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[sitka/doc/acquisitions.git] / acq / acq-add-records.xml
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1<?xml version='1.0' encoding='UTF-8'?>\r
2<chapter xmlns="http://docbook.org/ns/docbook" xmlns:xi="http://www.w3.org/2001/XInclude"\r
3 xml:lang="EN" xmlns:xlink="http://www.w3.org/1999/xlink" version="5.0" xml:id="acq-add-records">\r
4 <info>\r
5 <title>Add Records</title>\r
6 <legalnotice>\r
7 <para><emphasis role="bold">Adapted with permission from original material by the <link\r
8 xlink:title="http://evergreen-ils.org/dokuwiki/lib/exe/fetch.php?media=the_acquisitions_module_ev.pdf"\r
9 xlink:href="http://evergreen-ils.org/dokuwiki/lib/exe/fetch.php?media=the_acquisitions_module_ev.pdf">Evergreen\r
10 Community</link></emphasis></para>\r
11 </legalnotice>\r
12 \r
13 \r
14\r
15 <abstract>\r
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16 <para>This chapter covers the various methods that can be used to add records to Evergreen through the Acquisitions Module.</para>\r
17 <para>Libraries should use the methods that best suit their individual workflow.</para> </abstract>\r
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18 \r
19\r
20 </info>\r
21\r
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22 <section xml:id="brief-records">\r
23 <title>Brief Records</title>\r
d13d1795 24 <para>Brief records are short bibliographic records with minimal information that are often used as placeholder records until items are received. Brief \r
42d6b0c0 25records can be added to new or existing selection lists. Brief records can also be added to new or pending purchase orders.</para>\r
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26\r
27<para><link linkend="add-brief-selection">Add a Brief Record to a Selection List</link></para>\r
28<para><link linkend="create-add-brief-selection">Create a Brief Record and add it to a Selection List</link></para>\r
29<para><link linkend="add-brief-purchase">Add a Brief Record to a Purchase Order</link></para>\r
30\r
31<simplesect xml:id="add-brief-selection">\r
32<title>Add a Brief Record to a Selection List</title>\r
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33\r
34<procedure>\r
35<step>\r
36<informalfigure>\r
37<para>Select <menuchoice><guimenu>Acquisitions</guimenu>\r
38<guimenuitem>My Selection Lists</guimenuitem></menuchoice>.</para>\r
39<para><mediaobject>\r
40<alt>screenshot of brief record</alt>\r
41\r
42<imageobject>\r
43<imagedata fileref="media/create-selection-1.png" scalefit="0"></imagedata>\r
44</imageobject>\r
45</mediaobject></para>\r
46</informalfigure>\r
47</step>\r
48\r
49<step>\r
50<informalfigure>\r
51<para>Click on the hyperlinked name of the selection list you would like to open.</para>\r
52<para><mediaobject>\r
53<alt>screenshot of brief record</alt>\r
54\r
55<imageobject>\r
56<imagedata fileref="media/new-brief-addrecord-4.png" scalefit="0"></imagedata>\r
57</imageobject>\r
58</mediaobject></para>\r
59</informalfigure>\r
60</step>\r
61\r
62<step>\r
63<informalfigure>\r
64<para>Select <menuchoice><guimenu>Actions</guimenu>\r
65<guimenuitem>Add Brief Record</guimenuitem></menuchoice>.</para>\r
66<para><mediaobject>\r
67<alt>screenshot of brief record</alt>\r
68\r
69<imageobject>\r
70<imagedata fileref="media/new-brief-addrecord-5.png" scalefit="0"></imagedata>\r
71</imageobject>\r
72</mediaobject></para>\r
73</informalfigure>\r
74</step>\r
75\r
76<step>\r
77<informalfigure>\r
78<para>Enter the bibliographic information into the desired fields and click <guibutton>Save Record</guibutton>.</para>\r
79<para><mediaobject>\r
80<alt>screenshot of brief record</alt>\r
81\r
82<imageobject>\r
83<imagedata fileref="media/new-brief-addrecord-6.png" scalefit="0"></imagedata>\r
84</imageobject>\r
85</mediaobject></para>\r
86</informalfigure>\r
87</step>\r
88\r
89<step>\r
31063226 90<para>A new line item appears on your selection list.</para>\r
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91</step>\r
92</procedure>\r
93\r
94</simplesect>\r
95\r
96<simplesect xml:id="create-add-brief-selection">\r
97<title>Create a Brief Record and add it to a Selection List</title>\r
98\r
99<procedure>\r
100<step>\r
101<informalfigure>\r
102<para>Select <menuchoice><guimenu>Acquisitions</guimenu>\r
103<guimenuitem>New Brief Record</guimenuitem></menuchoice>.</para>\r
104<para><mediaobject>\r
105<alt>screenshot of brief record</alt>\r
106\r
107<imageobject>\r
108<imagedata fileref="media/new-brief-addrecord-1.png" scalefit="0"></imagedata>\r
109</imageobject>\r
110</mediaobject></para>\r
111</informalfigure>\r
112</step>\r
113\r
114<step>\r
115<informalfigure>\r
116<para>From the <guilabel>Add to Selection List</guilabel> drop down menu choose a selection list, or enter the name of a new selection list in the field.</para>\r
cc859331 117<note><para>The drop down menu displays the ten selection lists most recently edited that are owned by the user.</para></note>\r
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118<para><mediaobject>\r
119<alt>screenshot of brief record</alt>\r
120\r
121<imageobject>\r
122<imagedata fileref="media/new-brief-addrecord-2.png" scalefit="0"></imagedata>\r
123</imageobject>\r
124</mediaobject></para>\r
125</informalfigure>\r
126</step>\r
127\r
128<step>\r
129<informalfigure>\r
130<para>Enter the bibliographic information into the desired fields and click <guibutton>Save Record</guibutton>.</para>\r
131<para><mediaobject>\r
132<alt>screenshot of brief record</alt>\r
133\r
134<imageobject>\r
135<imagedata fileref="media/new-brief-addrecord-3.png" scalefit="0"></imagedata>\r
136</imageobject>\r
137</mediaobject></para>\r
138</informalfigure>\r
139</step>\r
140\r
141<step>\r
31063226 142<para>A new line item appears on your selection list.</para>\r
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143</step>\r
144</procedure>\r
145\r
146</simplesect>\r
147\r
148<simplesect xml:id="add-brief-purchase">\r
149<title>Add a Brief Record to Purchase Order</title>\r
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150<para><link xlink:show="new" xlink:href="https://goo.gl/bqn8Hl">\r
151 <emphasis role="bold">Sitka Acquisitions Video - Create Purchase Order with Brief Records (4:10)</emphasis></link></para>\r
31063226 152\r
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153<procedure>\r
154<step>\r
769961b3 155<para>Open or create a purchase order. See <link linkend="create-purchase-order-blank">Create a Purchase Order</link> for more information.</para>\r
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156</step>\r
157\r
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158 <step>\r
159 <informalfigure>\r
160 <para>Select <menuchoice><guimenu>Actions</guimenu>\r
161 <guimenuitem>Add Brief Record</guimenuitem></menuchoice>.</para>\r
162 <para><mediaobject>\r
163 <alt>screenshot of brief record</alt>\r
164 \r
165 <imageobject>\r
166 <imagedata fileref="media/new-brief-record-po.png" scalefit="0"></imagedata>\r
167 </imageobject>\r
168 </mediaobject></para>\r
169 </informalfigure>\r
170 </step>\r
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171\r
172<step>\r
173<informalfigure>\r
174<para>Enter bibliographic information in the desired fields and click <guibutton>Save Record</guibutton>.</para>\r
175<para><mediaobject>\r
078bc549 176<alt>screenshot of new brief record entry</alt>\r
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177\r
178<imageobject>\r
078bc549 179<imagedata fileref="media/newbrief.png" scalefit="0"></imagedata>\r
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180</imageobject>\r
181</mediaobject></para>\r
182</informalfigure>\r
183</step>\r
184\r
185<step>\r
186<informalfigure>\r
187<para>A new line item appears on your purchase order.</para>\r
22aeb0a4 188<note><para>Copies will be automatically added to the line item if you have set a default number of copies for the provider.</para></note>\r
31063226 189<para><mediaobject>\r
078bc549 190<alt>screenshot of new line item</alt>\r
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191\r
192<imageobject>\r
8f12e288 193<imagedata fileref="media/newbrief2.png" width="100%" scalefit="1"></imagedata>\r
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194</imageobject>\r
195</mediaobject></para>\r
196</informalfigure>\r
197</step>\r
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198</procedure>\r
199\r
200</simplesect>\r
201\r
202</section>\r
203\r
204\r
205<section xml:id="marc-order-records">\r
206<title>Load MARC Order Records</title>\r
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207<para><link xlink:show="new" xlink:href="https://goo.gl/v8mYpv">\r
208 <emphasis role="bold">Sitka Acquisitions Video - Load MARC Records (5:47)</emphasis></link></para>\r
209<para><link xlink:show="new" xlink:href="https://goo.gl/S3vUd9">\r
210 <emphasis role="bold">Sitka Acquisitions Video - Load Enhanced MARC Records (4:21)</emphasis></link></para>\r
211\r
63a6c191 212<para>The <guilabel>Load MARC Order Records</guilabel> interface is made up of two parts: Acquisitions and Vandelay. Working together these two parts enable selection \r
ebc80d80 213lists or purchase orders to be created from uploaded MARC records without causing unnecessary duplication in the Sitka catalogue.</para>\r
42d6b0c0 214\r
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215<para>When <guilabel>Load MARC Order Records</guilabel> is used in conjunction with a holding tag and subfields information such as number of copies, price, and fund \r
216for payment can be loaded from the provider. See <link linkend="holding-subfield">Holding Subfields</link> for information on setting up holding tags\r
217and subfields.</para>\r
31063226 218\r
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219<para>A number of defaults can be set for fields in this interface by using settings available in the library settings editor. These fields are also sticky and will \r
220keep the last information entered until the user quits Evergreen. For a list of the available defaults see the \r
221<link linkend="lsa-library-settings-acquisitions-load-MARC">Acquisitions Specific Settings in the Library Settings Editor</link>.</para>\r
222\r
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223<procedure>\r
224<step>\r
225<informalfigure>\r
cc859331 226<para>Select <menuchoice><guimenu>Acquisitions</guimenu>\r
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227<guimenuitem>Load MARC Order Records</guimenuitem></menuchoice>.</para>\r
228<para><mediaobject>\r
229<alt>screenshot of load MARC order records</alt>\r
230\r
231<imageobject>\r
232<imagedata fileref="media/load-MARC-addrecord-1.png" scalefit="0"></imagedata>\r
233</imageobject>\r
234</mediaobject></para>\r
235</informalfigure>\r
236</step>\r
237\r
238<step>\r
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239<para><emphasis role="bold">Acquisitions</emphasis></para>\r
240\r
241<substeps>\r
242<step>\r
31063226 243<informalfigure>\r
63a6c191 244<para>In the <guilabel>Provider</guilabel> field, enter the code for the provider. The text will auto-complete.</para>\r
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245<para><mediaobject>\r
246<alt>screenshot of load MARC order records</alt>\r
247\r
248<imageobject>\r
63a6c191 249<imagedata fileref="media/load-MARC-addrecord-5.png" scalefit="0"></imagedata>\r
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250</imageobject>\r
251</mediaobject></para>\r
252</informalfigure>\r
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253</step>\r
254\r
255<step>\r
256<informalfigure>\r
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257<para>Select a context org unit from the drop down menu.</para>\r
258<note><para>The context org unit is the org unit that "owns" the bib record.</para>\r
259<para> Multi-branch systems should select a physical location rather than an administrative org unit as the context org unit.</para></note>\r
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260<para><mediaobject>\r
261<alt>screenshot of load MARC order records</alt>\r
262\r
263<imageobject>\r
8200fa8c 264<imagedata fileref="media/load-MARC-addrecord-ou.png" scalefit="0"></imagedata>\r
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265</imageobject>\r
266</mediaobject></para>\r
267</informalfigure>\r
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268</step>\r
269\r
270<step>\r
22aeb0a4 271<informalfigure>\r
1a022019 272<para>Select the fiscal year for which you are loading the records.</para>\r
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273<para><mediaobject>\r
274<alt>screenshot of load MARC order records</alt>\r
275\r
276<imageobject>\r
277<imagedata fileref="media/load-MARC-addrecord-6a.png" scalefit="0"></imagedata>\r
278</imageobject>\r
279</mediaobject></para>\r
280</informalfigure>\r
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281</step>\r
282\r
283<step>\r
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284<para>Uploaded MARC records can be:</para>\r
285<itemizedlist>\r
286<listitem>\r
287<para>added to a <guilabel>Selection List</guilabel></para>\r
31063226 288<informalfigure>\r
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289<para>Select a list from the drop down menu or type \r
290in the name of the selection list you would like to create.</para>\r
291<note><para>The drop down menu displays the ten selection lists most recently edited owned by the user.</para></note>\r
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292<para><mediaobject>\r
293<alt>screenshot of load MARC order records</alt>\r
294\r
295<imageobject>\r
8200fa8c 296<imagedata fileref="media/load-MARC-addrecord-6.png" scalefit="0"></imagedata>\r
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297</imageobject>\r
298</mediaobject></para>\r
299</informalfigure>\r
63a6c191 300</listitem>\r
31063226 301\r
63a6c191 302<listitem>\r
31063226 303<informalfigure>\r
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304<para>added to a <guilabel>Purchase Order</guilabel></para>\r
305<para>Check the box adjacent to <guilabel>Create Purchase Order</guilabel>.</para>\r
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306<para><mediaobject>\r
307<alt>screenshot of load MARC order records</alt>\r
308\r
309<imageobject>\r
63a6c191 310<imagedata fileref="media/load-MARC-addrecord-2.png" scalefit="0"></imagedata>\r
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311</imageobject>\r
312</mediaobject></para>\r
313</informalfigure>\r
31063226 314\r
31063226 315<informalfigure>\r
63a6c191 316<para>The purchase order can be activated at the time of the upload by checking the box adjacent to <guilabel>Activate Purchase Order</guilabel>.</para>\r
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317<para><mediaobject>\r
318<alt>screenshot of load MARC order records</alt>\r
319\r
320<imageobject>\r
63a6c191 321<imagedata fileref="media/load-MARC-addrecord-3.png" scalefit="0"></imagedata>\r
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322</imageobject>\r
323</mediaobject></para>\r
324</informalfigure>\r
652e780a 325<note><para>A 970 holdings tag with subfields o, q, f, and e must included in each MARC record for the purchase order to successfully activate.</para></note>\r
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326</listitem>\r
327</itemizedlist>\r
328\r
329\r
31063226 330</step>\r
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331</substeps>\r
332</step>\r
333\r
334<step>\r
335<para><emphasis role="bold">Vandelay</emphasis></para>\r
31063226 336\r
63a6c191 337<substeps>\r
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338<step>\r
339<informalfigure>\r
63a6c191 340<para>Complete the <guilabel>Vandelay</guilabel> section as shown below.</para>\r
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341<note><para>It is recommended that you set the <link linkend="lsa-library-settings-acquisitions-load-MARC">Load MARC Order Defaults</link>\r
342 to match what is shown to avoid repetitious data entry.</para></note>\r
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343<para><mediaobject>\r
344<alt>screenshot of load MARC order records</alt>\r
345\r
346<imageobject>\r
467e1b34 347<imagedata fileref="media/acq-vandelay.png" scalefit="0"></imagedata>\r
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348</imageobject>\r
349</mediaobject></para>\r
350</informalfigure>\r
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351\r
352<itemizedlist>\r
353<listitem>\r
354<para>Create a new <guilabel>Upload Queue</guilabel>.</para>\r
355<caution><para>Do not use "/" or "\" (slash or backslash) in the import queue name.</para></caution>\r
356</listitem>\r
357<listitem>\r
a33209f8 358<para>Select <guilabel>SitkaMatch</guilabel> from the <guilabel>Record Match Set</guilabel> drop down menu.</para>\r
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359</listitem>\r
360<listitem>\r
27ce134b 361<para>Select <guilabel>Merge Using Existing Record</guilabel> from the <guilabel>Merge Profile</guilabel> drop down menu.</para>\r
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362</listitem>\r
363<listitem>\r
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364<para>Select <guilabel>provider</guilabel> from the <guilabel>Record Source</guilabel> drop down\r
365 menu.</para>\r
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366</listitem>\r
367<listitem>\r
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368<para>Check the box for <guilabel>Import Non-Matching Records</guilabel> to automatically import MARC records from the file if they are not already in the Sitka catalogue.</para>\r
369</listitem>\r
370<listitem>\r
371<para>Check the box for <guilabel>Merge On Best Match</guilabel>.</para>\r
63a6c191 372</listitem>\r
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373<listitem>\r
374<para>Do not check the box for <guilabel>Load Items for Imported Records</guilabel>. </para>\r
375<caution><para>Leave the box for <guilabel>Load Items for Imported Records</guilabel> unchecked. The items will be imported when the purchase order is activated.</para></caution>\r
376</listitem>\r
63a6c191 377</itemizedlist>\r
31063226 378</step>\r
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379</substeps>\r
380</step>\r
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381\r
382<step>\r
383<informalfigure>\r
63a6c191 384<para>Click <guibutton>Browse</guibutton> to search for the file of bibliographic records saved on your computer. Locate the desired file and and open it.</para>\r
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385<para><mediaobject>\r
386<alt>screenshot of load MARC order records</alt>\r
387\r
388<imageobject>\r
652e780a 389<imagedata fileref="media/acq-vandelay-3.png" scalefit="0"></imagedata>\r
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390</imageobject>\r
391</mediaobject></para>\r
392</informalfigure>\r
393</step>\r
394\r
63a6c191 395\r
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396<step>\r
397<informalfigure>\r
398<para>Click <guibutton>Upload</guibutton>. A summary of the items that have been processed will appear.</para>\r
399<para><mediaobject>\r
400<alt>screenshot of load MARC order records</alt>\r
401\r
402<imageobject>\r
652e780a 403<imagedata fileref="media/acq-vandelay-4.png" scalefit="0"></imagedata>\r
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404</imageobject>\r
405</mediaobject></para>\r
406</informalfigure>\r
407</step>\r
408\r
409<step>\r
652e780a 410<informalfigure>\r
27ce134b 411<para>If a <guilabel>Selection List</guilabel> as been created the available options will be <guilabel>View Selection List</guilabel> and \r
63a6c191 412<guilabel>View Import Queue</guilabel>.</para>\r
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413<para><mediaobject>\r
414<alt>screenshot of load MARC order records</alt>\r
415\r
416<imageobject>\r
417<imagedata fileref="media/acq-vandelay-5.png" scalefit="0"></imagedata>\r
418</imageobject>\r
419</mediaobject></para>\r
420</informalfigure>\r
421\r
422<informalfigure>\r
27ce134b 423<para>If a <guilabel>Purchase Order</guilabel> as been created the available options will be <guilabel>View Purchase Order</guilabel> and \r
63a6c191 424<guilabel>View Import Queue</guilabel>.</para>\r
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425<para><mediaobject>\r
426<alt>screenshot of load MARC order records</alt>\r
427\r
428<imageobject>\r
429<imagedata fileref="media/acq-vandelay-6.png" scalefit="0"></imagedata>\r
430</imageobject>\r
431</mediaobject></para>\r
432</informalfigure>\r
433\r
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434<para>For information on handling the <guilabel>Import Queue</guilabel> see \r
435<link linkend="vandelay-interface-merge">Merging Records Using the Vandelay Interface</link>.</para>\r
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436</step>\r
437</procedure>\r
438\r
439</section>\r
440\r
441\r
442 <section xml:id="marc-federated-search">\r
443 <title>MARC Federated Search</title>\r
444 <para>The MARC Federated Search enables you to import bibliographic records into a selection list or purchase order from a Z39.50 source.</para>\r
445\r
446<procedure>\r
447<step>\r
448<informalfigure>\r
8942e4f3 449<para>Select <menuchoice><guimenu>Acquisitions</guimenu>\r
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450<guimenuitem>MARC Federated Search</guimenuitem></menuchoice>.</para>\r
451<para><mediaobject>\r
452<alt>screenshot of MARC federated search</alt>\r
453\r
454<imageobject>\r
455<imagedata fileref="media/MARC-federated-addrecord-1.png" scalefit="0"></imagedata>\r
456</imageobject>\r
457</mediaobject></para>\r
458</informalfigure>\r
459</step>\r
460\r
461<step>\r
462<informalfigure>\r
463<para>Check the boxes of the Z39.50 services you wish to search. The local Evergreen Catalogue is checked by default.</para>\r
464<note><para>Best practice is to always leave the Evergreen Catalogue checked. This helps prevent duplicate records from being added to the catalogue.</para></note>\r
465<para><mediaobject>\r
466<alt>screenshot of MARC federated search</alt>\r
467\r
468<imageobject>\r
469<imagedata fileref="media/MARC-federated-addrecord-2.png" scalefit="0"></imagedata>\r
470</imageobject>\r
471</mediaobject></para>\r
472</informalfigure>\r
473</step>\r
474\r
475<step>\r
476<informalfigure>\r
477<para>Enter your search term(s) into the search field(s) of your choice.</para>\r
478<para><mediaobject>\r
479<alt>screenshot of MARC federated search</alt>\r
480\r
481<imageobject>\r
482<imagedata fileref="media/MARC-federated-addrecord-3.png" scalefit="0"></imagedata>\r
483</imageobject>\r
484</mediaobject></para>\r
485</informalfigure>\r
486</step>\r
487\r
488<step>\r
489<informalfigure>\r
490<para>Choose the number of <guilabel>Hits Per Source</guilabel> that you desire.</para>\r
491<para><mediaobject>\r
492<alt>screenshot of MARC federated search</alt>\r
493\r
494<imageobject>\r
495<imagedata fileref="media/MARC-federated-addrecord-4.png" scalefit="0"></imagedata>\r
496</imageobject>\r
497</mediaobject></para>\r
498</informalfigure>\r
499</step>\r
500\r
501<step>\r
502<informalfigure>\r
503<para>Click <guibutton>Submit</guibutton>.</para>\r
504<para><mediaobject>\r
505<alt>screenshot of MARC federated search</alt>\r
506\r
507<imageobject>\r
508<imagedata fileref="media/MARC-federated-addrecord-5.png" scalefit="0"></imagedata>\r
509</imageobject>\r
510</mediaobject></para>\r
511</informalfigure>\r
512</step>\r
513\r
514<step>\r
515<informalfigure>\r
516<para>A list of results will appear.</para>\r
517<para><mediaobject>\r
518<alt>screenshot of MARC federated search</alt>\r
519\r
520<imageobject>\r
7bacdcaa 521<imagedata fileref="media/MARC-federated-addrecord-6.png" width="100%" scalefit="1"></imagedata>\r
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522</imageobject>\r
523</mediaobject></para>\r
524</informalfigure>\r
525\r
1a022019 526<tip><para>Clicking on the title of any of the results will bring up the MARC record.</para>\r
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527\r
528<informalfigure>\r
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529<para>You are able to edit the MARC record before bringing it into the catalogue by clicking on the <guibutton>Edit MARC Order Record</guibutton> button. Records \r
530that already exist in Evergreen do not give have a <guibutton>Edit MARC Order Record</guibutton> button.</para>\r
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531<para><mediaobject>\r
532<alt>screenshot of MARC federated search</alt>\r
533\r
534<imageobject>\r
22aeb0a4 535<imagedata fileref="media/MARC-federated-addrecord-12.png" scalefit="0"></imagedata>\r
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536</imageobject>\r
537</mediaobject></para>\r
538</informalfigure>\r
539</tip>\r
540</step>\r
541\r
542<step>\r
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543<substeps>\r
544<step>\r
31063226 545<informalfigure>\r
42d6b0c0 546<para>Save the line item(s) to a selection list by checking the box(es) adjacent to the desired line item(s) and selecting <menuchoice><guimenu>Actions</guimenu>\r
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547<guimenuitem>Save Items to Selection List</guimenuitem></menuchoice>.</para> \r
548<para><mediaobject>\r
549<alt>screenshot of MARC federated search</alt>\r
550\r
551<imageobject>\r
552<imagedata fileref="media/MARC-federated-addrecord-7.png" scalefit="0"></imagedata>\r
553</imageobject>\r
554</mediaobject></para>\r
555</informalfigure>\r
556\r
557<informalfigure>\r
558<para>Either <guilabel>Save as Selection List</guilabel> and type in the name of a new selection list, \r
42d6b0c0 559or <guilabel>Add to Selection List</guilabel> and type in the name of any existing selection list created by any user at your library.</para>\r
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560<para><mediaobject>\r
561<alt>screenshot of MARC federated search</alt>\r
562\r
563<imageobject>\r
564<imagedata fileref="media/MARC-federated-addrecord-11.png" scalefit="0"></imagedata>\r
565</imageobject>\r
566</mediaobject></para>\r
567</informalfigure>\r
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568</step>\r
569\r
570<step>\r
31063226 571<informalfigure>\r
1a022019 572<para>Create a purchase order from the line item(s) by checking the box adjacent to the desired line item(s) and selecting \r
31063226 573<menuchoice><guimenu>Actions</guimenu><guimenuitem>Create Purchase Order</guimenuitem></menuchoice>.</para>\r
769961b3 574<para>See <link linkend="create-purchase-order-lineitem">Create a Purchase Order from Line Items</link> for further instructions.</para>\r
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575<para><mediaobject>\r
576<alt>screenshot of MARC federated search</alt>\r
577\r
578<imageobject>\r
579<imagedata fileref="media/MARC-federated-addrecord-8.png" scalefit="0"></imagedata>\r
580</imageobject>\r
581</mediaobject></para>\r
582</informalfigure>\r
583</step>\r
584\r
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585<step>\r
586<informalfigure>\r
587<para>Add the line item to an existing line item by checking the box adjacent to the desired line item(s) and selecting \r
588<menuchoice><guimenu>Actions</guimenu><guimenuitem>Add to Purchase Order</guimenuitem></menuchoice>.</para>\r
589<para>See <link linkend="create-purchase-order-lineitem">Create a Purchase Order from Line Items</link> for further instructions.</para>\r
590<para><mediaobject>\r
591<alt>screenshot of MARC federated search</alt>\r
592\r
593<imageobject>\r
594<imagedata fileref="media/MARC-federated-addrecord-9.png" scalefit="0"></imagedata>\r
595</imageobject>\r
596</mediaobject></para>\r
597</informalfigure>\r
598\r
599<informalfigure>\r
600<para>In the pop up box that appears enter the name of the purchase order you wish to add the line item to.</para>\r
601<para><mediaobject>\r
602<alt>screenshot of MARC federated search</alt>\r
603\r
604<imageobject>\r
605<imagedata fileref="media/MARC-federated-addrecord-10.png" scalefit="0"></imagedata>\r
606</imageobject>\r
607</mediaobject></para>\r
608</informalfigure>\r
609\r
610</step>\r
611</substeps>\r
612</step>\r
613\r
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614</procedure>\r
615\r
616</section>\r
617\r
618\r
619 <section xml:id="catalog-record-ids">\r
620 <title>Load Catalog Record IDs</title>\r
621 <para>The Load Catalog Record IDs function enables you to create line items from a list of catalogue records whose record IDs are saved in a CSV file.</para>\r
622<para>This is useful if you want to batch order copies of items that your organization already owns. For example, you run a copy/hold ratio report to identify \r
623how many copies you have available compared to the number of holds that are on your Hot Fiction display. You decided that you want to order an extra copy of six titles. \r
624Your copy/hold ration report includes the record ID of each title. You can save the record IDs into a CSV file, upload the file into Evergreen, and create a purchase \r
625order for the items. If you only want to order additional copies of one title then using <link linkend="view-place-orders">View/Place Orders</link> is faster.</para>\r
626\r
627<note><informalfigure><para>Record IDs are auto-generated digits associated with each record. They are found in the <guilabel>Record Summary</guilabel> that appears at the top of \r
628each record in the catalogue.</para>\r
629<para><mediaobject>\r
630<alt>screenshot of load catalog IDs</alt>\r
631\r
632<imageobject>\r
39c7448f 633<imagedata fileref="media/load-catalog-record-1.png" width="100%" scalefit="1"></imagedata>\r
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634</imageobject>\r
635</mediaobject></para>\r
636</informalfigure>\r
637</note>\r
638\r
639<procedure>\r
640<step>\r
641<para>Create a CSV file with the record ID of each catalogue record in the first column of the spreadsheet. You can create this CSV file from a spreadsheet generated \r
642by a report, as suggested in the aforementioned example. You can also copy and paste record IDs from the catalogue record into the CSV file.</para>\r
643</step>\r
644\r
645<step>\r
646<para>Save the CSV file to your computer.</para>\r
647</step>\r
648\r
649<step>\r
650<informalfigure>\r
8942e4f3 651<para>In Evergreen, select <menuchoice><guimenu>Acquisitions</guimenu>\r
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652<guimenuitem>Load Catalog Record IDs</guimenuitem></menuchoice>.</para>\r
653<para><mediaobject>\r
654<alt>screenshot of load catalog IDs</alt>\r
655\r
656<imageobject>\r
657<imagedata fileref="media/load-catalog-record-2.png" scalefit="0"></imagedata>\r
658</imageobject>\r
659</mediaobject></para>\r
660</informalfigure>\r
661</step>\r
662\r
663<step>\r
664<informalfigure>\r
665<para>Click <guibutton>Load More Terms</guibutton>.</para>\r
666<para><mediaobject>\r
667<alt>screenshot of load catalog IDs</alt>\r
668\r
669<imageobject>\r
670<imagedata fileref="media/load-catalog-record-3.png" scalefit="0"></imagedata>\r
671</imageobject>\r
672</mediaobject></para>\r
673</informalfigure>\r
674</step>\r
675\r
676<step>\r
677<informalfigure>\r
678<para>Locate the desired file and click <guibutton>Open</guibutton>.</para>\r
679<para><mediaobject>\r
680<alt>screenshot of load catalog IDs</alt>\r
681\r
682<imageobject>\r
683<imagedata fileref="media/load-catalog-record-4.png" scalefit="0"></imagedata>\r
684</imageobject>\r
685</mediaobject></para>\r
686</informalfigure>\r
687</step>\r
688\r
689<step>\r
690<informalfigure>\r
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691<para>The screen will display the number of terms (record IDs) that have been loaded. Clicking <guibutton>Load more terms</guibutton> again will allow you to load\r
692an additional file of record IDs.</para>\r
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693<para><mediaobject>\r
694<alt>screenshot of load catalog IDs</alt>\r
695\r
696<imageobject>\r
697<imagedata fileref="media/load-catalog-record-5.png" scalefit="0"></imagedata>\r
698</imageobject>\r
699</mediaobject></para>\r
700</informalfigure>\r
701</step>\r
702\r
703<step>\r
704<informalfigure>\r
705<para>Click <guibutton>Retrieve Records</guibutton>.</para> \r
706<para><mediaobject>\r
707<alt>screenshot of load catalog IDs</alt>\r
708\r
709<imageobject>\r
710<imagedata fileref="media/load-catalog-record-6.png" scalefit="0"></imagedata>\r
711</imageobject>\r
712</mediaobject></para>\r
713</informalfigure>\r
714</step>\r
715\r
716<step>\r
717<informalfigure>\r
63a6c191 718<para>The records will appear as line items.</para>\r
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719<para><mediaobject>\r
720<alt>screenshot of load catalog IDs</alt>\r
721\r
722<imageobject>\r
e6ce9c07 723<imagedata fileref="media/load-catalogue-record-7.png" width="100%" scalefit="1"></imagedata>\r
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724</imageobject>\r
725</mediaobject></para>\r
726</informalfigure>\r
727</step>\r
728\r
729<step>\r
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730<substeps>\r
731<step>\r
31063226 732<informalfigure>\r
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733<para>Save the line item(s) to a selection list by checking the box(es) adjacent to the desired line item(s) and selecting <menuchoice><guimenu>Actions</guimenu>\r
734<guimenuitem>Save Items to Selection List</guimenuitem></menuchoice>.</para> \r
31063226 735<para><mediaobject>\r
22aeb0a4 736<alt>screenshot of MARC federated search</alt>\r
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737\r
738<imageobject>\r
22aeb0a4 739<imagedata fileref="media/MARC-federated-addrecord-7.png" scalefit="0"></imagedata>\r
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740</imageobject>\r
741</mediaobject></para>\r
742</informalfigure>\r
743\r
744<informalfigure>\r
745<para>Either <guilabel>Save as Selection List</guilabel> and type in the name of a new selection list, \r
f39aa22c 746or <guilabel>Add to Selection List</guilabel> and type in the name of any existing selection list created by any user at your library.</para>\r
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747<para><mediaobject>\r
748<alt>screenshot of MARC federated search</alt>\r
749\r
750<imageobject>\r
751<imagedata fileref="media/MARC-federated-addrecord-11.png" scalefit="0"></imagedata>\r
752</imageobject>\r
753</mediaobject></para>\r
754</informalfigure>\r
22aeb0a4 755</step>\r
31063226 756\r
22aeb0a4 757<step>\r
31063226 758<informalfigure>\r
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759<para>Create a purchase order from the line item(s) by checking the box adjacent to the desired line item(s) and selecting \r
760<menuchoice><guimenu>Actions</guimenu><guimenuitem>Create Purchase Order</guimenuitem></menuchoice>.</para>\r
761<para>See <link linkend="create-purchase-order-lineitem">Create a Purchase Order from Line Items</link> for further instructions.</para>\r
31063226 762<para><mediaobject>\r
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763<alt>screenshot of MARC federated search</alt>\r
764\r
765<imageobject>\r
766<imagedata fileref="media/MARC-federated-addrecord-8.png" scalefit="0"></imagedata>\r
767</imageobject>\r
768</mediaobject></para>\r
769</informalfigure>\r
770</step>\r
771\r
772<step>\r
773<informalfigure>\r
774<para>Add the line item to an existing line item by checking the box adjacent to the desired line item(s) and selecting \r
775<menuchoice><guimenu>Actions</guimenu><guimenuitem>Add to Purchase Order</guimenuitem></menuchoice>.</para>\r
776<para>See <link linkend="create-purchase-order-lineitem">Create a Purchase Order from Line Items</link> for further instructions.</para>\r
777<para><mediaobject>\r
778<alt>screenshot of MARC federated search</alt>\r
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779\r
780<imageobject>\r
22aeb0a4 781<imagedata fileref="media/MARC-federated-addrecord-9.png" scalefit="0"></imagedata>\r
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782</imageobject>\r
783</mediaobject></para>\r
784</informalfigure>\r
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785\r
786<informalfigure>\r
787<para>In the pop up box that appears enter the name of the purchase order you wish to add the line item to.</para>\r
788<para><mediaobject>\r
789<alt>screenshot of MARC federated search</alt>\r
790\r
791<imageobject>\r
792<imagedata fileref="media/MARC-federated-addrecord-10.png" scalefit="0"></imagedata>\r
793</imageobject>\r
794</mediaobject></para>\r
795</informalfigure>\r
796\r
797</step>\r
798</substeps>\r
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799</step>\r
800\r
801</procedure>\r
802</section>\r
803\r
804\r
805 <section xml:id="view-place-orders">\r
806 <title>View/Place Orders</title>\r
807 <para>You can use <guilabel>View/Place Orders</guilabel> to easily order an additional copy of an item that is already in the catalogue. \r
808<link linkend="catalog-record-ids">Load Catalog Record IDs</link> is more effective when working with a list of additional copies \r
809of titles to be ordered.</para>\r
810\r
811<procedure>\r
812\r
813<step>\r
f39aa22c 814<para>Open the bibliographic record of the title you wish to purchase.</para>\r
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815</step>\r
816\r
817<step>\r
818<informalfigure>\r
819<para>Select <menuchoice><guimenu>Actions for this Record</guimenu>\r
820<guimenuitem>View/Place Orders</guimenuitem></menuchoice>.</para>\r
821<para><mediaobject>\r
822<alt>screenshot of view/place orders</alt>\r
823\r
824<imageobject>\r
7bacdcaa 825 <imagedata fileref="media/view_order.png" width="100%" scalefit="1"></imagedata>\r
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826</imageobject>\r
827</mediaobject></para>\r
828</informalfigure>\r
829</step>\r
830\r
831<step>\r
832<informalfigure>\r
63a6c191 833<para>Click <guilabel>Add to Selection List</guilabel>, <guilabel>Add to Purchase Order</guilabel> or <guilabel>Create a Purchase Order</guilabel>.</para>\r
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834<para><mediaobject>\r
835<alt>screenshot of view/place orders</alt>\r
836\r
837<imageobject>\r
838<imagedata fileref="media/view-place-record-2.png" scalefit="0"></imagedata>\r
839</imageobject>\r
840</mediaobject></para>\r
841</informalfigure>\r
842</step>\r
843\r
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844<step>\r
845<informalfigure>\r
846<para><guilabel>Add to Selection List</guilabel> will bring up a pop up. Either <guilabel>Save as Selection List</guilabel> and type in the name of a new selection\r
847list, or <guilabel>Add to Selection List</guilabel> and type in the name of any existing selection list created by any user at your library.</para>\r
848<para><mediaobject>\r
849<alt>screenshot of MARC federated search</alt>\r
850\r
851<imageobject>\r
852<imagedata fileref="media/MARC-federated-addrecord-11.png" scalefit="0"></imagedata>\r
853</imageobject>\r
854</mediaobject></para>\r
855</informalfigure>\r
856<para></para>\r
857<informalfigure>\r
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858<para><guilabel>Add to Purchase Order</guilabel> will bring up a pop up. Fill in the PO # of the purchase order you would like to add the line item to and \r
859click <guibutton>Save</guibutton>.</para>\r
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860<para><mediaobject>\r
861<alt>screenshot of MARC federated search</alt>\r
862\r
863<imageobject>\r
864<imagedata fileref="media/view-place-add-po-1.png" scalefit="0"></imagedata>\r
865</imageobject>\r
866</mediaobject></para>\r
867</informalfigure>\r
868<para></para>\r
869<informalfigure>\r
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870<para><guilabel>Create Purchase Order</guilabel> will bring up a pop up. See \r
871<link linkend="create-purchase-order-lineitem">Create a Purchase Order from Line Items</link> for further instructions.</para>\r
872<para><mediaobject>\r
873<alt>screenshot of MARC federated search</alt>\r
874\r
875<imageobject>\r
63a6c191 876<imagedata fileref="media/convert-selection-2.png" scalefit="0"></imagedata>\r
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877</imageobject>\r
878</mediaobject></para>\r
879</informalfigure>\r
880</step>\r
881\r
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882</procedure>\r
883</section>\r
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884 \r
885</chapter>\r