Technical Services Procedures
Procedures - General cataloging procedures: Connexion Client basics
Page Editor: Leah Black
Last Updated: April 3, 2007
Connexion Client is the OCLC access software that has replaced the OCLC Cataloging MicroEnhancer (CatME) for offline batch cataloging workflows.
The software was designed to be very similar to the old CatME interface. Many functions work the same way. Others are very similar but may be relocated (included in a different drop-down menu) or reconfigured.
Your software should already be set up to allow you to connect to OCLC and to export records into the online catalog. If not see your team manager.
This document is not an exhaustive set of instructions. The software's help screens are useful, and there are tutorials available through the OCLC web page. Open an internet browser session and go to http://www.oclc.org/support/training/connexion/client/tutorial/ for links to the tutorials.
Set-up
and settings
Searching
Editing, updating, and exporting records
Textstrings
Keyboard shortcuts chart
Set-up and Settings
Local File Manager
If you need to create more than one local file for your cataloging, do this:
Click on the FILE drop-down menu and choose LOCAL FILE MANAGER.
Click bibliographic in the CHOOSE FILE TYPE box.
Click CREATE FILE.
Key in your file name in the FILE NAME box (at the bottom of the dialog box)
Click OPEN.
If you want this new file to be your default, click on the file name and then click SET AS DEFAULT. Records downloaded from OCLC will be automatically saved in that file. You can change your default file whenever you want or need to.
Check settings -- BATCH
Click TOOLS, then OPTIONS. Click on the BATCH tab.
Enter 5 in the maximum number of matches to download box
Click to put a checkmark in too many matches and not found or error boxes under Batch search keys to retain
In the perform local actions in batch section there is a box labeled bibliographic record export. This is an option that allows you to choose how you want to export records into the online catalog -- as a "batch" or one at a time. Click here for more information about this option.
If you put a checkmark in the bibliographic record export box, you will ONLY be able to export records into the online catalog by using the process batch function (located in the BATCH drop-down menu).
If you want to be able to export records into the online catalog immediately (one at a time, as you finish editing each record), then DO NOT put a checkmark in the bibliographic record export box. You will still be able to export a number of records into the online catalog by highlighting the records on the bib file index screen and clicking the export icon (or pressing F5)
Click to put a checkmark in the display batch reports automatically box. Be sure there is NOT a check in the print batch reports automatically box.
Click apply, then OK.
Check settings -- AUTHORIZATIONS
Consult with your team manager for proper settings.
Check settings -- GENERAL
Set session timer options (suggested; if you want a longer period of inactivity before you are automatically disconnected from Connexion, increase the "log off" number but do not exceed 15 minutes)
Log off Connexion after 5 minutes
Warn 2 minutes before timeoutSet actions:
Checkmark both options.
In the offline cataloging box, be sure these settings are entered:
Classification scheme: Library of Congress
Holding library code: EEMR
Institution symbol: EEM
MARC organization code: MiEM
Searching
To search the OCLC database (WorldCat) for bib records that match the book you're cataloging you may use either the BATCH feature (to enter search keys offline and have the Client perform your searches automatically) or search online interactively.
To search the OCLC database (WorldCat) in "batch" mode,
Click BATCH
Click ENTER BIBLIOGRAPHIC SEARCH KEYS
In the LOCAL FILE box, use the drop-down menu to choose the file you want to use to store search results
In the QUERY box, enter search keys (OCLC record number, ISBN, 3,2,2,1 or 4,3,1 or 4,4 searches) Note: OCLC record number searches must be preceded by an asterisk (*) or pound key (#)
Click add or press enter to store the search key
Click save after entering each search key
When finished entering search keys, click close
To process the searches, click BATCH, then PROCESS BATCH
In the LOCAL FILES box click in the box next to the file you want to process
In the PROCESS box click online searches, then click OK
Bib records matching your search criteria will be saved to your default local file.
To search interactively (logged on to WorldCat, not working offline), click CATALOGING, then SEARCH, then WORLDCAT. Click OK to log on, and then close the "message of the day" box.
In the SEARCH WORLDCAT box you have two options: command line search or keyword/numeric search (the expand/collapse button allows you to simplify the search box by eliminating one of the searching options)
Click OK to initiate search.
To save bib records in your local (offline) save file, click ACTION, then SAVE RECORD TO LOCAL FILE. The record will be saved in your default bib record file.
Another helpful search type for interactive searching is the BROWSE search. Click CATALOGING, then BROWSE, then WORLDCAT. If you prefer to use the keyboard, hold down the CTRL key and press F2.
Type your title in the BROWSE WORLDCAT box. Do not use quotation marks. For long titles you only need to type in the first 4-5 words of the title.
Click OK.
Choose a title from the RESULTS display by double-clicking on the title.
When you locate a matching bib record you can save it to your local save file by clicking ACTION, then SAVE RECORD TO LOCAL FILE (or press F4). You can then log off (click FILE, then LOGOFF, or hold down the ALT key and press F1) and work on editing the bib records offline.
Although searching may be accomplished either using the BATCH function or online interactively, offline editing with OCLC record updates accomplished in BATCH mode is recommended for copy cataloging workflows.
No search type is more costly than another. If your search does not result in a match, try another search type. Do not conclude that no copy is available in OCLC based upon the results of one type of search.
Editing, updating, and exporting records
View bib records by clicking CATALOGING, then SEARCH, then LOCAL SAVE FILE (or press F3). This will display the bib records stored in your default bib file.
Click OK or press enter to view all records. You can also search for specific records within the file.
View an individual bib record from the brief record index by either double-clicking on it or highlighting it and pressing enter.
Use arrow keys or the mouse to move to different fields within the record. Use drop-down menus to add or delete fields. Click here for a chart of record editing keyboard shortcuts.
Remember to add the 949 field before you export. Using a textstring for this task saves time and assures accuracy. Click here for information about using textstrings and macros.
When editing is complete,
set status to update (use the toolbar button, or click ACTION, then UPDATE, or press F8)
and export (use the toolbar button, or click ACTION, then EXPORT, or press F5)
Remember that setting update status in Connexion Client simply means that the record is ready to be updated. The OCLC record will not be updated until you process the batch:
Click BATCH, then PROCESS BATCH
In the LOCAL FILES box click in the box next to the file you want to process
In the PROCESS box click online record actions, then click OK
Be sure to check the reports supplied by the software to be sure all processes were completed successfully (click BATCH, then VIEW REPORTS, then select the report to view.)
Once you are finished with a record (you have updated in OCLC and exported the record into the online catalog) you need to delete the record. This can be done by highlighting the record in the brief bib index and clicking on the delete icon (the red trashcan). You can also delete a number of records at once by highlighting a group and clicking delete.
Constant data
TEXT STRINGS
Text strings
You can use a text string to add 949 fields to bib records. This is recommended as a quality-control measure.
Click on TOOLS, then TEXT STRINGS (or press alt+T+S)
Click add
Enter a description in the description box (such as 949 field)
In the text box, enter the text (^=space; xxx=your initials):
949^^*ov=.o^;i=^/loc=^/w=cpcopymonoxxx;
Click OK.
Now you have to assign a keystroke to the textstring:
Highlight the text string by clicking on it, and then click keymaps
Click text in the Display commands for category box
Click in the Press new shortcut key box
Now press the key or key combination you want to use to attach the field in a bib record
For example, to assign the keystroke combination <alt> o to the 949 field text string, press and hold the <alt> key and then press o ("oh", not zero)
If that key combination is already assigned to another function you'll see a note under Shortcut key assigned to; you must choose another key combination
Click assign, then OK
To add the text string to a bib record, create a new field at the end of the record (position cursor at the end of the last field and press enter), and then press your keystroke combination. You will have to edit the field to include the .o number and location for the book you're cataloging.
For more information on textstrings (including instructions for deleting and editing textstrings), use the Connexion Client "help" feature.
KEYBOARD
SHORTCUTS CHART
(by Lisa Robinson)
| Standard Windows editing keyboard shortcuts | |
| Ctrl + X | Cut |
| Ctrl + C | Copy |
| Ctrl + V |
Paste |
| Ctrl + Z | Undo |
| Inserting a blank line | |
| Enter | Insert a blank line beneath the current line; works regardless of cursor position |
| Shift + Enter | Insert a blank line above current line |
| Deleting lines or text | |
| Alt + Delete |
Delete the current line Note: to delete controlled headings (highlighted in blue), place the cursor in the MARC tag area. If you click on the heading Connexion will automatically take you to the authority record for that heading. |
| Ctrl + F7 | Delete to the end of the cell |
| Moving the cursor | |
| Ctrl + right arrow | Move forward to the next word |
| Ctrl + left arrow | Move backward to the previous word |
| F6 | Jump to fixed fields, variable fields, or OCLC number |
| Moving entire fields | |
| Alt + up arrow | Move the entire field up |
| Alt + down arrow | Move the entire field down |
| Diacritics | |
| Ctrl + E |
Open diacritics window.
Always insert diacritics after the character it modifies. |
| Finding and selecting text | |
| Ctrl + F | Find and replace |
| Ctrl + Shift + right arrow | Move cursor and select (highlight) forward to the word |
| Ctrl + Shift + left arrow | Move cursor and select (highlight) back to the word |
| Windows | |
| Ctrl + F4 | Close open window |
| Ctrl + tab | Toggle between windows |
About the batch EXPORT function
Exporting records into the online catalog from Connexion Client works the same way as it did in CatME.
If you set your software to batch export, clicking on the toolbar button or the drop-down menu selections or pressing F5 while viewing a record will set the status to export for that record; it will not export immediately. You will have to process the batch using the BATCH drop-down menu, and wait at your PC while the batch processes because you will have to acknowledge each completed export before the software will continue to export the next record in the batch.
If you do not set your software to batch export, clicking on the toolbar button or the drop-down menu selections or pressing F5 will cause the record to be exported immediately. You can still export a "batch" of completed records by highlighting the records on the bib file index screen and initiating the export function. Each highlighted record will be exported, and you will have to acknowledge that completed export before the software will continue to export the next highlighted record.
The setting to use is a matter of personal preference.