12/15/16:  Batch Data Changes

Batch Change of Physical Items

Use example of Technical – Migration status, with context of data cleanup                           

In LA: Physical Items advanced search, Internal Note 1 contains exhibit.

• Note that these items have processing status of technical-migration.  This is a way to clean up data post-migration for item statuses that migrated to not on shelf.
• Open item, look at notes to show internal note 1 with migrated item base status
• Save as set
• Run a job → Change Physical Items → Select set just created
• Run through all various parameters that can be changed on this job.
  • Note that the checkbox needs to be checked before any area that you want to change
  • Note physical / temporary option for location changes
  • Include Pros and cons of using the job to change the library / location of an item vs. the “Create physical item move requests” job (which puts them in transit).
  • Note conditions that can be set for change
• Create a temporary change to the location, which keeps permanent location intact. 
• Run job
  • Actions → Report on the Job History tab gives information about the job that ran
• Show that permanent location for items not changed, but they are now in the temporary location.

Batch Change of Holding Records

Adding IZ norm rule to process and then running change holdings information job.

• Go into Sandbox , show the “Change Holdings” shared IZ Normalization rule.
  • Note that only IZ Norm Rules can be added to the holdings normalization processes
• Resource Configuration → Metadata Configuration → Marc21 Holding
• Navigate to Normalization Processes tab
  • Add Process, give a name and description (both required)
  • Select MarcDroolNormalization to add a norm rule and add to selection
  • Choose an IZ norm rule from the Drools File Key dropdown box
• Run a Job → Change Holdings Information
  • Walk through parameters, noting that the checkboxes for the active change apply here too
  • “Correct the data via normalization rules” dropdown = the normalization processes created in the above method

Batch Change of Portfolio Information:

Can use this job to remove the proxy prefix from all URLs in a set

• Change Electronic Portfolio information
  • Note the parameter for deleting or replacing URL prefix for removing proxy prefix for all URLs in set
  • Create a note and run the job
  • Display set, show that they all have new note.

Republishing

Mark records to be republished by NZ job.  This is for records that wouldn’t necessarily be caught in the normal publishing cycles and can be run after Go Live.  You won’t need to do this job until after Go Live as publishing issues will be resolved with your consultants during implementation.

• Create a set of records (small) in All titles
• Run “Mark records to be republished by NZ job”
• The records will be published on the next scheduled publishing run.

Update PO Lines

In UFR Sandbox

• Create set of POL, Workflow = In review
  • Workflow = the status of the POL
• There are 3 different jobs that can be run
  • Update PO Transactions = price, fund, etc. of transactions
  • Update PO Workflow = Set to “In Review,” try to move on to next step from “In Review”
  • Update PO Information = multiple parameters for updating POL information

Update / Notify Users

Batch adding of roles.  Note that this can be used to send notifications in bulk too.

• Create a set of users
• Update / Notify Users job
  • Change user group of all users in set
  • You can change multiple user parameters here as well

Helpful links:

http://knowledge.exlibrisgroup.com/Alma/Product_Documentation/Alma_Online_Help_(English)/Administration/070Managing_Jobs/020Running_Manual_Jobs_on_Defined_Sets#Manual_Jobs_and_Their_Relevant_Parameters

http://knowledge.exlibrisgroup.com/Alma/Product_Documentation/Alma_Online_Help_(English)/Resource_Management/050Inventory/040Managing_Physical_Resources#Performing_Global_Changes_on_Holdings_Records

http://knowledge.exlibrisgroup.com/Alma/Product_Documentation/Alma_Online_Help_(English)/Resource_Management/050Inventory/040Managing_Physical_Resources#Performing_Global_Changes_on_Physical_Item_Records

http://knowledge.exlibrisgroup.com/Alma/Product_Documentation/Alma_Online_Help_(English)/Resource_Management/050Inventory/020Managing_Electronic_Resources#Performing_Global_Changes_on_Portfolios_Using_a_Job

Chat transcript

from North American Professional Services to Everyone:

Hi everyone!  Please remember to mute your line as you enter the call.  Thanks!

from Cal Poly SLO (privately):

We are having issues dialing in to the call, anyone else reporting issues?

to Cal Poly SLO (privately):

No reports from others - of course, possibly they CAN'T report... 

from Cal Poly SLO (privately):

thanks. we will keep trying :-)

from Mark B. (Los Angeles) to Everyone:

(ooooh, don't tell her it's cloudy here in metro LA...Marine Layer....) :-)

from Northridge 1 to Everyone:

So it looked like the second line of the locations still said false. Is this false perhaps referencing another change and it's not lined up correctly?

to Northridge 1 (privately):

Hi CSUN - yes, that's right.  It's an artifact of increasing the browser text size for presentation purposes.

from Northridge 1 to Everyone:

Thank you!

from North American Professional Services to Everyone:

Hi CSUN - yes, that's right.  It's an artifact of increasing the browser text size for presentation purposes.

from Northridge 1 to Everyone:

Should it be a physical items search?

from Northridge 1 to Everyone:

Thank you

from North American Professional Services to Everyone:

CSUN: Items job requires items set; holdings job can work on titles or items set.

from Northridge 1 to Everyone:

If you're wanting to change the library/location of an item, what's the difference between running a job to change the item's permanent location vs, running a job on the holdings record with a norm rule to change the 852 $b and $c?

from CSUB (privately):

Suppressing here is always in the institution zone?

from Northridge 1 to Everyone:

Also there is a request to slow the steps a little.

from North American Professional Services to Everyone:

Q: Suppressing here is always in the institution zone?

from Northridge 1 to Everyone:

So changes to holdings record won't filter down to item record level?

from North American Professional Services to Everyone:

A: Yes - holdings are always IZ.

from CSUB (privately):

                 ahh, yes thanks

from North American Professional Services to Everyone:

CSUN: item inherits permanent lib / loc from holding. if item is in temporary loc, then it sticks.

from Northridge 1 to Everyone:

ok thank you

from yvonne (CPP) (privately):

for deleting proxy info., do we have to check the box and fill in the proxy info. part in the block?

from North American Professional Services to Everyone:

Q: for deleting proxy info., do we have to check the box and fill in the proxy info. part in the block?

from yvonne (CPP) (privately):

OK and thanks!

from Mark B (Los Angeles) to Everyone:

So like Global Update in mill., you must be very specific--exact

from Mark B (Los Angeles) to Everyone:

Thank you

from Cal Poly SLO to Everyone:

How would we batch add/edit our LOCAL fields in our bib records?

from Northridge 1 to Everyone:

Could you clarify that if we want to change marc data (bib, holdings) we use norm rules but to batch change items, PO LInes, or portfolios we run a job?

from Mark B (Los Angeles) to Everyone:

The POL example, you searched for data in the POLs--did I miss the chance to search for bib or item data?

from TeamSDSU to Everyone:

Can you append to receiving note?

from Mark B (Los Angeles) to Everyone:

Thank you

from Cal Poly SLO to Everyone:

thanks.

from Alice Kawakami-CSU to Everyone:

No, thank you.

from Northridge 1 to Everyone:

Thank you!

from Mark B. (Los Angeles) to Everyone:

Thank you Megan and Dolph.

from Cal Poly SLO to Everyone:

thank you.

from Thuy CPP (privately):

Happy holidays!

from CSUB to Everyone:

Thanks!!

from Chris SLO to Everyone:

Thank you!