should want. So I have this record safe cheer I could export it to an Excel file and I can upload it into Alma as an Excel file.
As an itemized set or I can go back into Alma me just even though I didn't make any changes. I'm going to save it and I'm going to leave so
If I come into here and I go to admin manage jobs and sets, go to Manage sets. I can create an item I set click Get set. Go to itemize and this is going to be my analytics.
As I'm going to be completing all these
We're going to keep just some of them. So I'm gonna keep it as all titles. I'll keep it private. Because I'm not good. I want to make sure you delete this and it's easy to identify. Now, if I click here from Analytics.
It's going to give me two different, it's not going to say file. It's going to give Analytics reports and what you will do is you will go down and you will find
Whatever.
Path in your shared path for your institution where these records resolve and I put it in a test folder under reports. So that's where I know it lives and it's there because it was the last record. I opened
And then all I would do is click Save.
So this is easy. That's easy. I mean, so if you get a really nice analytics report for any job not just this job, you can just do that. It works really well.
And then you don't have to try to reinvent the wheel.
So any questions about how to use an analytics REPORT TO CREATE NINE myself.
So what is nice. As you can combine set. So say you create a bunch of sets, you're like, No, I would like to just run the job once I don't have to run it five times 10 times or what have you.
So what you would do is, and you can click here on the ellipses. You have to make sure the content type is the same. You cannot combine content types that are different.
Just make sure you're aware of that you want to click combine sets. And then if I come down here is going to say and and I would just select from a list.
And I'm going to say
I will choose this one I have to do is click I and it will populate it here and I could click Submit. So Job is going to run now to combine these sets and I'm gonna say, okay, that works.
And so that set of combined records hasn't shown up yet, it will. And if that set shows up and you want to combine to that set more, you can then do it from that combined set, but you want to make sure that you do that.
I'm
just refresh the screen a bit. Whoops, I didn't mean that.
So here is
Here's the comp combined one as you see now, it showed up. So now I'm like, I want to combine more, you can just click here, you can click some mindsets and you can add another and then once that job wrongs, then you can add another. I don't know if there's a limit.
So I hadn't tested that out but I just thought it was really cool that you're able to do that. And I'm just going to delete it, because I don't want to keep that they're
Going to quickly show you are not quickly. It's just, it's a pretty easy job. So I'm going to show you the job now to change your flag. So you have your set. You're all ready to go. You have to click on admin.
Going to go to run a job.
And I just typed in the description synchronize
Because I know that's in the name.
But that didn't pull up what I wanted. So I'm going to do name synchronize because I don't want to do with the decimal catalog.
I want to do it. So, dude, by the name and you want to do, because you want to pick the synchronized babe records with external catalog. So I'm gonna click here and I'm going to say next.
Now it's gonna say, okay, pick which one you want to do.
So let me just go and find
I want to find the record.
So here's a logical said, I know I created this today's the 19th. Right. I want to find the sets. I did today.
So if I went to test you knows TLC number to click on this one because that's fine. There's no OCLC number. I don't want them to publish. I'm going to click Next.
Well actually know what I was wrong combined sets don't have to have the same content type. You're right. Carrie, I misspoke. I think even I put this into my set that you can combine um
I believe you can combine different different actually. Right. I think it can bind different content types, where I was getting stuck in my head was that you have to have titles as the content type to be able to run this job.
I don't know what happens if you combine a set that is item is that has titles and items, it may not work for a job that is needs to be a title.
For the content type
And the content type. Um, I'll go back after I run this job. Um, it's, it's, it's what you select when you create the set, you know, I said it's all titles or physical titles. That is what creates the content.
So now I created I picked my set. Now I'm going to change the flag to don't publish
And again, this job can be used if you want to change the flag. Maybe all your ordered records come in and you've identified them as a set and you want to change the flag without doing a manually.
You could publish, you could change the flag to that. So I'm going to click Next. Now that they're going to say don't publish. And of course, it's going to
It's going to give me this nice confirmation view it's gonna say there's 1800 and 92 records that you're gonna set the don't publish, that's fine. I don't want these to publish I
I'm good. They don't have OCLC numbers. I don't want to have to deal with reviewing the file and OCLC and I'm going to click Submit.
And then it says this cannot be reversed scary, you know, but you could always run the job to change the flag and other time.
If you want to do that. So I'm going to say, Yep, all is good, click confirm and now my dad's gonna run. It's probably going to take a little while because it's a pretty big set
But then they will be the fly to be changed, and he
Yeah. Carrie, I'm running a job. I mean, you can combine sets that have different content type but running the job if it's specific to only a title might cause a problem.
Yeah because items we probably have a barcode number they might have different match points, your craft.
So I'm just going to click Refresh. I'm sure this is it says it's done. So let's use my history says his, his job is successful. Wonderful. And I'm going to look at my report says zero records are skipped zero were changed my set is saved. So I can go check my set out
And come here, click on that ellipses. And I want to look at them. I want to look at the members.
So now if I look at my members, I can go in and I can just, I should just be able to click on this and it says don't publish, which is what we want before they all said published bibliographic record.
Perfect. I don't even have to look in the MD editor, I can just click there and I know the job worked. I mean, you could look at more, but the job did run it was successful. It didn't give me any errors.
If you probably had records in your set that no longer existed, you would get an error saying that they weren't able to be changed because they don't exist, but you would have to go and identify that maybe there's other issues.
Are there you can unmute yourself or type in chat if there's any questions about running the the job.
And the job is called synchronize it records with external record, just so that you're fully aware
And this is in the slide decks that Shannon will post wants to with the recording as well.
So there's one little last slide, I want to share with you.
Yes, so I can carry on. So you won't know where to run the job, you go to admin manage jobs and sets. Click Run a job that if you come here, change it to name because description will only bring up the one synchronized up. I don't know why.
But
And there is your job right here.
You're welcome.
Cancel and I'm going to go in. So if there's any questions, please unmute yourself type of chat.
And I just, I want to share with you one last slide.
As you can see I have lots of sets in here that it's just for ways to think about how to find information and this is about the job change the record with flags. So it shows you step by step. Now,
This being said,
Maybe something doesn't get flagged it doesn't have OCLC number or things are weird. And they go into
OCLC will give you files. So we now have a safety net for records that we don't have OCLC numbers that they're not getting published. OCLC by having changed that one option to export to you. Yes. So here we go.
I had a really nice person who was helping me out. OCLC really work through this whole process.
So there is a place to get your files and you need your OCLC connection credentials, not your data synchronization credentials to be able to view these reports.
So you're going to get two reports after the processing is completed and Oneonta is publishing profiles are finally accepted and runs. So I'm going to show you where they live.
So you'll get a report for resolve match records. That means that those holdings got published to OCLC but then you're going to also get this stage report records.
These are unresolved. Those are things that don't have no sales see number or there's Mark validation errors, something that has to be changed. So these records will live in
For about 90 days for you to view.
Under the OCLC usage statistics portal.
But it takes about 28 to 48 hours for these reports to show up. So just have a little patience, if you're
Wanting to look immediately after your publishing profile job Moran. I'm happy to make mine work pretty quickly. So that was really nice. I'm not sure it's always the case. It depends on how many files are running
So I have to these reports will be are made available, you can. This is a link as well. So if you save this. You can just click on the usage statistics portal.
Which I'm just going to go out. It's not linking. So I'm just going to go into my
I have it up for me. So I went here and this is where your needs. Your OCLC credentials on. So I'm going to log out to so I can show you. So you come here, it's going to ask for your authorization a password. This is what you use to log into connection.
So you click on Sign in.
And then you'll click on cataloging
And click on World Share collection manager. And here's the data. Data Sync synchronization.
And I'm going to click here. So one, I just want to go to records report.
Yep. So this will also show you your delete deleted records your new records, just so you know this stuff is here. You can look at it. So if you're like,
Why didn't that holding get changed. What happened to that whole thing. You can look at those. If you're going to look at the data, saying here, the world's chair manager.
And
These records would have been processed. These have exceptions. So we can click here and there is one and I'm just going to click on it and here the files.
So it looks like there's one error one error three errors. So it kind of gives you some information and you should be able to view these
You these records. I'm trying to see how you download them because I didn't get that far. I really just got this information.
If I click to this does. I literally just got this information right before this started. I've been working with the person, so I will figure out how to look at the files. But this is where you can view them, you should be able to
I thought I'd be able to click on them. But obviously, that didn't
That wasn't what I was expecting would happen. So I'm just, I did export something. I'm just curious what what God exported.
Okay, I'm going to say I'm going to open it anyway. Okay, cool. So I was just giving me the basic report. So I will post the base camp, how to get to the exact file. Once I actually
Get to play with a little bit, but I just wanted to show you this is where the live, you should be able to review them and have access to them so
If you're concerned about records that need to be resolved that have issues, then you'd want to make sure within 90 days of the publishing profile that you actually go in there and deal with them and you can work with your world share
Data Sync collection account manager to deal with this.
I don't know what this. So, but I will work on how to actually download the files.
I was expecting it to be very obvious. Maybe I'm missing something. Does anybody have any questions from this session.
At all.
You're welcome. I'm hope this was helpful. Learn the Data Sync.
Process has been a learning process for me as well. And we're just we were discovering things as we were doing them and testing and questions coming up. So it's good to be able to share the information with everybody, so
When your data center collections do start. Yo, you'll have you'll be ahead of the curve. So I'm going to be starting next week to
Activate some of the data sync collections Tony created and I will be in touch with those campuses as I do it. So you might want to start
Changing your flags and don't publish so that you have less unresolved issues or things of that nature.
And if there's any questions, please unmute yourself and type in chat.
Oh, you're welcome. Christy. Um, yeah, I think this I it's been really helpful process even for me. So thank you everybody for joining me today. Hopefully you can stay a little cool and have a nice weekend.
Thank you.