Sierra Create Lists Instructions and Tips

ContentsCreate Lists - Append a Review File.............................................................................................................2

Create Lists Conditions Definitions..............................................................................................................3

Create Lists - Creating a Review File..........................................................................................................10

Create Lists - Creating a Weeding List.......................................................................................................12

Create Lists - Enhanced Mode to Add Barcodes........................................................................................14

Create Lists - Exporting a Review File to Excel...........................................................................................18

Create Lists - Finding Patrons, Bibs or Items that Belong to Your Library..................................................19

Create Lists - Finding Patrons with Prospector Items................................................................................19

Create Lists - Flip an item List to a Bib List.................................................................................................20

Create Lists - Grouping & UnGrouping Search Terms................................................................................21

Create Lists - Import Records....................................................................................................................22

Create Lists - Items In Transit....................................................................................................................23

Create Lists - JSON Reusing a Search.........................................................................................................25

Create Lists - Merging Review Files...........................................................................................................27

Create Lists - Review File List of Barcodes.................................................................................................28

Create Lists - Use Existing Search..............................................................................................................30

Programming Scanner for Adding Barcodes to Create Lists*....................................................................31

Create Lists - Append a Review FileAppending a Set of Records 1. Choose Create Lists from the Function list 2. Choose the review file to which you want to add records by selecting its row 3. Choose the Append tool from the toolbar. The Boolean Search window opens. 4. You can change the title for the review file by entering a new title. The title can be up to 50 characters long. 5. For most purposes, you must enter your search criteria. If you want to append all records in a range, do not enter any criteria other than the range. 6. Choose Search to begin. If you did not enter any criteria other than the range, the system asks if you want to retrieve all records in the range. 7. Choose Yes to continue.

To add records to an existing create list 1. Open the existing list 2. Click the ADD icon in the upper right margin 3. Select the search you would like from the "Add a Record to File" box that appears. The search will match your review file such as item, bib or patron. You would either scan the barcode, or enter the search term. Hint: You can also scan book barcodes to add them to your review file, so you can make changes to a group of books. 4. Enter the information from the item or patron you want to add. Click on Search to bring up the information. 5. Determine if this is the record you wish to add and click on “Use bibliographic record” or "Use Item Record" or "Use Patron Record." 6. The record is added to the bottom of the create list

Create Lists Conditions Definitions

= (Equal to) - The entire normalized field, including all subfields, must exactly match the characters entered.

Use for fixed-length fields -- This relational operator is useful for searching in fixed-length fields However, it is NOT recommended for searching in variable-length fields, since any difference between the search statement and the data in the field causes the system to find no match. For example, a search for "AUTHOR = Cartland Barbara" does not retrieve a record containing the MARC 100 field "Cartland, Barbara,|d1902-", since the search statement did not include subfield 'd'. Use the "has" operator for searching variable-length fields.

Use to locate item records that contain a specific course record number -- When you choose to search on the /6 COURSE ID field, use this relational operator to designate that items retrieved must contain the course record number you specify.

Use to locate records that do not contain a particular variable-length field -- You can use this relational operator to retrieve records that lack a particular variable-length field. Select this operator and do not specify any characters after the equal sign.

For example, the search for "AUTHOR=" retrieves all records that do not contain an author field. Think of this as a search for "author equals nothing," which retrieves all records with no authors.

!= (Not equal to) -The normalized field does not exactly match the characters entered, that is, it has characters other than or in addition to the specified characters.

Use for fixed-length fields -- This relational operator is useful for searching fixed-length fields. For example, a search for "LOCATION != multi" retrieves all records which do not have multiple locations. Similarly, the search "LOCATION != main" retrieves records that do not have a single location of "main." However, it also retrieves records that have a location of "multi" with "main" being one of the multiple locations. To find all records that do not have "main" as a location, use the All fields do not have operator. You can search for records that have a single location of "main" using the search "LOCATION != multi AND LOCATION = main".

This operator is NOT recommended for searching variable-length fields. If you use this operator alone to search variable-length fields, the system can retrieve virtually the entire database. For example, a search for "AUTHOR != Cartland Barbara" retrieves a record containing the MARC 100 field "Cartland, Barbara,|d1902-", because subfield 'd' was not included in the search statement and therefore the two do not match exactly. This search also retrieves every other record in the database that does not have a MARC 100 field that exactly matches "Cartland Barbara." Even when you use it in combination with other, more restrictive, conditions, it is not an effective search tool for variable-length fields, since a single difference between the search statement and the data in the field can cause the system to retrieve an undesired record.

Use to locate records which do contain a particular variable-length field -- You can use this relational operator to retrieve records that contain a particular variable-length field. Select this operator and do not specify any characters after "!=". For example, the search for "AUTHOR !=" retrieves all records that do contain an author field. Think of this as a search for "author not equal to nothing", which retrieves all records with an author.

> (Greater than) & < (Less than)

These relational operators perform a character-by-character comparison between the search statement and the data in the specified field, starting with the left-most character in each. The system stops the comparison when the first non-matching character is reached. For the "greater than" operator, the system retrieves a record if the ASCII value of the first non-matching character is greater in the record than in the search statement. For the "less than" operator, the opposite is true. If the search statement and the data from the field are exactly equal, the record is not retrieved. For example, if a copy on order has an estimated price of $51, a search for "ESTIMATED PRICE < 50" does not retrieve that record, whereas a search for "ESTIMATED PRICE > 50" does retrieve it. Neither search retrieves a copy on order with an estimated price of $50.

If all characters in a search statement match the data in a record, but the search statement is shorter, the system considers the data in the record to be "greater than" the search statement. Thus, to search for all authors whose name begins with 'a', 'b', or 'c', enter the search statement "AUTHOR < d". Likewise, to find all authors whose name begins with 'm', enter the search "AUTHOR > m AND AUTHOR < n".

>= (Greater than or equal to) & <= (Less than or equal to)

These are the same as "greater than" and "less than" described previously, except that exact matches also are retrieved. For example, if a copy on order has an estimated price of $50, a search for "ESTIMATED PRICE >= 50" retrieves that record, as does a search for "ESTIMATED PRICE <= 50".

H (Has)

The system retrieves a record if the characters entered are contained, as a group, anywhere in any subfield of the specified field in the record. The entire group of characters must match exactly, including spaces, punctuation marks, and subfield delimiters. The field can contain additional characters. The system examines the entire field, that is, you cannot specify a particular subfield.

Use for variable-length fields -- Use the operator to find the entered characters anywhere in any subfield in the specified field. For example, searching for "AUTHOR has land" retrieves the MARC 100 fields "Landman, Paul", "Hollander, John", "Guildhall School (England)", and so forth. This is the recommended method for searching variable-length fields. Note that the search for "AUTHOR has Cartland Barbara" does not retrieve a record with the MARC 100 field "Cartland, Barbara", because the comma does not appear in the search statement.

A (All fields do not have)

This operator retrieves records that contain the given field, provided that all occurrences of the given field do not have the specified character or string of characters.

O (At least one field does not have)

This operator retrieves records that contain the given field, provided that at least one occurrence of the given field does not have the specified character or string of characters.

W (Between)

Use this operator to find a value between two specified values (entered values are included in the range). This operator usually is used for dates or amounts, for example, "ESTIMATED PRICE between 250 & 500" locates records with estimated prices between $250 and $500 (inclusive).

N (Not within)

Use this operator to find a value that is not between two specified values (entered values are included in the range). This operator usually is used for dates or amounts, for example, "CATDATE not within 01/01/93 & 12/31/93" excludes all items cataloged during 1993.

^ (Starts with)

Use this operator to find variable-length fields in which a given word or phrase appears at the beginning of the field. The comparison between the word or phrase you enter and the beginning of the field is case insensitive, thus "Journal of" and "journal of" produce the same results. This operator is not supported for fixed-length fields.

$ (Ends with)

Use this operator to find variable-length fields in which a given word or phrase appears at the end of the field. The comparison is case insensitive. Punctuation is included as part of the comparison, so if you enter "cultural studies" and a field ends with "cultural studies." (note the period), then the field would not match. This operator is not supported for fixed-length fields.

E (Exist)

This operator identifies date fields, such as CAT DATE or LCHKIN, that have content (date entries).

N (Not exist)

This operator identifies blank (null) date fields.

T (equals today)

Retrieves records whose specified DATE field is equal to the day on which the search is run.

Y (equals yesterday)

Retrieves records whose specified DATE field is equal to the day before the search is run.

V (within last week)

Retrieves records whose specified DATE field falls within the previous calendar week (Sunday - Saturday).

M (within last month)

Retrieves records whose specified DATE field falls within the previous calendar month (For example, if you create a review file anytime in June, you will only get the items for the month of May).

A (is this many days ago)

Retrieves records whose specified DATE field is equal to the specified number of days before the date on which the search is run.

B (is this many weeks ago)

Retrieves records whose specified DATE field is equal to the specified number of weeks before the date on which the search is run.

C (is this many months ago)

Retrieves records whose specified DATE field is equal to the specified number of months before the date on which the search is run.

R (Matches) - Regular Expressions

The 'r' operator enables you to enter a regular expression to search variable-length, and some fixed-length, fields in database records. Regular expressions are a powerful and complex tool that permit you to specify a pattern of characters for which to search. A regular expression can consist of ASCII characters alone or ASCII characters accompanied by special regular expression symbols.

Not all fixed-length fields can be searched using regular expressions. You can search the LOCATION, COUNTRY, HOME LIBRARY, FUND, VENDOR, LANGUAGE, and BOX NOTE fixed-length fields using regular expressions. Note that these fields are stored as five characters, right-padded with spaces, so "nor" is actually stored as "nor " (with two trailing spaces). Take care in constructing your regular expression to match this format.

When you search a field, the regular expression you use must appear somewhere in the field exactly as you specify. The regular expression does not need to match the entire field, as required by the "equal to" operator.

For example, the search:

TITLE matches data processing

matches records with TITLE fields containing "Modern data processing," "Data processing for beginners," and "Stretching man's mind :|ba history of data processing."

+ The plus sign is a special regular expression symbol that allows you to match one or more of the preceding characters

For example, a search for:

DESCRIPT matches x+i+

matches records with DESCRIPT fields containing "xi, 318 p. ;|c18 cm.," "xii, 610, [29] p.," "xix, 374 p.," and "xxii, 314 p."

* The asterisk allows you to match zero or more of the preceding characters.

For example, a search for:

TITLE matches dea*f

matches records with TITLE fields containing "Eating defensively" and "Deafness in infancy and early childhood."

. The period is a special symbol that matches any single character, including letters, numbers, spaces, and punctuation marks.

For example, a search for:

AUTHOR matches j.n

matches records with AUTHOR fields containing "Jones, Aubrey B," "Heise, Jon O.," and "Janaro, Richard Paul." You can combine the period with the plus sign or asterisk to search for more than a single character.

For example,

AUTHOR matches j.*n

matches all of the records of the previous search as well as records containing "Couger, J. Daniel," "Diebold, John," and "Rosenberg, Jerry Martin."

[ ] Square brackets are special regular expression symbols that enable you to define patterns that match one of a group of alternatives (a character class).

For example, a search for:

AUTHOR matches jo[ah]n

matches records with AUTHOR fields containing "Johnson, Stephen M.," "Narciso, John,|d1924-," and "Fromer, Margot Joan,|d1939-."

You can use a hyphen within square brackets to specify a range of characters, for example, "[0-9]" matches any digit and "[a-z]" matches any letter. You can also combine the square brackets with the plus sign (or the asterisk) to search for a string of characters of any length:

AUTHOR matches [a-z] man

matches records with AUTHOR fields containing "Maurer, Hermann A.," "Rothman, Stanley," and "Enger, Norman L."

If the first character in the square brackets is a caret '^', then the search matches all characters that are not in the character class. See About Subfield Tags for an example of this.

{ } Curly braces allow you to specify that a character or pattern must occur a specific number of times.

For example:

TITLE matches l{3}

matches records with TITLE fields containing the letter 'l' appearing three times in succession, such as "illlustrated". This can be useful in catching data entry errors in the database.

( ) Parentheses create groups that can be followed by modifiers.

For example:

TITLE matches (the ){2}

matches records with TITLE fields containing the word "the" appearing twice in succession, such as "The the book of lists". This can be useful in catching data entry errors in the database. You can combine these basic regular expression symbols to create very sophisticated search patterns. Consult a book on the UNIX egrep program to learn about other regular expression symbols and search techniques.

Create Lists - Creating a Review FileHow to Start Creating a Review File

1. Go to Create Lists from the Function dropdown menu.

2. Pick an empty review file, or change All to Empty. When choosing Empty, click the arrow next to Max Records to display the available buckets in order by size. Pick a review file that will work for the search. Highlight the review file by clicking on it.

3. Once the review file is chosen, click Search Records. Note: Choosing a review file that is not empty will prompt the system warning that you are overwriting the existing file. Choose Yes to overwrite your own file, or choose No to return to the list of review files.

4. This will bring up the Boolean Search box. Label the Review File Name to include the three identifying letters of your library and include your initials. The rest of the file name should match the search term. Note: The maximum length for any review file name is 150 characters.

5. The Store Record Type will default to BIBLIOGRAPHIC b. Click on the dropdown menu next to BIBLIOGRAPIC b to change the type of review file. The choices are ORDER o, CHECKIN c, CHECKIN AND CARD cc, AUTHORITY a, ITEM i, PATRON p, COURSE r, INVOICE n. Pick the type of review file for your search. The information that follows will only relate to that Store Record Type.

6. In this example, we are going to use PATRON p. The review file will be patrons with billed books.

7. Double click in the box under Type. This will bring up the Select Me box. Either click on PATRON or type p. Click OK.

8. Double click in the box under Field. This will bring up the Select Me box again. Click 47 P TYPE. Click OK.

9. Double click in the box under Condition. This will bring up the Select Me box again. Depending on what Ptype(s) are included in the review file, will depend on which search term to use such as = equal to, or w between. Note: Equal To - The equal to search allows for only one Ptype in the search. Enter the Ptype number in Value A. Note: Between - The between search allows for multiple Ptypes. Enter the Ptypes in Value A & Value B. The ptypes will be Value A – Value B. Example, if Value A was 25 & Value B was 29 this will also include 26, 27 & 28. Note: You can also narrow your search by entering your libraries home library or Patron Agency code.

10. Click Append Line to add a new line at the bottom. Insert Line will put a line at the top. Note: Once there is a first line, the Insert Line will automatically go above the 1st line. If there is more than two lines, than Insert Line will go where the cursor is located.

11. In this example, we are looking for patrons with one Ptype and an item with the status of n which is Billed. Note: Repeat the steps for Type, Field, Condition and Value to add the search terms for ITEM, STATUS, equal to, and n. Note: The search terms will appear in the middle of the Boolean Search box.

12. Once you are finished entering your search terms, click Search.

Finding a Finished Review FileFinding the review file can be done by File, Name, Login or Created date/time. Highlight the review file to view it.Once the review file has been highligted, viewing the review file records can be done several ways.1) Click on Show Records Or 2) Double click on the review file

Create Lists ButtonsThe Show Info button shows the search terms used for the review file.

Sort Records, List Records & Export Records ButtonsA review file can be sent by email or exported by using Excel. The List Records will let you email the file to yourself or someone else. The Export Records will allow you to export the file to Excel. You can also sort your review file using Sort Records.

How to Use the Sort Records ButtonThe Sort Records button will allow the viewing of the review filer records by different fields of information. For example, a sort can be done alphabetically by patron names.1) Click Sort Records.2) This will bring up the Sorting Fields box. Click on Type and Field to see the options for sorting the review file.3) Double click in the box under Type to get the Select Me pop-up box.4) Picking the Type and Field will display any items related to that type or field.5) Double click in the box under Field to get the Select Me pop-up box.6) Add more sorting fields by clicking on Append or Insert. Click Sort. Append will put the line at the bottom. Insert will put a line at the top.Tip: Insert will also allow a line anywhere in the sorting fields once there are 3 or more lines.

How to Use the List Records Button1) The List Records button will email the review file to any email address. Click List Records.2) Once List Records is clicked, the pop-up box to List PATRON information will appear. Put in the fields to be listed and the Page heading for the email.3) Input the fields to be listed in the email. Tip: to retrieve the title of the item use Bibliographic as the record type.4) Put a subject line for the email under Page heading. Change 0 to 1 or more to provide space between entries in the list.5) Checking these entries will change the information to be included in the listing sent to an email account.6) Click OK when finished.7)_This will bring up the Select Standard Printer pop-up box. Click on E-mail Printer. Click OK.8) Next, type in the email address of the person who will be receiving the file. Click OK.Tip: if the option for E-mail Printer does not appear, it might need to be set up. Click on File, Select Printer and Standard Printer. This will bring up the Select Standard Printer and Question pop-up box. Enter the email address and click OK.

The Export Records button will allow exporting of a review file to Excel. See Creats Lists – Exporting a Review File to Excel section of the document.

Create Lists - Creating a Weeding ListThis is information on how to use Create Lists to scan items from a cart to create a weeding list. The Delete Records Function can be used to delete the items from that review file.

Creating a Review File for Weeding – 2 optionsDelete Records Function: this review file for weeding is a list created from scanning books or items you want to delete using the delete records function.

Option 1 – Create a Review File Using Index1. Choose Create Lists from the Function list.2. Choose an empty review file bucket that will match the number of items you want to delete.3. Name your file name using the Create Lists Guidelines.4. Choose Index drop-down list. Choose Barcode (b). Scan the barcode of one book you want to delete in both Index fields.5. Without specifying any other criteria, click Search. Once one item has been done, you will be returned to the Review Files screen.6. You can either highlight your review file and click on Show Records or double click on the file to bring up the Boolean Review File.

Option 2 – Create a Review File Using a Barcode SearchUses steps 1 – 3 from Option 14. Choose Type - Item, Field - BARCODE, Condition - equal to, and Value A would be just one barcode from the cart of items you want weeded.5. Click Search. Once the search is complete, you will be returned to the Review Files screen.6. You can either highlight your review file and click on Show Records or double click on the file to bring up the Boolean Review File.

How to Add the Rest of your items from the weeding cart to the review file1. Click on the Add button on the right side of the screen to start adding records to the list.2. Change the dropdown menu to b Barcode to start scanning the barcodes of the books you want to add to the review file. If you decide to not add an item, click Close.3. You would click on Use Item Record to include the book you want to add. The book will be added to the bottom of your list.4. Repeat steps 1 - 3 for each book.5. You can also Dedupe the records after the scanning to make sure you do not have any duplicate records. This will remove a duplicate records.6. Once all items have been added to the weeding list, Close the Boolean Review File box.

How to Delete the Records from the Create List Review File (Delete Records Function)1. Go to Delete Records Function.2. Find your review file with the records you want to delete. Click Start. It will give you two options. 1) Delete the Listed ITEM Record Only 2) Delete the Listed ITEM Record AND attached BIBLIOGRAPHIC Record (if no other records attached)3. Pick the Choose Delete the listed ITEM record ONLY, and then click on Delete Records. You will get a pop-up box that warns you the action cannot be undone. Click, Yes.4. Review your Successful Deletions Box for any errors. Items not checked in or with holds will not be

deleted.5. Close all boxes when finished. The list will stay in Create Lists Function until emptied.Keep a record of the number of deletions for the year. You will probably need them for your statistics.

Create Lists - Enhanced Mode to Add BarcodesScanning barcodes into Create Lists can be done using the Create Lists Enhanced mode.

1. Go to the Create Lists Function.

2. Open a review file that will match the Max Records for the barcodes you want to scan.

3. Highlight the Review File and click the Search Records button.

4. Enter the "Review File Name."

5. Under "Store Record Type,” choose "ITEM." Select "Enhanced" mode.

6. For search strategy: "select type" enter "ITEM" (i), or type the letter i. Click OK.

7. For search strategy: "select field" enter "BARCODE" (b), or type the letter b. Click OK.

8. For search strategy: "select operator" enter "in" (i), or type the letter i. Click OK.

9. At blank space, scan a barcode.

10. You can scan a barcode into each new line, but you will need to mouse-click on the "+" symbol at the right of the barcode you scanned to add the new line after each barcode is scanned. Note: a barcode scanner can be configured to help with the process. See the section on "Programming Scanner for Barcodes to Create Lists."

11. If you have an extra line after scanning all the barcodes, click on the "X" at the right of the last line to delete the empty line. Clicking on the “X” will help avoid getting extra records into the review file.

12. Click on "Search" when finished.

Example of Scanning barcodes into Create Lists

Go to the Create Lists Function.

Open a review file that will match the Max Records for the barcodes you want to scan.

Highlight the Review File and click the Search Records button.

Enter the "Review File Name." Under "Store Record Type,” choose "ITEM." Select "Enhanced" mode.

For search strategy: "select type" enter "ITEM" (i), or type the letter i. Click OK.

For search strategy: "select field" enter "BARCODE" (b), or type the letter b. Click OK.

For search strategy: "select operator" enter "in" (i), or type the letter i. Click OK.

At blank space, scan a barcode.

You can scan a barcode into each new line, but you will need to mouse-click on the "+" symbol at the right of the barcode you scanned to add the new line after each barcode is scanned. Note: a barcode scanner can be configured to help with the process.

If you have an extra line after scanning all the barcodes, click on the "X" at the right of the last line to delete the empty line. Clicking on the “X” will help avoid getting extra records into the review file.

Click on "Search" when finished.

Create Lists - Exporting a Review File to Excel

Create Lists enables you to export items in a review file to a third-party application of your choice. In this example, we are using Excel.1) Click on Create Lists from the Function menu.2) Find the review file to be exported and highlight it. In this example, we are using an Item Type Review file. Items have the i in the Type box. A patron review file will have the letter p. A bibliographic review file will have the letter b. Click on Export Records.3) Decide what fields to export. This will be the way the review file will be displayed in Excel. Double click in the box under Type to get the Select Me box. The review file is an item review file, so pick ITEM for Type. Click OK.4) The Type is now ITEM. Double click in the box under Field, this will bring up the Select Me box again. Pick the information to be shown about the item. For example, CALL #. Click OK.5) Repeat this process until all the information is included that will be exported. Click on Append to put a line at the bottom. Click Insert to put a line at the top, unless there are 3 or more lines, after the Insert can be included wherever the cursor is located.Note:The title of the item can only find that in BIBLIOGRAPHIC.6) Once all the Fields have been chosen to be exported, click Browse.Note: This will open the Choose output file located on the computer or laptop.Note: We are going to save this file with a .csv extension to save a few steps when exporting to Excel.7) Pick where to save the file from the Save In: dropdown. Change the Files of Type to All Files. Make sure to name the file ending in .csv. Click Save.8) This will automatically put the file in the file box next to Browse. Click OK.Note: This will bring up the Exporting message, "Exporting Records Please Cancel to stop exporting." The message will go away as soon as the file has exported to the destination on the computer or laptop.

Viewing the Excel SpreadsheetThere might be few problems with the display of the BARCODE and DATE fields on the spreadsheet.Tip: to fix the CREATED DATE or any other date field widen the column by putting the cursor on the side edge of the column and dragging it until the entire date can be seen, or double clicking will widen the column.Excel does not automatically change your BARCODE field from General to Number. Highlight the BARCODE column. Tip: Click on the dropdown menu on the Number field to change General to Number.However, it will probably have a few extra decimals at the end. Tip: Click on the Decrease Decimal twice to get rid of the decimal points.

Sorting an Excel FileSorting the spreadsheet helps to find important information about the items in the review file.1) Highlight the top row of your columns to begin the sorting process.2) On the HOME Tab is the Editing box. Click on the Sort & Filter drowdown arrow. One option is to use the Custom Sort to sort columns.Once the Custom Sort has be chosen, the Sort box will appear. This will let sorting of any one of the columns by any of the fields that has been exported. Change the order for A to Z or Z to A. Click OK.3) Another option is the Filter instead of the Custom Sort. Filters sort each column individually.

Saving an Excel SpreadsheetClick File and Save. Depending on what version of Windows, change the CSV (Comma delimited) to either Excel Workbook or Excel 97-2003 Workbook. Click Save.

Create Lists - Finding Patrons, Bibs or Items that Belong to Your LibraryYou can use agency for any of these record types: use the equal to (=) operator.

1 Louisville Public Library2 Broomfield Public Library3 Boulder Public Library4 Longmont Public Library5 Lafayette Public Library6 Loveland Public Library

Home Library can be used by patrons: use the equal to (=) operator.

bc* Boulder Carnegiebe* Boulder Meadowsbg* Boulder Reynoldsbm* Boulder Mainbn* Boulder Nobola Lafayettelg Longmontls Louisvillelv Lovelandmd Broomfield

*For finding all Boulder patrons, you could also use starts with operator (^) and use b only.

For finding items and bibs you can use the same codes as home library but use the location field and the starts with (^) operator. For example, to find all Longmont items you’d use the search string item location (79) starts with (^) lg. For all Longmont bibs, you’d use the search string bib location (26) starts with (^) lg.

Note: You can only find order records for the library that is associated with your login. Ie Broomfield logins only see Broomfield order records.

Create Lists - Finding Patrons with Prospector ItemsHere is the Create Lists logic for finding your patrons who have Prospector holds or checkouts.

1. Store record type = PATRON

2. Type = PATRON Field = VIRTUALREC condition = “exist”

3. PATRON HOME LIBR = " xx " (fill in your home library code like “lv” or “md”

Create Lists - Flip an item List to a Bib ListHere are the instructions on how to create a new list of bibs using the list of items.In this example, we are going to create a list of items first.1) Open an empty review file. Make sure to type the two to three letter code for your library, as well as the title of the review file.2) You will change Store Record Type to Item.3) Under Type choose Item.4) Under Field choose Location.5) Under Condition choose equal to.6) Under Value A, you will type in the code for your location, or you can search for the location.7) Once you found the code, you will click the Search button.Note: Make note of the review file number. You will need it in just a moment.8) Go to an empty review file, and do another search.9) Again, this is where you would type the three letter code for your library and initials, and name the review file.10) The Store Record Type will remain Bibliographic.11) Change from Range to Review. This is where you will find the review file from earlier.12) Click Search.

To make viewing the review files together a little easier, I change the review files from Empty to Complete. This will show all the completed review files. I also arranged the review files by Create Date, so both review files show up at the top. The Type will show as both bib and item.

You have just created a new review file of bibs using the list of items. This process can also be done using Order or CheckIn as well.

Create Lists - Grouping & UnGrouping Search TermsGrouping Search Terms in Create Lists

Create a Hierarchy:

The system creates a hierarchy of search criteria by grouping your search terms. Once you have specified three or more rows of search terms:

1. Select the rows to group by highlighting multiple rows with your cursor. You must select at least two rows to create a group. Terms that belong to a group must be adjacent.

2. Choose Group. Sierra places parentheses around the search terms you selected.

Groups Multiple AND/OR Search Sequences for Better Results:

You must group multiple AND/OR search sequences to ensure that Sierra returns the results that you want. Ungrouped AND/OR searches are prone to ambiguous interpretation. Although the search might run, the results might not reflect what you were searching for.

For example, consider the interpretation of "black and white or gray" versus either "black and (white or gray)" or "(black and white) or gray". With grouping, even a more complex search such as "((black or red) and white) or gray" can be interpreted clearly. With grouping, you can be confident that you are getting the records you want.

1. Specify your search criteria for the first term.

2. Choose Append Line to add a search term to the end of the search term list. Choose Insert Line to add a search term before the selected term. The system searches for terms in the order that they appear in the table.

3. In the Operator cell of the new search term, choose "and" or "or." The cell's Operator defaults to "and."

4. Specify the criteria for the new search term.

5. To continue adding terms, repeat the process beginning with step 2.

6. Group the search terms as appropriate.

7. Begin your search by choosing Search.

Create Lists - Import Records

The Import Records feature is used to import bibliographic and patron record numbers into a review file in Sierra. The records numbers need to be saved in file with a txt extension. Use Notepad, or save the file as txt with Word. No other file extension will work for this process. This process does not currently work for any record types other than bib or patron.

1. Go to Create Lists to use the Import Records function.

2. Find a review file that will fit the number of records.

3. Click Import Records.

4. Fill in the Review File Name.

5. Leave the Store Record Type as Bibliographic for bib numbers, or .b numbers. Change the Store Record Type to Patron for the patron or .p numbers.

6. Click the Choose File button.

7. Find your file. Click Load.

8. The b numbers or p numbers will show up on the screen. The review file number will be listed.

9. Click Import.

10. Go to the review file number to check the import.

Create Lists - Items In Transit1. Go to Create Lists from the Function drop down menu.

2. Pick an empty review file, or change All to Empty. Click the arrow next to Max Records to display the available buckets in order by size. Pick a review file that will work for the search. Highlight the review file by clicking on it. Click Search Records.

3. This will bring up the Boolean Search box. Label the Review File Name to include the two or three identifying letters of your library. The rest of the file name should match the search term.

4. The Store Record Type will default to BIBLIOGRAPHIC b.

5. Click on the dropdown menu next to BIBLIOGRAPIC b to change the type of review file. In this example, we are going to use ITEM i.

6. The review file will be items that have the status of In Transit. Double click in the box under Type. This will bring up the Select Me box. The first line of the search will be the Type of ITEM, Field of LOCATION, Condition of starts with, and Value A would be the 1st two letters of a library’s home library code. Click on Value B to make sure the information is listed.

Or

7. This search can also be done using Agency . Value A would be the agency number for your library.

8. Click Append Line to add a new line at the bottom. Insert Line will put a line at the top.

9. Double click in the box under Type to start the 2nd line. This will bring up the Select Me box again. The second line of the search will be the Type of ITEM, Field of STATUS, Condition of equal to, and Value A would be t for In Transit.

10. Click Search located at the bottom of the Boolean Search box.

11. To find the review file, make might need to change Empty to Complete in the dropdown menu. Finding the review file can be done by File, Name, Login or Created [date/time]. Highlight the review file to view it.

12. Once the review file has been highlighted, viewing the review file records can be done several ways.

A. Click on Show Records. Or 2. Double click on the review file.

13. A review file can be sent by email or exported by using Excel. The List Records will let you email the file to yourself or someone else. The Export Records will allow you to export the file to Excel. You can also sort your review file using Sort Records.

14. The Sort Records button will allow the viewing of the review file records by different fields of information. Click Sort Records. This will bring up the Sorting Fields box. Click on Type and Field to see the options for sorting the review file. For example, a sort can be done by call number. This will also help with the order when exporting.

15. Export Records - The Export Records button will allow exporting of a review file to Excel.

16. Find the review file to be exported and highlight it. In this example, we are using an Item Type Review file. Note: Items have the i in the Type box. A patron review file will have the letter p. A bibliographic review file will have the letter b. Click on Export Records.

17. Decide what fields to export. This will be the way the review file will be displayed in Excel. Double click in the box under Type to get the Select Me box. The review file is an item review file, so pick ITEM for Type. Click OK. The Type is now ITEM.

18. Double click in the box under Field, this will bring up the Select Me box again. Pick the information to be shown about the item. For example, CALL #. Click OK.

19. Repeat this process until all the information is included that will be exported. Click on Append to put a line at the bottom. Click Insert to put a line at the top unless there are 3 or more lines, after the Insert can be included wherever the cursor is located. Note: The title of the item can be found using Bibligraphic and Title. Another way to find the title is to use Bibliographic and MARC tag 245. This will give you a cleaner look for your titles. You will need to type in the 245 into the box. Click OK.

20. One of the most important fields to export is the item message. The item message will show when the items went IN TRANSIT. I will also give the From and To library information as well.

21. Once all the Fields have been chosen to be exported, click Browse. This is located at the towards the bottom of the export box. This will open the Choose output file located on the computer or laptop. You can save the file as Text file (.txt), or saving the file with a .csv extension may save a few steps when exporting to Excel. Pick where to save the file from the Save In: dropdown. Change the Files of Type to All Files. Make sure to name the file ending in .csv. Click Save.

22. This will automatically put the file in the file box next to Browse. Click OK.

23. This will bring up the Exporting message. The message will go away as soon as the file has exported to the destination on the computer or laptop.

Create Lists - JSON Reusing a Search

The JSON feature in Create Lists can be used for many different reasons:

1. To redo a search in Create Lists

2. To run a very similar search

3. The search you ran did not work correctly

4. To redo a search on a different record type

5. You realize you made an error in a search, and you want to cancel it. However, canceling means you cannot get the search back with Use Existing Search. This is when JSON can be the most helpful.

This process can be from a saved JSON search, or by copying JSON from an existing search.

Copying a Search

1. Find the review file that you would like to copy.

2. Highlight the review file.

3. Click on the Show Info button.

4. This will bring up the search information. Click JSON.

5. This will show search in JSON format.

6. Put your cursor anywhere on the text in the JSON box. Use the keyboard command Ctrl A (highlight all), and Ctrl C (copy all).

o Now you need to decide if you are going to redo the search using the same review file, or redo the search using an empty review file. If you redo the search using the same review file, you will get a message warning you that you are about to overwrite the file.

7. In this example, we are going to use an empty review file. Make sure to try to pick a review file that has the current number of records that will match your search. You will need to click the Search Records button to start the search process.

8. You will have to fill in the Review File Name, and make sure to pick the Store Record Type for your search.

o Note: The default Store Record Type will be Bibliographic. This is a difference from Use Existing Search. Use Existing Search will take the record type from the search you copied.

o Note: If you change the record type after you paste in the JSON, it will delete the JSON. You always have to paste after you set the record type.

o Note: If you are reusing a review file, the Review File Name will already be filled out. You will just need to change the Store Record Type, if your search is not Bibliographic.

9. Click on the JSON tab. Next, you would remove the two brackets { }.

10. Click anywhere in the JSON box, and use the keyboard command Ctrl V (paste). Your JSON search will appear in the box.

11. Depending on what you want to do with this search, you would click either Search or Classic. Clicking Search will begin the search. Clicking Classic will allow you to make changes to the search with the familiar interface. In this example, we are going to click Classic.

12. When clicking Classic, you can see and edit any of the fields. Click Search when you have finished making your edits.

13. If this were a search strategy you will need in the future, you can paste the JSON search into Notepad and save it. You can reuse this search at anytime.

Create Lists - Merging Review FilesMerging Review Files in Create Lists can be done when you have two similar files that you want to have in one review file.

1) Choose Create Lists from the Function list.2) Choose one of the two review files that you want to merge by selecting its row.3) Choose Tools and Append or the Append tool.4) Create Lists will display the Boolean Search window.5) Choose Review from the Range drop-down list and select the review file you want to merge into the current review file.6) Choose the Search button.7) (Optional) Remove duplicate records by clicking Dedupe.8) Remove one of the original files, since there will still be two files.

Create Lists - Review File List of BarcodesThis process works best when combined with the attached Word document.

To create a review file from a list of barcodes (Sierra 2.2 and above), the users can do this by use the JSON feature in Create Lists. Unfortunately, it is more complicated than using the "Import Records" button added in Sierra 2.1. "Import Records" only works for lists of record numbers. It does not work for barcodes.

Note: This query searches barcode field data, NOT normalized index entry data. Therefore, if the barcode is saved in the record with white spaces like "3 5006 00125 7233" or " 35006001257233 ", it must be entered into the query exactly as it is stored in the record. Leading or trailing white spaces, white spaces added inadvertently within a string of barcode numbers, and so forth may cause records to be difficult to find.

Important: The barcodes must be formatted in the list so that all are enclosed by quotation marks, and all but the last are followed by a comma outside of the quotation marks.

"1234567891011","1234567891012","1234567891013" NO COMMA ON LAST LINE

Here is how to use Notepad ++ to create a review file starting with a list of barcodes using Notepad++.

Notepad++

Here are the steps to scan barcodes into Notepad++, and add the needed formatting to work in JSON.

1. Scan your barcodes into Notepad++.

2. Press Ctlr F. This will bring up the Replace Box.

a.Click on Regular expression

b.Click Replace

c.Find what: ^(.*)$ - use the 6 key for the ^

d.Replace with: "\1",

e.Click Replace All

3. You should get a message at the bottom of the screen letting you know how many items were processed.

4. You need to do a little cleanup with the barcodes. You will need to remove the , at the end of the last barcode.

Create Lists in Sierra

1. Find an empty review file that has the Max Records that will hold all your scanned barcodes from Notepad++.

2. Click on "Search Records" to open the review file.

3. Change the Store Record Type value to the type of record that your barcodes matches (usually item or patron records).

4. Change search type from default Classic to JSON.

5. Remove any text in the query box (usually just a pair of curly braces, '{ }').

6. Make sure to name your review file using your libraries two or three letter identifying code.

7. Paste the formula from the attached Word document (located at the bottom of this page) into review file for the JSON query using Ctrl V. Make sure to include your formatted barcodes. This formula is for item records. For patron records (or other records that have indexed barcodes), change the line "type": "item" and change it to "patron" or whatever record type is appropriate.

Possible problems

Bad Data in your query:

If you see the error message, "Unterminated array at line xx column xx", you may have a stray character in your query that is tripping up Create Lists. For example, if you have a list containing thousands of barcodes, you may not have visually inspected every line, and could have a line with a character or a string of characters not contained inside the quotation marks. The Create List error message will tell you the line number of the problematic line in the query ("Unterminated array at line xxx...), and if you are using a text editor like Notepad++ that displays line numbers, you should be able to find such lines quickly.

Create Lists - Use Existing SearchUse Existing Search can be used to change the search terms, add additional search terms, or rerun a search. For example, if a complicated search is needed, but the first search resulted in zero results. Instead of starting over, the current review file can be used to make changes.

First, a review file must already be created for this process to work.

Go to Create Lists from the FUNCTION drop down menu.

Highlight the review file. Note: if the original review file needs to remain unchanged, this process can be done using an empty review file.

Click Search Records.

There will be the warning message that you are about to over-write the contents. Click Yes. Note: if using an empty review file this message will not appear.

Click Use Existing Search.

This will bring up the list of review files. Highlight the review file. The original search for the review file will be shown on the screen. It will also make the Use button active. Click Use.

This brings up the original search. The Insert line and Append Line will be grayed out.

To add more search terms to the review file, click on one of the lines.

This will make the Insert Line and Append Line buttons active.

More search terms can be added by clicking on Insert Line or Append Line.

o Tip: Append will put the line at the bottom. Insert will put a line at the top. Insert will also allow a line anywhere in the sorting fields once there are 3 or more lines.

To change any search terms click on a line, and double click on the box under the search term to bring up options to change any type, field, condition or value.

After entering new search terms or changing a search term, click Search to start the new search.

To find the review file, you might need to change Empty to Complete in the drop down menu. Finding the review file can be done by File, Name, Login or Created date/time. Highlight the review file to view it. Double click on the file, or click on Show Records to view all the items in the review file.

Review File Clean-up

If a new review was used, please remember to go back and empty the original review file that is no longer needed.

Programming Scanner for Adding Barcodes to Create Lists*

You can just scan each of these barcodes in sequence and not pay attention to the instructions if desired.

1. Scan "Recall Defaults"

2. Scan "Enter/Exit Configuration Mode"

3. Scan the "Configurable Suffix Character #1"

4. Scan code for "tab", which is 166

a. Scan the 1

b. Scan the 6

c. Scan the 6 again

5. Scan the "Configurable Suffix Character #2"

6. Scan code to add "space", which is 032

a. Scan the 0

b. Scan the 3

c. Scan the 2

7. Scan "Enter/Exit Configuration Mode"

*Works with Metrologic, Voyager, and Honeywell scanners.