Signed-off-by: Christine Burns <christine.burns@bc.libraries.coop>
[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
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24 <para>Brief records are short bibliographic records with minimal information that are often used as placeholder records until items are received. Brief \r
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
90<informalfigure>\r
91<para>A new line item appears on your selection list.</para>\r
92<para><mediaobject>\r
93<alt>screenshot of brief record</alt>\r
94\r
95<imageobject>\r
adde0672 96<imagedata fileref="media/new-brief-addrecord-7.png" width="100%" scalefit="1"></imagedata>\r
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97</imageobject>\r
98</mediaobject></para>\r
99</informalfigure>\r
100</step>\r
101</procedure>\r
102\r
103</simplesect>\r
104\r
105<simplesect xml:id="create-add-brief-selection">\r
106<title>Create a Brief Record and add it to a Selection List</title>\r
107\r
108<procedure>\r
109<step>\r
110<informalfigure>\r
111<para>Select <menuchoice><guimenu>Acquisitions</guimenu>\r
112<guimenuitem>New Brief Record</guimenuitem></menuchoice>.</para>\r
113<para><mediaobject>\r
114<alt>screenshot of brief record</alt>\r
115\r
116<imageobject>\r
117<imagedata fileref="media/new-brief-addrecord-1.png" scalefit="0"></imagedata>\r
118</imageobject>\r
119</mediaobject></para>\r
120</informalfigure>\r
121</step>\r
122\r
123<step>\r
124<informalfigure>\r
125<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 126<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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127<para><mediaobject>\r
128<alt>screenshot of brief record</alt>\r
129\r
130<imageobject>\r
131<imagedata fileref="media/new-brief-addrecord-2.png" scalefit="0"></imagedata>\r
132</imageobject>\r
133</mediaobject></para>\r
134</informalfigure>\r
135</step>\r
136\r
137<step>\r
138<informalfigure>\r
139<para>Enter the bibliographic information into the desired fields and click <guibutton>Save Record</guibutton>.</para>\r
140<para><mediaobject>\r
141<alt>screenshot of brief record</alt>\r
142\r
143<imageobject>\r
144<imagedata fileref="media/new-brief-addrecord-3.png" scalefit="0"></imagedata>\r
145</imageobject>\r
146</mediaobject></para>\r
147</informalfigure>\r
148</step>\r
149\r
150<step>\r
151<informalfigure>\r
152<para>A new line item appears on your selection list.</para>\r
153<para><mediaobject>\r
154<alt>screenshot of brief record</alt>\r
155\r
156<imageobject>\r
7bacdcaa 157<imagedata fileref="media/new-brief-addrecord-7.png" width="100%" scalefit="1"></imagedata>\r
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158</imageobject>\r
159</mediaobject></para>\r
160</informalfigure>\r
161</step>\r
162</procedure>\r
163\r
164</simplesect>\r
165\r
166<simplesect xml:id="add-brief-purchase">\r
167<title>Add a Brief Record to Purchase Order</title>\r
168\r
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169<procedure>\r
170<step>\r
769961b3 171<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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172</step>\r
173\r
174<step>\r
175<informalfigure>\r
176<para>Click the <guibutton>Add Brief Record</guibutton> button.</para>\r
177<para><mediaobject>\r
078bc549 178<alt>screenshot of purchase order</alt>\r
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179\r
180<imageobject>\r
078bc549 181<imagedata fileref="media/briefrecord.png" scalefit="0"></imagedata>\r
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182</imageobject>\r
183</mediaobject></para>\r
184</informalfigure>\r
185</step>\r
186\r
187<step>\r
188<informalfigure>\r
189<para>Enter bibliographic information in the desired fields and click <guibutton>Save Record</guibutton>.</para>\r
190<para><mediaobject>\r
078bc549 191<alt>screenshot of new brief record entry</alt>\r
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192\r
193<imageobject>\r
078bc549 194<imagedata fileref="media/newbrief.png" scalefit="0"></imagedata>\r
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195</imageobject>\r
196</mediaobject></para>\r
197</informalfigure>\r
198</step>\r
199\r
200<step>\r
201<informalfigure>\r
202<para>A new line item appears on your purchase order.</para>\r
22aeb0a4 203<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 204<para><mediaobject>\r
078bc549 205<alt>screenshot of new line item</alt>\r
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206\r
207<imageobject>\r
7bacdcaa 208<imagedata fileref="media/newbrief2.png" width="100%" scalefit="1"></imagedata>\r
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209</imageobject>\r
210</mediaobject></para>\r
211</informalfigure>\r
212</step>\r
213\r
214<step>\r
215<informalfigure>\r
216<para>To add additional brief records, select <menuchoice><guimenu>Actions</guimenu>\r
217<guimenuitem>Add Brief Record</guimenuitem></menuchoice>.</para>\r
218<para><mediaobject>\r
078bc549 219<alt>screenshot of actions menu</alt>\r
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220\r
221<imageobject>\r
078bc549 222<imagedata fileref="media/newbrief3.png" scalefit="0"></imagedata>\r
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223</imageobject>\r
224</mediaobject></para>\r
225</informalfigure>\r
226</step>\r
227</procedure>\r
228\r
229</simplesect>\r
230\r
231</section>\r
232\r
233\r
234<section xml:id="marc-order-records">\r
235<title>Load MARC Order Records</title>\r
63a6c191 236<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 237lists or purchase orders to be created from uploaded MARC records without causing unnecessary duplication in the Sitka catalogue.</para>\r
42d6b0c0 238\r
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239<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
240for payment can be loaded from the provider. See <link linkend="holding-subfield">Holding Subfields</link> for information on setting up holding tags\r
241and subfields.</para>\r
31063226 242\r
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243<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
244keep the last information entered until the user quits Evergreen. For a list of the available defaults see the \r
245<link linkend="lsa-library-settings-acquisitions-load-MARC">Acquisitions Specific Settings in the Library Settings Editor</link>.</para>\r
246\r
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247<procedure>\r
248<step>\r
249<informalfigure>\r
cc859331 250<para>Select <menuchoice><guimenu>Acquisitions</guimenu>\r
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251<guimenuitem>Load MARC Order Records</guimenuitem></menuchoice>.</para>\r
252<para><mediaobject>\r
253<alt>screenshot of load MARC order records</alt>\r
254\r
255<imageobject>\r
256<imagedata fileref="media/load-MARC-addrecord-1.png" scalefit="0"></imagedata>\r
257</imageobject>\r
258</mediaobject></para>\r
259</informalfigure>\r
260</step>\r
261\r
262<step>\r
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263<para><emphasis role="bold">Acquisitions</emphasis></para>\r
264\r
265<substeps>\r
266<step>\r
31063226 267<informalfigure>\r
63a6c191 268<para>In the <guilabel>Provider</guilabel> field, enter the code for the provider. The text will auto-complete.</para>\r
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269<para><mediaobject>\r
270<alt>screenshot of load MARC order records</alt>\r
271\r
272<imageobject>\r
63a6c191 273<imagedata fileref="media/load-MARC-addrecord-5.png" scalefit="0"></imagedata>\r
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274</imageobject>\r
275</mediaobject></para>\r
276</informalfigure>\r
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277</step>\r
278\r
279<step>\r
280<informalfigure>\r
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281<para>Select a context org unit from the drop down menu.</para>\r
282<note><para>The context org unit is the org unit that "owns" the bib record.</para>\r
283<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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284<para><mediaobject>\r
285<alt>screenshot of load MARC order records</alt>\r
286\r
287<imageobject>\r
63a6c191 288<imagedata fileref="media/load-MARC-addrecord-6.png" scalefit="0"></imagedata>\r
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289</imageobject>\r
290</mediaobject></para>\r
291</informalfigure>\r
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292</step>\r
293\r
294<step>\r
22aeb0a4 295<informalfigure>\r
1a022019 296<para>Select the fiscal year for which you are loading the records.</para>\r
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297<para><mediaobject>\r
298<alt>screenshot of load MARC order records</alt>\r
299\r
300<imageobject>\r
301<imagedata fileref="media/load-MARC-addrecord-6a.png" scalefit="0"></imagedata>\r
302</imageobject>\r
303</mediaobject></para>\r
304</informalfigure>\r
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305</step>\r
306\r
307<step>\r
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308<para>Uploaded MARC records can be:</para>\r
309<itemizedlist>\r
310<listitem>\r
311<para>added to a <guilabel>Selection List</guilabel></para>\r
31063226 312<informalfigure>\r
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313<para>Select a list from the drop down menu or type \r
314in the name of the selection list you would like to create.</para>\r
315<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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316<para><mediaobject>\r
317<alt>screenshot of load MARC order records</alt>\r
318\r
319<imageobject>\r
63a6c191 320<imagedata fileref="media/load-MARC-addrecord-7.png" scalefit="0"></imagedata>\r
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321</imageobject>\r
322</mediaobject></para>\r
323</informalfigure>\r
63a6c191 324</listitem>\r
31063226 325\r
63a6c191 326<listitem>\r
31063226 327<informalfigure>\r
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328<para>added to a <guilabel>Purchase Order</guilabel></para>\r
329<para>Check the box adjacent to <guilabel>Create Purchase Order</guilabel>.</para>\r
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330<para><mediaobject>\r
331<alt>screenshot of load MARC order records</alt>\r
332\r
333<imageobject>\r
63a6c191 334<imagedata fileref="media/load-MARC-addrecord-2.png" scalefit="0"></imagedata>\r
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335</imageobject>\r
336</mediaobject></para>\r
337</informalfigure>\r
31063226 338\r
31063226 339<informalfigure>\r
63a6c191 340<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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341<para><mediaobject>\r
342<alt>screenshot of load MARC order records</alt>\r
343\r
344<imageobject>\r
63a6c191 345<imagedata fileref="media/load-MARC-addrecord-3.png" scalefit="0"></imagedata>\r
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346</imageobject>\r
347</mediaobject></para>\r
348</informalfigure>\r
652e780a 349<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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350</listitem>\r
351</itemizedlist>\r
352\r
353\r
31063226 354</step>\r
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355</substeps>\r
356</step>\r
357\r
358<step>\r
359<para><emphasis role="bold">Vandelay</emphasis></para>\r
31063226 360\r
63a6c191 361<substeps>\r
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362<step>\r
363<informalfigure>\r
63a6c191 364<para>Complete the <guilabel>Vandelay</guilabel> section as shown below.</para>\r
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365<note><para>It is recommended that you set the <link linkend="lsa-library-settings-acquisitions-load-MARC">Load MARC Order Defaults</link>\r
366 to match what is shown to avoid repetitious data entry.</para></note>\r
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367<para><mediaobject>\r
368<alt>screenshot of load MARC order records</alt>\r
369\r
370<imageobject>\r
a33209f8 371<imagedata fileref="media/acq-vandelay-1.png" scalefit="0"></imagedata>\r
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372</imageobject>\r
373</mediaobject></para>\r
374</informalfigure>\r
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375\r
376<itemizedlist>\r
377<listitem>\r
378<para>Create a new <guilabel>Upload Queue</guilabel>.</para>\r
379<caution><para>Do not use "/" or "\" (slash or backslash) in the import queue name.</para></caution>\r
380</listitem>\r
381<listitem>\r
a33209f8 382<para>Select <guilabel>SitkaMatch</guilabel> from the <guilabel>Record Match Set</guilabel> drop down menu.</para>\r
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383</listitem>\r
384<listitem>\r
27ce134b 385<para>Select <guilabel>Merge Using Existing Record</guilabel> from the <guilabel>Merge Profile</guilabel> drop down menu.</para>\r
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386</listitem>\r
387<listitem>\r
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388<para>Select <guilabel>provider</guilabel> from the <guilabel>Record Source</guilabel> drop down\r
389 menu.</para>\r
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390</listitem>\r
391<listitem>\r
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392<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
393</listitem>\r
394<listitem>\r
395<para>Check the box for <guilabel>Merge On Best Match</guilabel>.</para>\r
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396</listitem>\r
397</itemizedlist>\r
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398</step>\r
399\r
400<step>\r
401<informalfigure>\r
63a6c191 402<para>If your provider supplies holding information in the 970 tag you can check the box to <guilabel>Load Items for Imported Records</guilabel>.</para>\r
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403<para><mediaobject>\r
404<alt>screenshot of load MARC order records</alt>\r
405\r
406<imageobject>\r
63a6c191 407<imagedata fileref="media/acq-vandelay-2.png" scalefit="0"></imagedata>\r
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408</imageobject>\r
409</mediaobject></para>\r
410</informalfigure>\r
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411<note><para>If not imported at this time items will be imported when the purchase order is activated.</para></note>\r
412</step>\r
413\r
414</substeps>\r
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415</step>\r
416\r
417<step>\r
418<informalfigure>\r
63a6c191 419<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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420<para><mediaobject>\r
421<alt>screenshot of load MARC order records</alt>\r
422\r
423<imageobject>\r
652e780a 424<imagedata fileref="media/acq-vandelay-3.png" scalefit="0"></imagedata>\r
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425</imageobject>\r
426</mediaobject></para>\r
427</informalfigure>\r
428</step>\r
429\r
63a6c191 430\r
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431<step>\r
432<informalfigure>\r
433<para>Click <guibutton>Upload</guibutton>. A summary of the items that have been processed will appear.</para>\r
434<para><mediaobject>\r
435<alt>screenshot of load MARC order records</alt>\r
436\r
437<imageobject>\r
652e780a 438<imagedata fileref="media/acq-vandelay-4.png" scalefit="0"></imagedata>\r
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439</imageobject>\r
440</mediaobject></para>\r
441</informalfigure>\r
442</step>\r
443\r
444<step>\r
652e780a 445<informalfigure>\r
27ce134b 446<para>If a <guilabel>Selection List</guilabel> as been created the available options will be <guilabel>View Selection List</guilabel> and \r
63a6c191 447<guilabel>View Import Queue</guilabel>.</para>\r
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448<para><mediaobject>\r
449<alt>screenshot of load MARC order records</alt>\r
450\r
451<imageobject>\r
452<imagedata fileref="media/acq-vandelay-5.png" scalefit="0"></imagedata>\r
453</imageobject>\r
454</mediaobject></para>\r
455</informalfigure>\r
456\r
457<informalfigure>\r
27ce134b 458<para>If a <guilabel>Purchase Order</guilabel> as been created the available options will be <guilabel>View Purchase Order</guilabel> and \r
63a6c191 459<guilabel>View Import Queue</guilabel>.</para>\r
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460<para><mediaobject>\r
461<alt>screenshot of load MARC order records</alt>\r
462\r
463<imageobject>\r
464<imagedata fileref="media/acq-vandelay-6.png" scalefit="0"></imagedata>\r
465</imageobject>\r
466</mediaobject></para>\r
467</informalfigure>\r
468\r
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469<para>For information on handling the <guilabel>Import Queue</guilabel> see \r
470<link linkend="vandelay-interface-merge">Merging Records Using the Vandelay Interface</link>.</para>\r
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471</step>\r
472</procedure>\r
473\r
474</section>\r
475\r
476\r
477 <section xml:id="marc-federated-search">\r
478 <title>MARC Federated Search</title>\r
479 <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
480\r
481<procedure>\r
482<step>\r
483<informalfigure>\r
8942e4f3 484<para>Select <menuchoice><guimenu>Acquisitions</guimenu>\r
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485<guimenuitem>MARC Federated Search</guimenuitem></menuchoice>.</para>\r
486<para><mediaobject>\r
487<alt>screenshot of MARC federated search</alt>\r
488\r
489<imageobject>\r
490<imagedata fileref="media/MARC-federated-addrecord-1.png" scalefit="0"></imagedata>\r
491</imageobject>\r
492</mediaobject></para>\r
493</informalfigure>\r
494</step>\r
495\r
496<step>\r
497<informalfigure>\r
498<para>Check the boxes of the Z39.50 services you wish to search. The local Evergreen Catalogue is checked by default.</para>\r
499<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
500<para><mediaobject>\r
501<alt>screenshot of MARC federated search</alt>\r
502\r
503<imageobject>\r
504<imagedata fileref="media/MARC-federated-addrecord-2.png" scalefit="0"></imagedata>\r
505</imageobject>\r
506</mediaobject></para>\r
507</informalfigure>\r
508</step>\r
509\r
510<step>\r
511<informalfigure>\r
512<para>Enter your search term(s) into the search field(s) of your choice.</para>\r
513<para><mediaobject>\r
514<alt>screenshot of MARC federated search</alt>\r
515\r
516<imageobject>\r
517<imagedata fileref="media/MARC-federated-addrecord-3.png" scalefit="0"></imagedata>\r
518</imageobject>\r
519</mediaobject></para>\r
520</informalfigure>\r
521</step>\r
522\r
523<step>\r
524<informalfigure>\r
525<para>Choose the number of <guilabel>Hits Per Source</guilabel> that you desire.</para>\r
526<para><mediaobject>\r
527<alt>screenshot of MARC federated search</alt>\r
528\r
529<imageobject>\r
530<imagedata fileref="media/MARC-federated-addrecord-4.png" scalefit="0"></imagedata>\r
531</imageobject>\r
532</mediaobject></para>\r
533</informalfigure>\r
534</step>\r
535\r
536<step>\r
537<informalfigure>\r
538<para>Click <guibutton>Submit</guibutton>.</para>\r
539<para><mediaobject>\r
540<alt>screenshot of MARC federated search</alt>\r
541\r
542<imageobject>\r
543<imagedata fileref="media/MARC-federated-addrecord-5.png" scalefit="0"></imagedata>\r
544</imageobject>\r
545</mediaobject></para>\r
546</informalfigure>\r
547</step>\r
548\r
549<step>\r
550<informalfigure>\r
551<para>A list of results will appear.</para>\r
552<para><mediaobject>\r
553<alt>screenshot of MARC federated search</alt>\r
554\r
555<imageobject>\r
7bacdcaa 556<imagedata fileref="media/MARC-federated-addrecord-6.png" width="100%" scalefit="1"></imagedata>\r
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557</imageobject>\r
558</mediaobject></para>\r
559</informalfigure>\r
560\r
1a022019 561<tip><para>Clicking on the title of any of the results will bring up the MARC record.</para>\r
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562\r
563<informalfigure>\r
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564<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
565that already exist in Evergreen do not give have a <guibutton>Edit MARC Order Record</guibutton> button.</para>\r
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566<para><mediaobject>\r
567<alt>screenshot of MARC federated search</alt>\r
568\r
569<imageobject>\r
22aeb0a4 570<imagedata fileref="media/MARC-federated-addrecord-12.png" scalefit="0"></imagedata>\r
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571</imageobject>\r
572</mediaobject></para>\r
573</informalfigure>\r
574</tip>\r
575</step>\r
576\r
577<step>\r
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578<substeps>\r
579<step>\r
31063226 580<informalfigure>\r
42d6b0c0 581<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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582<guimenuitem>Save Items to Selection List</guimenuitem></menuchoice>.</para> \r
583<para><mediaobject>\r
584<alt>screenshot of MARC federated search</alt>\r
585\r
586<imageobject>\r
587<imagedata fileref="media/MARC-federated-addrecord-7.png" scalefit="0"></imagedata>\r
588</imageobject>\r
589</mediaobject></para>\r
590</informalfigure>\r
591\r
592<informalfigure>\r
593<para>Either <guilabel>Save as Selection List</guilabel> and type in the name of a new selection list, \r
42d6b0c0 594or <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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595<para><mediaobject>\r
596<alt>screenshot of MARC federated search</alt>\r
597\r
598<imageobject>\r
599<imagedata fileref="media/MARC-federated-addrecord-11.png" scalefit="0"></imagedata>\r
600</imageobject>\r
601</mediaobject></para>\r
602</informalfigure>\r
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603</step>\r
604\r
605<step>\r
31063226 606<informalfigure>\r
1a022019 607<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 608<menuchoice><guimenu>Actions</guimenu><guimenuitem>Create Purchase Order</guimenuitem></menuchoice>.</para>\r
769961b3 609<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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610<para><mediaobject>\r
611<alt>screenshot of MARC federated search</alt>\r
612\r
613<imageobject>\r
614<imagedata fileref="media/MARC-federated-addrecord-8.png" scalefit="0"></imagedata>\r
615</imageobject>\r
616</mediaobject></para>\r
617</informalfigure>\r
618</step>\r
619\r
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620<step>\r
621<informalfigure>\r
622<para>Add the line item to an existing line item by checking the box adjacent to the desired line item(s) and selecting \r
623<menuchoice><guimenu>Actions</guimenu><guimenuitem>Add to Purchase Order</guimenuitem></menuchoice>.</para>\r
624<para>See <link linkend="create-purchase-order-lineitem">Create a Purchase Order from Line Items</link> for further instructions.</para>\r
625<para><mediaobject>\r
626<alt>screenshot of MARC federated search</alt>\r
627\r
628<imageobject>\r
629<imagedata fileref="media/MARC-federated-addrecord-9.png" scalefit="0"></imagedata>\r
630</imageobject>\r
631</mediaobject></para>\r
632</informalfigure>\r
633\r
634<informalfigure>\r
635<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
636<para><mediaobject>\r
637<alt>screenshot of MARC federated search</alt>\r
638\r
639<imageobject>\r
640<imagedata fileref="media/MARC-federated-addrecord-10.png" scalefit="0"></imagedata>\r
641</imageobject>\r
642</mediaobject></para>\r
643</informalfigure>\r
644\r
645</step>\r
646</substeps>\r
647</step>\r
648\r
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649</procedure>\r
650\r
651</section>\r
652\r
653\r
654 <section xml:id="catalog-record-ids">\r
655 <title>Load Catalog Record IDs</title>\r
656 <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
657<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
658how 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
659Your 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
660order 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
661\r
662<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
663each record in the catalogue.</para>\r
664<para><mediaobject>\r
665<alt>screenshot of load catalog IDs</alt>\r
666\r
667<imageobject>\r
668<imagedata fileref="media/load-catalog-record-1.png" scalefit="0"></imagedata>\r
669</imageobject>\r
670</mediaobject></para>\r
671</informalfigure>\r
672</note>\r
673\r
674<procedure>\r
675<step>\r
676<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
677by 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
678</step>\r
679\r
680<step>\r
681<para>Save the CSV file to your computer.</para>\r
682</step>\r
683\r
684<step>\r
685<informalfigure>\r
8942e4f3 686<para>In Evergreen, select <menuchoice><guimenu>Acquisitions</guimenu>\r
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687<guimenuitem>Load Catalog Record IDs</guimenuitem></menuchoice>.</para>\r
688<para><mediaobject>\r
689<alt>screenshot of load catalog IDs</alt>\r
690\r
691<imageobject>\r
692<imagedata fileref="media/load-catalog-record-2.png" scalefit="0"></imagedata>\r
693</imageobject>\r
694</mediaobject></para>\r
695</informalfigure>\r
696</step>\r
697\r
698<step>\r
699<informalfigure>\r
700<para>Click <guibutton>Load More Terms</guibutton>.</para>\r
701<para><mediaobject>\r
702<alt>screenshot of load catalog IDs</alt>\r
703\r
704<imageobject>\r
705<imagedata fileref="media/load-catalog-record-3.png" scalefit="0"></imagedata>\r
706</imageobject>\r
707</mediaobject></para>\r
708</informalfigure>\r
709</step>\r
710\r
711<step>\r
712<informalfigure>\r
713<para>Locate the desired file and click <guibutton>Open</guibutton>.</para>\r
714<para><mediaobject>\r
715<alt>screenshot of load catalog IDs</alt>\r
716\r
717<imageobject>\r
718<imagedata fileref="media/load-catalog-record-4.png" scalefit="0"></imagedata>\r
719</imageobject>\r
720</mediaobject></para>\r
721</informalfigure>\r
722</step>\r
723\r
724<step>\r
725<informalfigure>\r
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726<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
727an additional file of record IDs.</para>\r
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728<para><mediaobject>\r
729<alt>screenshot of load catalog IDs</alt>\r
730\r
731<imageobject>\r
732<imagedata fileref="media/load-catalog-record-5.png" scalefit="0"></imagedata>\r
733</imageobject>\r
734</mediaobject></para>\r
735</informalfigure>\r
736</step>\r
737\r
738<step>\r
739<informalfigure>\r
740<para>Click <guibutton>Retrieve Records</guibutton>.</para> \r
741<para><mediaobject>\r
742<alt>screenshot of load catalog IDs</alt>\r
743\r
744<imageobject>\r
745<imagedata fileref="media/load-catalog-record-6.png" scalefit="0"></imagedata>\r
746</imageobject>\r
747</mediaobject></para>\r
748</informalfigure>\r
749</step>\r
750\r
751<step>\r
752<informalfigure>\r
63a6c191 753<para>The records will appear as line items.</para>\r
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754<para><mediaobject>\r
755<alt>screenshot of load catalog IDs</alt>\r
756\r
757<imageobject>\r
6073b796 758<imagedata fileref="media/load-catalogue-record-7.png" width="100%" scalefit="0"></imagedata>\r
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759</imageobject>\r
760</mediaobject></para>\r
761</informalfigure>\r
762</step>\r
763\r
764<step>\r
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765<substeps>\r
766<step>\r
31063226 767<informalfigure>\r
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768<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
769<guimenuitem>Save Items to Selection List</guimenuitem></menuchoice>.</para> \r
31063226 770<para><mediaobject>\r
22aeb0a4 771<alt>screenshot of MARC federated search</alt>\r
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772\r
773<imageobject>\r
22aeb0a4 774<imagedata fileref="media/MARC-federated-addrecord-7.png" scalefit="0"></imagedata>\r
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775</imageobject>\r
776</mediaobject></para>\r
777</informalfigure>\r
778\r
779<informalfigure>\r
780<para>Either <guilabel>Save as Selection List</guilabel> and type in the name of a new selection list, \r
f39aa22c 781or <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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782<para><mediaobject>\r
783<alt>screenshot of MARC federated search</alt>\r
784\r
785<imageobject>\r
786<imagedata fileref="media/MARC-federated-addrecord-11.png" scalefit="0"></imagedata>\r
787</imageobject>\r
788</mediaobject></para>\r
789</informalfigure>\r
22aeb0a4 790</step>\r
31063226 791\r
22aeb0a4 792<step>\r
31063226 793<informalfigure>\r
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794<para>Create a purchase order from the line item(s) by checking the box adjacent to the desired line item(s) and selecting \r
795<menuchoice><guimenu>Actions</guimenu><guimenuitem>Create Purchase Order</guimenuitem></menuchoice>.</para>\r
796<para>See <link linkend="create-purchase-order-lineitem">Create a Purchase Order from Line Items</link> for further instructions.</para>\r
31063226 797<para><mediaobject>\r
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798<alt>screenshot of MARC federated search</alt>\r
799\r
800<imageobject>\r
801<imagedata fileref="media/MARC-federated-addrecord-8.png" scalefit="0"></imagedata>\r
802</imageobject>\r
803</mediaobject></para>\r
804</informalfigure>\r
805</step>\r
806\r
807<step>\r
808<informalfigure>\r
809<para>Add the line item to an existing line item by checking the box adjacent to the desired line item(s) and selecting \r
810<menuchoice><guimenu>Actions</guimenu><guimenuitem>Add to Purchase Order</guimenuitem></menuchoice>.</para>\r
811<para>See <link linkend="create-purchase-order-lineitem">Create a Purchase Order from Line Items</link> for further instructions.</para>\r
812<para><mediaobject>\r
813<alt>screenshot of MARC federated search</alt>\r
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814\r
815<imageobject>\r
22aeb0a4 816<imagedata fileref="media/MARC-federated-addrecord-9.png" scalefit="0"></imagedata>\r
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817</imageobject>\r
818</mediaobject></para>\r
819</informalfigure>\r
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820\r
821<informalfigure>\r
822<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
823<para><mediaobject>\r
824<alt>screenshot of MARC federated search</alt>\r
825\r
826<imageobject>\r
827<imagedata fileref="media/MARC-federated-addrecord-10.png" scalefit="0"></imagedata>\r
828</imageobject>\r
829</mediaobject></para>\r
830</informalfigure>\r
831\r
832</step>\r
833</substeps>\r
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834</step>\r
835\r
836</procedure>\r
837</section>\r
838\r
839\r
840 <section xml:id="view-place-orders">\r
841 <title>View/Place Orders</title>\r
842 <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
843<link linkend="catalog-record-ids">Load Catalog Record IDs</link> is more effective when working with a list of additional copies \r
844of titles to be ordered.</para>\r
845\r
846<procedure>\r
847\r
848<step>\r
f39aa22c 849<para>Open the bibliographic record of the title you wish to purchase.</para>\r
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850</step>\r
851\r
852<step>\r
853<informalfigure>\r
854<para>Select <menuchoice><guimenu>Actions for this Record</guimenu>\r
855<guimenuitem>View/Place Orders</guimenuitem></menuchoice>.</para>\r
856<para><mediaobject>\r
857<alt>screenshot of view/place orders</alt>\r
858\r
859<imageobject>\r
7bacdcaa 860 <imagedata fileref="media/view_order.png" width="100%" scalefit="1"></imagedata>\r
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861</imageobject>\r
862</mediaobject></para>\r
863</informalfigure>\r
864</step>\r
865\r
866<step>\r
867<informalfigure>\r
63a6c191 868<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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869<para><mediaobject>\r
870<alt>screenshot of view/place orders</alt>\r
871\r
872<imageobject>\r
873<imagedata fileref="media/view-place-record-2.png" scalefit="0"></imagedata>\r
874</imageobject>\r
875</mediaobject></para>\r
876</informalfigure>\r
877</step>\r
878\r
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879<step>\r
880<informalfigure>\r
881<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
882list, 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
883<para><mediaobject>\r
884<alt>screenshot of MARC federated search</alt>\r
885\r
886<imageobject>\r
887<imagedata fileref="media/MARC-federated-addrecord-11.png" scalefit="0"></imagedata>\r
888</imageobject>\r
889</mediaobject></para>\r
890</informalfigure>\r
891<para></para>\r
892<informalfigure>\r
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893<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
894click <guibutton>Save</guibutton>.</para>\r
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895<para><mediaobject>\r
896<alt>screenshot of MARC federated search</alt>\r
897\r
898<imageobject>\r
899<imagedata fileref="media/view-place-add-po-1.png" scalefit="0"></imagedata>\r
900</imageobject>\r
901</mediaobject></para>\r
902</informalfigure>\r
903<para></para>\r
904<informalfigure>\r
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905<para><guilabel>Create Purchase Order</guilabel> will bring up a pop up. See \r
906<link linkend="create-purchase-order-lineitem">Create a Purchase Order from Line Items</link> for further instructions.</para>\r
907<para><mediaobject>\r
908<alt>screenshot of MARC federated search</alt>\r
909\r
910<imageobject>\r
63a6c191 911<imagedata fileref="media/convert-selection-2.png" scalefit="0"></imagedata>\r
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912</imageobject>\r
913</mediaobject></para>\r
914</informalfigure>\r
915</step>\r
916\r
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917</procedure>\r
918</section>\r
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919 \r
920</chapter>\r