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University Library, University of Illinois at Urbana-Champaign

Cataloging Services: Using OCLC Connexion

Acquisitions & Cataloging Services

Automation Tools

OCLC Connexion has numerous tools that allow for automation of data entry, including use of constant data, macros, text strings, and keymaps. These tools are useful for entering data that needs to be entered in each record for a specific material type.

Constant Data

Constant data allows you to create a partial bibliographic or authority record with standardized data that is reused. You can create constant data for any of the OCLC workforms.

To create constant data in OCLC Connexion:

  1. Select Cataloging > Create > Constant Data
  2. Select the appropriate workfrom from the drop-down menu
  3. Code the fixed fields and variable fields as necessary
  4. Select Action > Save Record to Local File or hit F4
  5. Enter the name of your constant data record in the pop-up window.
    • If you catalog only one type of material, you may want to also check the "Make Default Constant Data"

To apply constant data to a record:

  1. With a record open, select Edit > Constant Data > Local > Apply from List or Ctrl+L
  2. Hightlight the appropriate line from the list and hit Apply Selected
    • Note: If you have only one constant data record, or if you have a record set as your default, you can apply that by clicking Ctrl + Y
  3. Continue editing your record as normal

To search your local constant data files:

  1. Select Cataloging > Search > Local Constant Data or hit Ctrl+L

Macros

Macros are short programs that can be run to automate some data entry in records. Macros can be used to supply standard information (similar to the use of constant data), or they can be used for other functions, such as automating transliteration of non-Roman scripts.

Some macros are native to the OCLC Connexion browser, while others may need to be installed from third-party sources. Third-party sources generally have instructions on how to install macros for OCLC Connexion.

To run a macro:

  1. With a record open, select Tools > Macros > Manage
  2. Select the appropriate macro from the list and hit Run
    • Note: some macros may require additional information or selection from a form before they run

Text Strings

Like constant data, text strings are used to apply a specific string of text to a record. These are useful if working on a collection that requires a standard note, adding the 504 bibliographical references note, etc.

To create text strings:

  1. Click the Text Strings icon on the Connexion toolbar or select Tools > Text Strings
  2. Click Add
  3. Enter a description and then the text itself
    • Enter diacritics, including the subfield delimiter by clicking the Diacritics button
  4. Click OK

The first method for entering text strings in a record:

  1. With an open record, place the curser where the text should be inserted
  2. Click the drop-down arrow on the Text Strings and select the appropriate string

The second method for entering text strings in a record:

  1. With an open record, place the curser where the text should be inserted
  2. Select Tools > Text Strings
  3. Highlight the appropriate text string and click Apply

Keymaps

Various functions and data entry, including those above (i.e., constant data, macros, and text strings) can be further automated with the use of keymaps/keyboard shortcuts. Some keymaps are native to OCLC Connexion, and you can assign others to functions you use frequently.

To access the list of keymaps:

  1. Select Tools > Keymaps

Keymaps can be assigned for menu items, diacritics/characters, macros, and text by selecting the appropriate radio button in the "Display Command for Category" box in the keymap window.

To assign keymaps:

  1. In the Keymaps window, select the radio button next to the appriopriate category:
    • Note: select "Macros" to create a keymap for a specific macro; select "Text" to create a keymap for a text string
  2. Highlight the appropriate item in the box
    • Note: if there is currently a keymap assigned to the function it will appear in the "Current Shortcut Keys" box
  3. Place the curser in the "Press New Shortcut Key" box and use the keyboard to enter your key combination
    • Note: if your key combination is already in use by another function, it will appear under "Shortcut Key Assigned To."
  4. Click Assign. The shortcut should now appear in the "Current Shortcut Keys" box.