Import records from Connexion
Before you import any records for the first time on a given computer, set the Connexion options so that all exports are sent to a file on your computer's local hard drive or floppy drive. Instructions for how to do this are in Connexion help file. (You only need to do this once per computer.)
- In Workflows, find each record you want to overlay and make sure the Title Control Number is "o########" (without the quotes, and replace the #s with the OCLC number; if the number has fewer than 8 digits, add leading zeros to make it 8 digits).
- Export the records in Connexion that you want to load into the database. (If you wish to have the system automatically add copies as the records are imported, include a Holdings Code in a 949 tag in each record.) Do not mix authority records and bibliographic records in the same file!
- Move the file from your computer to the server.
- Run the MarcImport wizard (usually found on the "Utility" toolbar)
- If the properties window comes up, click OK.
- Click Import
- Make sure "Marc" is selected, then type a unique file name in the Destination box (such as NIK-jh.010905)
- Click the gadget button to the right of the Source box, then use the Open File window to find your data file (either navigating to it and clicking once on it, or just typing the full directory path in the File name box), and click Open.
- A window will appear with the question, "Is the diskette ready?" If you're using a diskette, make sure it is. Click Yes. The system will be busy for a short while as it uploads your file. (The larger the file, the longer it's busy.)
- A window will appear with the question "Are there more files to upload?" If that was the only data file you want to upload right now, click No; otherwise, click Yes (and go back two steps to select the file name of the next file to load.)
- The system will be busy while it finishes uploading the file and runs a report on the process. When it's done, a text file will open in a separate window with the result of the load. Close the text file, and go back to the Workflows screen.
- If you want to make sure the file was uploaded properly, go to the Bib Files to Load tab (or, if you were loading authority records, the Authority Files tab), select your file name, click View, make sure MARC is selected in the resulting window, and click OK. This opens up a text file in a separate window, showing all of the records in the file you selected. When you're done, close the text file.
- Click Cancel to close the MarcImport wizard.
- Load the file from the server into the database.
- Open the Schedule Reports wizard (usually found on the "Reports" toolbar)
- Schedule a new "Load Bibliographic Records" report (a.k.a. "bibload"). There should already be a template set up for this, available on the Templates tab. (otherwise, the report can be found on the MARC Import tab.)
- Put a unique identifying name in the Report Name box. This is how the report will appear in the list of scheduled and finished reports, so it's good to be able to tell yours from all the others.
- Switch to the Load tab.
- Select the file you wish to transfer, using the File to Load drop-down box.
- If using a template, everything else has already been set properly. (If you aren’t using a template, one of the things you must make sure to do is to use the gadget to the right of the Copy Processing box to set whether you are using 949 fields to automatically add copies.)
- Click Schedule.
- Make sure Once is selected, then either select ASAP (most common) or enter a Date & time for the load to take pace (usually rare, unless there are a lot of reports currently in the queue).
- Click OK.
- If you want to verify that the report is in the queue, open the Scheduled Reports wizard. If it doesn't appear here, it either has already been completed or was not scheduled properly. This step is not necessary, but may be helpful.
- If you want to see whether the report has been completed or if you want to view the report's log and/or results, open the Finished Reports wizard. The log includes how many records were added and how many were replaced, and the results give the MARC data of the loaded records. This step is not necessary, but may be helpful. (Especially if you want to quickly check for errors in your cataloging.)
- The records have now been loaded, so you can use Modify Title to make any further changes to the records.