replace screenshots -> add step to activate order without loading items
[sitka/doc/acquisitions.git] / acq / acq-load-bib.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-load-bib">\r
4 <info>\r
e3245b4a 5 <title>Loading Bibliographic Records and Items into the Catalogue</title>\r
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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>Bibliographic records and copies can be loaded into the catalogue at different stages of \r
17 the acquisitions process depending on your preferred workflow.</para> \r
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18<para>By default bibliographic records and copies become OPAC visible the moment they are loaded into the catalogue. Libraries that do not wish their on-order\r
19materials to be visible to their patrons can set up an OPAC invisible default copy location for the system to use. \r
e3245b4a 20See <link linkend="onorder-OPAC-invisible">How to Make Your On-orderRecords OPAC Invisible</link> for instruction on setting up and using an OPAC\r
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21invisible default copy location.</para></abstract>\r
22 \r
23\r
24 </info>\r
25\r
31063226 26 <section xml:id="load-bib-items">\r
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27 <title>Where to Load Bibliographic Records and Items into the Catalogue</title>\r
28 <para>You can load bibliographic records and items into the catalogue in four different place in the acquisitions module.</para>\r
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29<procedure>\r
30\r
31<step>\r
32<informalfigure>\r
33<para>You can import bib records and items (if holdings information is attached) when you upload MARC order records.</para> \r
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34<para>Click <menuchoice><guimenu>Acquisitions</guimenu><guimenuitem>Load MARC Order Records</guimenuitem></menuchoice>. Follow the instructions for \r
35<link linkend="marc-order-records">Load MARC Order Records</link>.</para>\r
36<para>Ensure the box adjacent \r
37to <guilabel>Load Items for Imported Records</guilabel> is checked and upload the file of MARC records.</para>\r
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38<para><mediaobject>\r
39<alt>screenshot of invoicing</alt>\r
40\r
41<imageobject>\r
a6103e12 42<imagedata fileref="media/acq-vandelay-2.png" scalefit="0"></imagedata>\r
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43</imageobject>\r
44</mediaobject></para>\r
45</informalfigure>\r
46</step>\r
47\r
48<step>\r
49<informalfigure>\r
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50<para>You can import bib records and items into the catalogue when you create a purchase order from a selection list, a MARC federated search, catalogue record IDs, \r
51or the view/place order screen.</para>\r
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52<para>From the selection list, select \r
53<menuchoice><guimenu>Actions</guimenu><guimenuitem>Create Purchase Order</guimenuitem></menuchoice>. Check the box adjacent to \r
54<guilabel>Import Bibs and Create Copies</guilabel> to import the records into the catalogue.</para>\r
55<para><mediaobject>\r
56<alt>screenshot of invoicing</alt>\r
57\r
58<imageobject>\r
59<imagedata fileref="media/load-bibs-2.png" scalefit="0"></imagedata>\r
60</imageobject>\r
61</mediaobject></para>\r
62</informalfigure>\r
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63\r
64<para>Records are then loaded using the <link linkend="load-bib-vandelay">Vandelay Interface</link>.</para>\r
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65</step>\r
66\r
67<step>\r
68<informalfigure>\r
e3245b4a 69<para>You can import bib records and items into the catalogue from a purchase order by clicking \r
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70<menuchoice><guimenu>Actions</guimenu><guimenuitem>Load Bibs and Items</guimenuitem></menuchoice>.</para>\r
71<para><mediaobject>\r
72<alt>screenshot of invoicing</alt>\r
73\r
74<imageobject>\r
75<imagedata fileref="media/load-bibs-3.png" scalefit="0"></imagedata>\r
76</imageobject>\r
77</mediaobject></para>\r
78</informalfigure>\r
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79\r
80<para>Records are then loaded using the <link linkend="load-bib-vandelay">Vandelay Interface</link>.</para>\r
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81</step>\r
82\r
83<step>\r
84<informalfigure>\r
85<para>If you have not previously loaded the bib records and items into the catalogue, Evergreen will automatically import the bib \r
86records and items into the catalogue when the purchase order is activated.</para>\r
87<para><mediaobject>\r
88<alt>screenshot of invoicing</alt>\r
89\r
90<imageobject>\r
91<imagedata fileref="media/activate-purchaseorder-4-2.png" scalefit="0"></imagedata>\r
92</imageobject>\r
93</mediaobject></para>\r
94</informalfigure>\r
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95\r
96<para>Records are then loaded using the <link linkend="load-bib-vandelay">Vandelay Interface</link>.</para>\r
97</step>\r
98</procedure>\r
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99\r
100<note><para>If your provider supplies you with full MARC records after your orders are submitted these records should be loaded through the \r
101<link xlink:href="http://docs.sitka.bclibraries.ca/Sitka/current/html/marc_batch_import.html#importing_merge">MARC Batch Import/Export</link> interface.\r
102Libraries doing this should use the overlay functionality outlined in <xref linkend="copy_overlay"/>.</para></note>\r
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103</section>\r
104\r
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105\r
106<!--\r
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107<section xml:id="load-bib-vandelay-temp">\r
108<title>TEMPORARY - How to Load Bibliographic Records and Items into the Catalogue</title>\r
109\r
110<para>All bibliographic records add to the catalogue through acquisitions are loaded through the vandelay interface.</para>\r
111<para>Vandelay identifies exisiting records that match the new records and allow staff to merge the new record into the existing record rather than creating a \r
112duplicate record.</para>\r
113\r
114<note><para>Sitka staff is currently working to resolve a bug regarding record matching. The following procedure is a temporary work around while work is being done \r
115to resolve the bug.</para></note>\r
116\r
7cf9d92c 117<simplesect xml:id="vandelay-interface-load-temp">\r
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118<title>Loading Records Using the Vandelay Interface</title>\r
119\r
120<procedure>\r
121<step>\r
122<informalfigure>\r
123<para>The <guilabel>Vandelay Interface</guilabel> will display.</para>\r
124<para><mediaobject>\r
125<alt>screenshot of Vandelay Interface</alt>\r
126\r
127<imageobject>\r
128<imagedata fileref="media/load-bibs-vandelay-1.png" scalefit="0"></imagedata>\r
129</imageobject>\r
130</mediaobject></para>\r
131</informalfigure>\r
132</step>\r
133\r
134<step>\r
135<para>Create a new <guilabel>Upload Queue</guilabel> or use the drop down menu to add to an <guilabel>Exisiting Queue</guilabel>.</para>\r
136<caution><para>Do not use "/" or "\" (slash or backslash) in import queue name.</para></caution>\r
137</step>\r
138\r
139<step>\r
140<para>Leave the <guilabel>Record Match Set</guilabel> field blank.</para>\r
141<caution><para>Choosing a <guilabel>Record Match Set</guilabel> will currently cause the import to fail.</para></caution>\r
142</step>\r
143\r
144<step>\r
145<para>Select <guilabel>oclc</guilabel> from the <guilabel>Record Source</guilabel> drop down menu.</para>\r
146</step>\r
147\r
148<step>\r
149<para>Check the box for <guilabel>Import Non-Matching Records</guilabel>. This will import anyrecords that do not have matches in the catalogue.</para>\r
150<para>At present this will import all records unless a match is found on the 901 subfield c. A match on the 901 subfield c indicates that the exact record is already\r
151in the catalogue.</para>\r
152</step>\r
153\r
154<step>\r
155<informalfigure>\r
156<para>Click <guibutton>Submit</guibutton>.</para>\r
157<para><mediaobject>\r
158<alt>screenshot of Vandelay Interface</alt>\r
159\r
160<imageobject>\r
bbb102fa 161<imagedata fileref="media/load-bibs-vandelay-temp-2.png" scalefit="0"></imagedata>\r
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162</imageobject>\r
163</mediaobject></para>\r
164</informalfigure>\r
31063226 165</step>\r
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166\r
167<step>\r
168<para>As these records will not be merged on import with existing records cataloguers must merge the records into the full bibliographic records when the items\r
169arrive.</para>\r
170</step>\r
171\r
31063226 172</procedure>\r
a6103e12 173</simplesect>\r
31063226 174</section>\r
669e37c7 175-->\r
ed232bd3 176\r
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177\r
178\r
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179<section xml:id="load-bib-vandelay">\r
180<title>How to Load Bibliographic Records and Items into the Catalogue</title>\r
181\r
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182<para>All bibliographic records added to the catalogue through acquisitions are loaded through the vandelay interface.</para>\r
183<para>Vandelay identifies exisiting records that match the new records and allows staff to merge the new record into the existing record rather than creating a \r
ed232bd3 184duplicate record.</para>\r
2872deea 185\r
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186<note><para>It is recommended that you set the <link linkend="lsa-library-settings-acquisitions-load-MARC">Load MARC Order Defaults</link>\r
187 to match what is shown in step 8 to avoid repetitious data entry.</para></note>\r
188\r
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189<simplesect xml:id="vandelay-interface-load">\r
190<title>Loading Records Using the Vandelay Interface</title>\r
191\r
192<procedure>\r
193<step>\r
194<informalfigure>\r
195<para>The <guilabel>Vandelay Interface</guilabel> will display.</para>\r
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196<para><mediaobject>\r
197<alt>screenshot of Vandelay Interface</alt>\r
198\r
199<imageobject>\r
529e645e 200 <imagedata fileref="media/acq-vandelay-1.png" scalefit="0"></imagedata>\r
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201</imageobject>\r
202</mediaobject></para>\r
203</informalfigure>\r
2872deea 204</step>\r
ed232bd3 205\r
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206<step>\r
207<para>Create a new <guilabel>Upload Queue</guilabel> or use the drop down menu to add to an <guilabel>Exisiting Queue</guilabel>.</para>\r
208<caution><para>Do not use "/" or "\" (slash or backslash) in import queue name.</para></caution>\r
209</step>\r
ed232bd3 210\r
2872deea 211<step>\r
cf60f3a9 212<para>Select <guilabel>SitkaMatch</guilabel> from the <guilabel>Record Match Set</guilabel> drop down menu.</para>\r
669e37c7 213<para>The <guilabel>Record Match Set</guilabel> determines what fields will be matched on. The <guilabel>SitkaMatch</guilabel> match set looks in the database for \r
a38609c2 214matches on the 901c field, the 020a (ISBN), and 022a (ISSN), and the 010a (Library of Congress Control Number), and the 035a (System Control Number).</para>\r
2872deea 215</step>\r
ed232bd3 216\r
2872deea 217<step>\r
27ce134b 218<para>Select <guilabel>Merge Using Existing Record</guilabel> from the <guilabel>Merge Profile</guilabel> drop down menu.</para>\r
4637a673 219</step>\r
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220\r
221<step>\r
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222<para>Select a <guilabel>Record Source</guilabel> from the dropdown. The default is <guilabel>oclc</guilabel>, but choose the one that best matches your \r
223file (eg. ULS, Whitehots etc.) Contact Sitka Support if you have a record source you use on a regular basis that is not listed.</para>\r
2872deea 224</step>\r
ed232bd3 225\r
2872deea 226<step>\r
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227<para>Check the box for <guilabel>Import Non-Matching Records</guilabel>.</para>\r
228<para>This will import any records that do not have matches in the catalogue.</para>\r
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229</step>\r
230\r
231<step>\r
4637a673 232<para>Check the box for <guilabel>Merge on Best Match</guilabel>.</para>\r
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233<para>This means that if the system finds a match in the database it will create holdings on that existing record, rather than importing the record from \r
234the purchase order. This should result in your cataloguer needing to do less merging when the items arrive as the majority of items will already be attached \r
235to the correct full record in the database. It is possible that there may be some false matches (such as if the ISBN is entered incorrectly on the purchase order)\r
236but these should be caught when the items arrive and are catalogued.</para> \r
4637a673 237</step>\r
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238\r
239<step>\r
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240<informalfigure>\r
241<para>Click <guibutton>Submit</guibutton>.</para>\r
242<para><mediaobject>\r
243<alt>screenshot of Vandelay Interface</alt>\r
244\r
245<imageobject>\r
246<imagedata fileref="media/load-bibs-vandelay-2.png" scalefit="0"></imagedata>\r
247</imageobject>\r
248</mediaobject></para>\r
249</informalfigure>\r
250</step>\r
f7e21257 251\r
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252<step>\r
253<para>You can see the record that the line item has attached holdings to by clicking on the <guilabel>catalog</guilabel> link on the line item.</para>\r
254</step>\r
255\r
2872deea 256</procedure>\r
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257</simplesect>\r
258\r
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259\r
260<!--\r
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261<simplesect xml:id="vandelay-interface-load-advanced">\r
262<title>Loading Records Using the Vandelay Interface - Advanced</title>\r
263\r
264</simplesect>\r
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265-->\r
266\r
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267</section>\r
268\r
669e37c7 269<!--\r
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270<section xml:id="vandelay-view-queue">\r
271<title>Viewing the Queue</title>\r
272\r
273<para>Queues can be viewed two ways:</para>\r
274<itemizedlist>\r
275<listitem>\r
276<para>through the <link linkend="queue-link">queue link</link></para>\r
277</listitem>\r
278<listitem>\r
279<para>through <link linkend="inspect-queue">Inspect Queue</link></para>\r
280</listitem>\r
281</itemizedlist>\r
282\r
283<simplesect xml:id="queue-link">\r
284<title>View Queue Link</title> \r
285\r
286</simplesect>\r
287\r
288<simplesect xml:id="inspect-queue">\r
289\r
290</simplesect>\r
291\r
292</section>\r
669e37c7 293-->\r
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294\r
295<section xml:id="vandelay-interface-merge">\r
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296<title>Merging Records Using the Vandelay Interface</title>\r
297\r
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298<procedure>\r
299<step>\r
300<para>Click <guilabel>View Import Queue</guilabel>.</para>\r
301</step>\r
302\r
303<step>\r
2e3f3bd1 304<informalfigure>\r
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305<para>The table will tell you what records have been automatically imported (if you selected <guilabel>Import Non-Matching Records</guilabel>) and what records have \r
306found a match in the database and were not automatically imported.</para>\r
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307<para><mediaobject>\r
308<alt>screenshot of Vandelay Interface</alt>\r
309\r
310<imageobject>\r
529e645e 311<imagedata fileref="media/load-bibs-vandelay-3.png" width="100%" scalefit="1"></imagedata>\r
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312</imageobject>\r
313</mediaobject></para>\r
314</informalfigure>\r
315\r
316<informalfigure>\r
317<para>A view of the records that matched.</para>\r
318<para><mediaobject>\r
319<alt>screenshot of Vandelay Interface</alt>\r
320\r
321<imageobject>\r
9df77309 322<imagedata fileref="media/load-bibs-vandelay-4.png" width="100%" scalefit="1"></imagedata>\r
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323</imageobject>\r
324</mediaobject></para>\r
325</informalfigure>\r
326\r
327<informalfigure>\r
328<para>For any of the records in the table, you can can choose to <guilabel>View MARC</guilabel> and then edit the incoming MARC record. Click on \r
329<guilabel>View MARC</guilabel>, and the record is loaded in view mode. Click <guilabel>Edit</guilabel> to load the record in the MARC Editor. Once done the \r
330editing, click <guilabel>Save Changes</guilabel> in the pop-up window. Click <guilabel>Return</guilabel> to go back to the Record Queue screen.</para>\r
331<para><mediaobject>\r
332<alt>screenshot of Vandelay Interface</alt>\r
333\r
334<imageobject>\r
335<imagedata fileref="media/load-bibs-vandelay-5.png" scalefit="0"></imagedata>\r
336</imageobject>\r
337</mediaobject></para>\r
338</informalfigure>\r
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339</step>\r
340\r
341<step>\r
342<para>On the <guilabel>Record Queue</guilabel> screen, you may click <guilabel>Matches</guilabel> to view the conflicting Evergreen records. To view the \r
343existing full MARC record, click <guilabel>View MARC</guilabel>. The MARC record will be displayed in view mode. Click <guilabel>Return</guilabel> once done.</para>\r
344\r
345<para>Upon inspection, if the matched record is a true match but a brief record , you may mark the matched MARC record as an overlay target by selecting the\r
346 checkbox in front of the record in the <guilabel>Overlay Target</guilabel> column. Click <guilabel>Back to Import Queue</guilabel> once done.</para>\r
347\r
348<para>If the matched record is not an actual match, then edit the incoming record so that it no longer matches (this is usually the 901c or other control number\r
349 that is the cause.) After you've saved the change, this record will no longer be a match, and you can import it as a non-matching record.</para>\r
350\r
2e3f3bd1 351<informalfigure>\r
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352<para>If the matched record in Evergreen is a true match but a full record, Sitka policy requires you to use the existing record instead of importing another\r
353 one. Do not select the checkbox in this scenario.</para>\r
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354<para><mediaobject>\r
355<alt>screenshot of Vandelay Interface</alt>\r
356\r
357<imageobject>\r
358<imagedata fileref="media/load-bibs-vandelay-6.png" scalefit="0"></imagedata>\r
359</imageobject>\r
360</mediaobject></para>\r
361</informalfigure>\r
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362</step>\r
363\r
364<step>\r
365<para>The record is shown as selected once you are back at the <guilabel>Record Queue</guilabel> screen.</para>\r
366</step>\r
367\r
368<step>\r
2e3f3bd1 369<informalfigure>\r
2872deea 370<para>Once done the list, click <guilabel>Import Selected Records</guilabel>.</para>\r
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371<para><mediaobject>\r
372<alt>screenshot of Vandelay Interface</alt>\r
373\r
374<imageobject>\r
a6103e12 375<imagedata fileref="media/load-bibs-vandelay-7.png" scalefit="0"></imagedata>\r
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376</imageobject>\r
377</mediaobject></para>\r
378</informalfigure>\r
2872deea 379</step>\r
ed232bd3 380\r
2872deea 381<step>\r
2e3f3bd1 382<informalfigure>\r
2872deea 383<para>You are prompted to select import options.</para>\r
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384<para><mediaobject>\r
385<alt>screenshot of Vandelay Interface</alt>\r
386\r
387<imageobject>\r
388<imagedata fileref="media/load-bibs-vandelay-8.png" scalefit="0"></imagedata>\r
389</imageobject>\r
390</mediaobject></para>\r
391</informalfigure>\r
392\r
2872deea 393<itemizedlist>\r
ed232bd3 394<listitem>\r
844f14f1 395<para>Select <guilabel>Merge Using Existing Record</guilabel> from the <guilabel>Merge Profile</guilabel> drop down menu.</para>\r
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396</listitem>\r
397<listitem>\r
2872deea 398<para>If you started with a test run, choose <guilabel>Import Non-Matching Records</guilabel>, to import records that do not have a match in the Sitka database.</para>\r
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399</listitem>\r
400<listitem>\r
2872deea 401<para>Choose <guilabel>Merge on Exact Match (901c)</guilabel> or <guilabel>Merge on Single Match</guilabel>.</para>\r
ed232bd3 402</listitem>\r
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403</itemizedlist>\r
404</step>\r
ed232bd3 405\r
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406<step>\r
407<para>Click <guibutton>Import</guibutton>.</para>\r
408</step>\r
409</procedure>\r
ed232bd3 410\r
ed232bd3 411\r
ed232bd3 412</section>\r
2872deea 413\r
45d6499c 414 <section xml:id="copy_overlay">\r
09a984bf 415 <title>Auto-Overlay In Process Acquisitions Copies</title>\r
45d6499c 416 \r
41b7eac6 417 <para>A new feature in Evergreen 2.6 improves the acquisitions copy overlay code by adding broader matching criteria. This feature should be used when loading catalogue records to overlay existing brief records. Selecting the new option <guilabel>Auto Overlay In-process Acquisitions Copies</guilabel> will allow the system to overlay copies which: </para>\r
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418 <itemizedlist>\r
419 <listitem><para>Have line item details created by the acquisitions process </para></listitem>\r
d197f4ea 420 <listitem><para>Have the same owning_lib as the incoming copies owning_lib</para></listitem>\r
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421 <listitem><para>Have a current copy <guilabel>In process</guilabel></para></listitem>\r
422 </itemizedlist>\r
423 <procedure>\r
424 <step><para>Click <guilabel>Cataloguing</guilabel> and select <guilabel>MARC Batch Import/Export </guilabel></para>\r
425 <informalfigure><para><mediaobject>\r
426 <alt>screenshot of Catalogue Menu</alt>\r
427 <imageobject>\r
09a984bf 428 <imagedata fileref="media/catmenu.png" scalefit="0"></imagedata>\r
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429 </imageobject>\r
430 </mediaobject></para>\r
431 </informalfigure>\r
432 </step>\r
6fe3c444 433 <step><para>The <guilabel>MARC File Upload</guilabel> screen will open. For more details about this interface please see <link xlink:title="http://docs.sitka.bclibraries.ca/Sitka/current/html/marc_batch_import.html#importing_merge" xlink:href="http://docs.sitka.bclibraries.ca/Sitka/current/html/marc_batch_import.html#importing_merge"> Importing and Merging MARC records in Batch</link></para>\r
45d6499c 434 <informalfigure><para><mediaobject>\r
09a984bf 435 <alt>screenshot of MARC File Upload</alt>\r
45d6499c 436 <imageobject>\r
09a984bf 437 <imagedata fileref="media/catupload.png" scalefit="0"></imagedata>\r
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438 </imageobject>\r
439 </mediaobject></para>\r
440 </informalfigure>\r
441 </step>\r
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442 <step><para>You may create a new queue for the file you are to upload or use an existing queue. To create a new queue, type in a name for your file in the box beside <guilabel>Create a New Upload Queue.</guilabel> To use an existing queue, choose a queue from the dropdown list beside <guilabel>Add to an Existing Queue.</guilabel></para></step>\r
443 <step><para>Leave <guilabel>SitkaMatch</guilabel> in the <guilabel>Record Match Set</guilabel> box.</para></step> \r
444 <step><para>Select a <guilabel>Record Source</guilabel> from the dropdown. The default is OCLC, but choose the one that best matches your file.</para></step>\r
41b7eac6 445 <step><para>Select a <guilabel>Merge Profile</guilabel>. Choose <guilabel>Merge Using INCOMING Record</guilabel> from the dropdown menu.</para></step>\r
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446 <step><para>Check <guilabel>Import Non-Matching Records</guilabel> box.</para></step>\r
447 <step><para>Check <guilabel>Auto-Overlay In-Process Acquisitions Copies</guilabel> box.</para></step>\r
448 <step><para>Click <guilabel>Browse...</guilabel> to choose the source MARC file on your computer, then click <guilabel>Upload.</guilabel></para>\r
449 <informalfigure><para><mediaobject>\r
450 <alt>screenshot of MARC File Upload</alt>\r
451 <imageobject>\r
452 <imagedata fileref="media/catupload1.png" scalefit="0"></imagedata>\r
453 </imageobject>\r
454 </mediaobject></para>\r
455 </informalfigure>\r
456 </step>\r
6fe3c444 457 <step><para>Depending on the size of the file, it may take a while for the uploading to finish. Once it is finished, records will be displayed in <guilabel>Inspect Queue</guilabel> view. The <guilabel>Queue Summary</guilabel> shows the total number of MARC records in the queue, and items contained in these records, if any, how many items have been imported, and how many of them encountered an error when Evergreen attempted to import them.</para></step>\r
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458 </procedure>\r
459 </section>\r
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460 \r
461</chapter>\r