This will be recorded and it will be posted later on base camp with the slides. Just wanted to go over with the next steps with publishing profiles are based on what I discovered
So before I start, you can type into chat. You can also unmute yourselves at any point when you have a question. And also, I'd like to know who is, who has already activated their publishing profile jobs for their records because that's what I'm focusing on most today.
Have any of the campuses so far done this.
Well, if you haven't done it, it's no problem because then you, you know, these changes will be proactive instead of fixing them after the fact.
Great. And for those that did set this up. It's not a big deal because you can work with. OCLC
Okay, Jason part of the I'll get to that I may be your problem with OCLC getting them is the path so great. So some people have most people haven't, which is fine.
A lot of consumers who have taken time to get to this point, a few months, and it is a learning curve because we couldn't test really test this until after go live. So I was the guinea pig on this. And so I'm going to share some of the things that I've learned
So as I said, this will be repetitive from Shannon some LSD update meeting last Friday. But I think it's important to
Reiterate this so you know the whole thing records aren't going to automatically be updated after you run your first publishing profile job.
I am when I went in expecting this. And I'm like, hey, they haven't been updated what's going on. So I did contact. OCLC and then they tell me. Well, it actually goes into
A review and somebody has to look at it in the file has to be accepted and once that happens,
Then everything will be up, it will be updated automatically after that point so up into this point they have a list of all the files that have run. So if you've done it daily or weekly was the LLC has all these files.
And they will run them after they have reviewed the initial file to get everything going. So just be aware, it's going to take a few weeks for this to work.
As you expect that I either deleted something or I've added something new or something, you know, and I bought these changes to show up in OCLC without me manually doing it.
It just can take a little time and be aware, you could always still, you know, I know it's it's very much the habit of cat bloggers to update your holdings as your OCLC
You can still do that. It will negatively impact running the publishing profile job but for testing purposes to make sure they're running right. You want to make sure that you have on holdings that are not being manually updated so you can make sure they're actually being updated.
Now, Jason. This might be part of your problem.
So I discovered that are publishing profiles of files were going into the wrong stuff directory and OCLC and I was because I'm like hey can you just check and they're like, oh, well, we noticed, they're going into a wrong subdirectory so it's possible that in the Big Data Sync.
You know, in the
Publishing profile that the data saying
I'm sorry, in the publishing profile that it was going to replace the subdirectory in that and that needs to be removed. There's also some weird space and I have a slide that will get to, to talk about that.
So just know that what you should do is when you first run these just send a message in the comments section of your dancing collection and World Share
And ask. OCLC are my files going into the correct subdirectory and they can find them. If they're not, so it's not like all of a sudden these files are lost. They can't be found.
They easily found mine and Alina because she was testing this for me as well when we're troubleshooting why they're going into the wrong subdirectory
And another thing, even though I read this in the publishing profile document somehow in my brain. I had forgotten that everything
That is five publish, boom, whether it has an OCLC number or not will be published to OCLC so some campuses. This may be fine, because maybe there.
They don't mind and they want those records to be updated in OCLC and be given those numbers, but for most of us, we really don't want our records that don't have OCLC numbers mean publish. So there is a setting in the world share
Data Center collection for babe records that we need to update and change from no d DAS. It's the limit added records to roll cat staging
So any questions about the things that I've discovered along the way with publishing profiles.
And some of the things that I discovered I want to give Heidi credit for her questions she had some great questions that lead to deeper investigation so
She's a you can. I'm very thankful that she did ask me questions that I had to seek out those TLC so that we could clarify what was actually happening how best to handle them.
And it's good to be paranoid, because you know we don't. This will help us not publish things that we don't
Want to be published. OCLC
So do I get a little bit of catalog or credit over this.
Mini catalog or now.
You give you credit
I appreciate it. I appreciate everybody when they give me feedback and they asked questions because it helps everybody
So here's Jason is where I would like you to check to see where
After you go to OCLC and say, hey, where are my files that they go in the wrong subdirectory how to troubleshoot where we need to practice. So in the publishing profile and Alma
You want to make sure that says subdirectory under the FTP configuration is empty.
Initially I had it that way. And then when I was doing set up later on. I don't know. I got paranoid and thought I had to put it in, and I was an error on my part. So I take full credit for that. So if you do have this in your publishing profile in Alma just give two
Resources publishing profiles publishing profiles and you can remove it. It's, you know, just delete it out and save your publishing profile. And if that is the culprit, it will be resolved.
And if that doesn't resolve it. It is possible that you have some spaces in your FTP definition under the subdirectory path.
I
Deleted this back spins. I did all kinds of things because we thought at first that was the problem and it actually ended up being myself directory
So just be careful. So when you go into the SF TP definitions under configurations. You would, you know, edit that data sin collection for records and you would just make sure that
You could just delete it out and type it back in. But make sure there's no spaces in the front of medical or at the end of them. So you can just keep hitting delete delete delete at the end of them and make a new to do backspace, backspace, backspace. And in from behind medical so
That can also be the culprit. So those are the two possible reasons why things go into the wrong subdirectory just know copying and pasting is not recommended. It can cause some weird issues. So best to just type it out and make sure you have no spaces.
And you questions about
And I'll show you what that that's just the SF TP definition screen so you can see that. Does anybody have any questions about
Why, something could possibly be going into the wrong subdirectory and how to correct
Okay cool so
Now, how can we update or bibliographic world share data sync collection. We've already submitted a minute. Oh well, Amy. If you have Amy just said you had the LA char so LH are did you have that in your s FTP definitions or in your publishing profile definitions and or both.
You can unmute yourself if you have the ability or you can just keep typing into chat.
Okay, so you want to make sure for your OCLC bid s FTP definitions. It is medical slash i n slash bib for the LH for the local holding as FTP definitions. You want to make sure it's la char.
Great, so
Now that we know the possible things that we can fix. And if we need to. Now we want to update our road share data collection for the bibliographic data center collection so
If you've submitted it, you can't change it, it will you have to ask. OCLC to change it back to saved in progress, which you can do in comments.
And then we want to make sure we change our limited added records to grow cat staging to know from know Ts and then if we do not want to have electronic resources included
So if your campus does not publish their ebooks databases, eternal, things of that nature to OCLC then this is something you want to do if you do publish those you can omit. Step three.
So I'm just going to show you because the slides will tell you, so I'm going to stop and I'm going to share different screen with you.
And I'm going to go into a wheelchair account. It's not like the real world share account in the South. It's not like Oneonta or something it's, it is a real world. It's a
One for Sunni
It's not like a real world share. It's not a real bibliographic data same collection, but it is open. So I'm allowed to show you where the changes are
So I'm using this one so that you're aware
So when you go into rural cherry you go into your collection manager you click on testing collection click search. You don't have to pay thing and I'll pull up everything.
So you just click on it so you can see the collection says saved in progress. That means I can edit it. If it does not, if it says submitted, then you need to ask. OCLC to change it back to saved in progress so that you're able to update this. So if you click on the collection name.
Scroll down
You see there's comments because once you create it and you save it. There's going to be a comment section and you would just go in here and you would add a comment. Same please
You know, you can just open it up, just say
Can discover whatever topic.
It does ask them.
To
Change it to save them progress and just click Add, and then it will be sent to somebody in your
Whoever your account managers and then they will email you and communicate. So it's going to go to whoever the email setup for for that data, send collection and they will get the reply and it will then be saved.
In progress and then you'll be able to change this. So it's really nice that it would be nice if you didn't have to go through a third party. To do this, but it's not a problem because you can still do it.
So once you're in here and it's been saved in progress, you're going to click on this bibliographic record information bar because it will expand down or drop down and you'll click on processing.
So this is where you want to change it so yours will most likely have been set to know so limited added records to roll cat staging, you want to click Yes.
And that's the one that is important because this is going to then say we are not going to publish anything you have that doesn't have an OCR and so they refer to
Their OCLC numbers that was OCLC associates. So if I say it was c&c OCLC number
So you just want to make sure that it's set to yes this way when you create brief babe records, whether in the NZ or the Isley it's not going to publish. OCLC and then be assigned and OCLC number
Unless that is something you really want. Again, you could always um flag brief records as you create them so that they don't publish. That's another way to go, but this is a nice little safety net that will catch them in case somebody forgets that stuff.
Are there any questions about limit added records to World Cat staging
Cool.
Alright, great. So if we then scroll down a little bit. You can see, you can exclude information for variable fields. So this allows you, and it
Saved, which is interesting because when I tried to save it was giving me an error because it's not really set out so
You want to put in tag 300 which is the mark tag 300 indicator one into can be any and subfield a and the value is one on one online resource.
You want to make sure the accident is exclude any records containing data. So what's nice about this is if you if you don't want your EP sources publishing. You can use this
As a way to make sure they don't. So really for ab sources to publish that we should have set up also
An EV sources bibliographic Data Sync now doing that. That would also you can do that if you, if that's something your campus wants to do and I'm you can work with your OCLC
Account person to work through those steps. Most a lot of campuses don't want to do that. So it was not something that was set up at the time, but you can do that so
Typically that needs to be set up for electronic resources to have their holdings updated and OCLC
But I don't. I haven't tested it can't prove it, that something wouldn't get through any way even though this is a physical. These are supposed to be just for fiscal items.
So this is just, again, another place that you can ensure that things aren't being published that you don't want and what else is cool is that you can click on the little green plus sign. And if there's other resources. You don't want
Or is the only
Term Boolean term that you can use. And you could use other Mark Fields to eliminate
records that you don't want to publish to OCLC if you want to get really in depth. So I'm not sure if that is of interest to anybody, but I want to show you that is an option.
So are there any questions about excluding online resources.
Okay, cool. So what's going to happen is you'll just want to say this, I'm going to get an error. So we're just going to click and pretend I saved it.
For this one, I'm going to get an error, you will not, but I will, because this isn't a real data sin collection. It was set up. I think for testing purposes.
And then if you click then here. And after you save the profile with the changes. You want to make sure you submit the collection. OCLC so
If you don't submit collection to OCLC it stays in that saved in progress status and then your collection is not ready for publishing on OCLC then so you want to make sure once you're done with the changes everything looks good. You want to make sure you submit your collection to OCLC
I'm going to share many go back
They're going to be posted with the recording.
So that everybody has them I have all the steps in there.
So,
You have one. What do you mean Heidi have a question about finding the password for the FTP
Yeah, I just wanted to make sure it was an okay time to ask. So I'm the in the almost side and I think I have to get it from here, which is why I'm asking. And they almost side and the FTP configuration.
It's really, really forcing me to put in a username and password and the username. I think you had mentioned was our institutional symbol. So our gross TLC symbol. What's the password and where do we find it.
Okay, so we, I do have a list of passwords. So if you do not have your password. So you can always ask your, you can always ask. OCLC they will give it to you. I'll send it to an email but
I also have a list. I asked for them. So I can provide anybody who emails me a request for the password. I can send it to you if that password doesn't work, then you have to do, you'd have to call OCLC and say this isn't working. Why can you reset it, fix it. Give me the real password.
OK, so the passwords specific to pulling the data sync in the FTP server.
Yes, it's not something to take up
Okay.
Yeah. So yeah, so that's a great question. So if anybody did not have their password was not able to get from OCLC or have not asked myself for it or yet, please do.
Oh, great. So then, Shannon. Thank you Shannon Shannon is posting
Posting the slide deck from May for the whole presentation, I'm sorry. Amy I misunderstood you Thank you Shannon for catching that
Alright, so now I'm going to go into talking about flagging and then flagging. So I'm going to go into Oneonta screen right now and I'm just going to make sure I'm sharing because I just want to talk about flags in
In Alma, so everything is set.
As they're all flag to publish them. So when I mean unflagging it's really changing from public bib to don't publish
It just change it, you have to change a flag. You can't unfortunately pick no flag. So you have to pick some kind of fluff, but everything during migration and anything new, you create. So if you're doing any grief records in Alma, whether
They are
In the ice or the NZ they're going to automatically be set publish
Them. So if there is anything when you're creating something like that that you don't want, you want to go into the meta data editor and you want to make sure that you unflagging it
You can also create set. So what's really nice is you can unplug individually each slot each record if you want. You can also create a set and then run a job to change the flag from published bid to don't publish
So when something is set to don't publish the leader oh five in the record gets set to date. It doesn't mean to delete the record in Alma
It means to delete the whole thing from OCLC. So what is interesting about that is that, you know, you think D and later. It means we're going to delete this record, but it's not have it doesn't it doesn't happen.
So what it does is it removes the holding from OCLC so if you accidentally published a holding OCLC
And later on, you're like, oh, I really didn't want that rubber records or records like this, getting published. OCLC
Do I have to go and do a batch, you know, do I have to go into OCLC with you and do it manually or in a batch there. Now you can just unplug them and you can change it from published
don't publish them and then it will remove that holding just like any if you delete a record. So when you delete a record from your eyes. He
never ends. A but if you delete the record from the ice. So, so it's the last item last holding and you delete the record with it in your icing.
That is also considered a delete in OCLC because that records are going to be there that flag is now gone. There is nothing associated with it. So that record.
holdings in OCLC will go away as well. I say, double check. So it's always good. Like when we're first starting to make sure things work as they should. So
Don't take my word for it. Please test and look and see what what happens because if it doesn't work the way we expect them will will have to
You know, find ways to make it work the way that it should. But that is the way that publishing profiles work. So it should work that way.
And I expect it to work that way. And I hope that is EVERYBODY'S RESULTS. But in case it's not, then we can troubleshoot it
So it's nice is I'm going to show you just quickly because I'm not going to talk about Friday, I'm going to talk about really creating sets you know whether you know from repository search and
Analytics and that way of sets that people would like to maybe removed from their holdings and OCLC or just don't want those to publish at all.
And what's nice about if you do a repository set just let us know is that it will be updated as new records come in that are have the same criteria. So then you can
You know, rerun that job to change them to don't publish. So even if they don't have don't publish, it's not going to do anything to those records will still be set to don't publish, but the new ones can be caught.
Might say you are creating a new record or you just added a new record and you know that you definitely don't want that record.
To publish, you know, you're part of the cataloging roles, you know, just checking this might be something that you want to make part of the calendars.
Workflow is that when they do add new things. If there are certain criteria that your campus does not want publish
Things that are, you know, specific to your campus that you're not sharing and the NZ things that you're not publishing. OCLC they could be sources.
Whatever it is, and you could have them as part of their workflow just unplug those records as they are cataloging them. So it's very easy go into the Metadata Editor by editing the record.
It's a little slow so please forgive the metadata that was actually quicker than usual. Sometimes
So if you click on Tools, you go to set management tags. It says Export World Cat. I already changed it to don't publish. So I was playing around. I must send it back to publish them, but I'll go here.
And go back here. If I click on Publish it. That's what it's going to most they're all going to default to and until you change it and then I would click on don't publish
And then you would save them. Release the record which you can go to File, Save a release or control, alt are
And that's as easy as that workflow is so if there are certain things that you definitely never want your campus published. OCLC you can have become part of the workflow of catalogs for new materials and when they create refit records. It can just be part of their workflow on flag it
Any questions about manually unflagging
Records and changing it to don't publish
Maggie, is there a way to set that up with like one rule or something so that everything in this collection just automatically doesn't publish. So to eliminate user error.
Can you repeat a pergola garbled. Can you repeat the whole question again, please.
Absolutely. So
Is there a way to eliminate some user error there. If you have an entire collection. So as people added it just automatically will not publish it, it'll set that don't publish
It's a good question. Heidi. I don't know if there's any way to do that, besides creating a set
Okay.
But I can look into that and I can report back if I can find anything on that. So if you wanted to create a set, you could do a set on anything. So say I did physical titles. I'm going to do an advanced search. I'm just going by little chat box down
Where you're going to do this on Friday. Right.
I can just do whatever
So you can see, because maybe not everybody is able to join Friday. But I just want to show you that things are possible. So I'm going to give it a title, and I'm going to change this it maybe there's something in a location so
I remember which one of those is permanent physical location. So maybe there's a location you don't publish in your library. So, like, say, we decided that all our special collections.
Are things that we don't ever want published there with TLC I we just do a search on it and then I would save this as a set and then I would run a job.
And so, as things are added to this, you can just period, you can just period that I actually run the job because even if they accidentally get published. OCLC if you then run the job to change the flag from publish it to don't publish it will then get removed the whole thing.
So,
Think about this way. It was the LLC holdings have never been 100% perfect right so
This can at least help it be more accurate. So
This is probably the best route to do, I will look to see, though, Heidi says, really good question. Is there a way to have this automatically for a set to not publish. I'm thinking. No, but I could be 100% wrong on that. So I will investigate
Does it
Because you've done it a couple times, does it stick per user like so if a user or to put that as a
Constant with the next time they do it.
If you, if you change that flag that five states.
Okay, so a particular user me if they're always cataloguing something that way, it would kind of keep them not publishing
Well, no, it doesn't stick to the user is six to the bib record. So if you've changed at once.
In the paper record. No, it doesn't stick it if you've changed it within that record than that five will say, whatever it is, until you've changed it again, but it's not sticky so it. The default is to always have the flag set to publish them so
You want to make sure that people are aware, and again you could create sets for certain things and you could do it by material type. There's all different ways you could create a repository search, there's
I really liked them because you can really get down to the minutia. So even if you did that you could get even deeper and you can do by I always have to think about where that is located.
Just give me some material type. And you could say, I don't. I just want anything that has
A computer file right and then you can search. I don't think there's anything in our collection with that. But if you had a collection that had only had computer files and books, you could limit it down, you could keep narrowing it down.
But again, you'd want to double check that set is accurate, what you really want. So you can't just take for granted that the you know the search is only as accurate as the information in your in your office instance. So
But that was probably not a great example because I know that they don't have any computer file, but if I did it by book which it's going to be everything anyway, it's going to should pull everything but you can start you can narrow it down and get very
You know, keep creating the records that you want.
So,
This is helpful. I i'm following
Good.
Yeah, once I do the search. I have to click on the same query. And if I save the query is going to ask me for Dave and you want to make it not private so I'll just do this really quick. I'm going to do as CC text books.
And I'm not going to really use this one, can you keep this task access. And you could say, So you always want it for for changing
The flag it needs to be a title set so it cannot be an item set has to be done from the title set. So as you can see it says physical titles. So you need to make sure the content type is physical titles. Otherwise, it's not going to work.
And we can do this, we can go more in depth on Friday about sets. I figure we can really dig deep into them and people can even give me examples. If you want a, you know, trying to narrow things down to find so that we can really help you out with that.
So,
Once you have a set, you're going to go to your admin.
And you're going to go run a job.
So it's a sinker. I'm going to type in synchronize
By can spell it.
Here synchronize so there's going to be to synchronize jobs. So you want to do synchronized a record with the external catalog and you would click on the little radio button and click Next.
And then you would see here's my textbooks. I'm not picking that here's a said that has like four things, and I can change this back because it only has four items, it's something
Very simple. So then I would just click Next I would like that. And here is where a synchronize external catalog. So you want to go in here and you want to click on don't publish. So again, if you wanted to change the flag again say you're like, oh, I really want these to publish now.
Things have changed in your campus your way of doing things, somebody you know you decide you want to publish these materials that OCLC
If they were set to don't publish, you could just click publish their records, but for this scenario we're going to do, don't publish and I'm going to click Next.
And I'm just gonna say, Okay, yeah, the size says, For I want to make sure it's not going to publish that all looks good. And I'm going to click Submit.
And I'm going to click Confirm because then I can go look in the set. The nice thing about itemized sets because if I did this from Analytics or if I did this from a file which is
If I did an itemized set, it doesn't allow for the changes to occur, you know, to mean like if I, if anything changes to the set it static. It's only based on
Support from Analytics and what is in my file. So doing a set from the repository search is really nice because if you add things it will update it, and you can run the job again.
So we're going to go look at those records. I'm going to go back here. I'm going to go to my manage my sets.
And
Here's my author talk books and I'm just going to go here and I'm a look at my results.
So I'm just going to click Edit record and it should have changed the flag because these are all set to publish and all the flags should now be changed.
To don't publish. So that's what you want. So it's as easy as that. So it's really about finding and refining a set to the point that you are happy with what you don't want to publish creating the set, whether you do a logical from a repository set or an itemized set
Either way, it doesn't matter. They'll still, they still will work wonderfully with the job.
So any questions about running that job to change the flag so that you can make sure those records aren't publishing
And if you want to look, we can look at the leader here and let's go up here and look at leader, so you can see. Oh, interesting. It didn't change it to see just saved see corrected or revised interesting but I mean it might be that
Because that's not what it says. The documentation. But it's interesting, but um I'll see what happens when the publishing profile jobs around maybe it changes now to date.
So that's an interesting
That it didn't change like that, as expected, but I will see those records don't publish on I'm not expecting them to I'm expecting those holdings to go away, which I will then
Send it to publish again so that they're back and it was TLC because these are items that we don't mind. Other people knowing we all know not waiting Oneonta so
So I'm going to save. And I'm just going to save a release the record, just so that it's back in use for anybody who wants to look at it. So are any questions about anything at this point. That's really what I wanted to cover today.
Maggie had this is Marianne at Potsdam on. So I have a question about the communities on records because our all our collections came over from Syria solutions 360 and all our OCLC all our electronic resources are set to publish to World Cat.
Yes, they are. But they won't. I asked x i asked actually verse about this because I was very concerned and they said that they're really not connected to your
That they wouldn't publish, I, I will have to get the exact wording for my email about that, but I had been replied that that would not be an issue, and also that since we don't have an electronic
Publishing, you know, data Sinclair publishing profile that those would not be published as well.
So, Marissa i when i when this gets post when the slide and they've been running get posting. I will put down the that is the exact wording, I got from Exley verse on this because I was very concerned about that because they are all flag to publish myth.
Yeah, most of them don't have OCLC numbers, but a lot of the eBooks do. So I was just kind of really concerned, like how to how to stop that.
Yeah, and I was too. And that was one of the things, because I was digging around. I'm like, oh, that's gonna be really bad. We don't want this to publish, but I was assured that they will not publish and I don't have the exact wording in front of me.
So, so we can be pretty confident than that none of our seeds, anything that is linked to the Community's own won't publish just the ones that we have downloaded from OCLC directly into our ice or from our pita. He are
Correct, yes. I mean, yes, the and so it's there's things on your peewee. You don't want to publish, then you want on flag them, you know, things of that nature. So, but if you just don't have anything with those if they don't have OCS, it wouldn't matter.
Okay, thank you.
Okay. You're welcome. And Amy says
Ooh, interesting, Amy. Can you log out and log back in. Maybe it's just being quirky. Is this typical behavior for your instance, Amy.
Because I've had that happen before where there was an error and I logged out log back in and that seemed to correct it and or clear your cache and open the browser again.
Any other questions or concerns or
If you find like Jason that OCLC is like we don't see your files and the suggestions. I've made didn't work.
I would
You know, work with OCLC to try to resolve that.
I'm hoping that my trial and error with them will
Be the resolutions and that you won't have to do too much work beyond those two issues.
So since there's no other questions at this time.
We can finish early and you can go back and get working, you know, working again.
And oh great. I'm glad. Amy and if any questions do crop up please post them and let me know I will do my best to answer. I will follow up to find out if there's any other way besides creating a set that you can have a set of records.
Automatically be set to don't publish and I will also put in
After Shannon post everything about the CC records what actually purse had told me, because when I verify. I was verifying what to do about those records because we don't want them to publish. And we really didn't want to have to worry about unflagging all those
Thank you for all your time and I hope everybody has a good rest of your day.
Thank you.