Changes to Variable Fields in Patron Records for MLN1 (Global Update)
This document reviews how changes can be made to variable fields in patron records using Global Update for the MLN1 libraries.
Table of Contents
Global Update Features
Global Update is a very powerful tool that enables many types of edits. Using Global Update incorrectly can make far-reaching, unintended changes in your organization's database. Consider this when authorizing staff for the Global Update function.
With Global Update, you can
simultaneously modify fields and subfields in single or multiple records
find and replace tags or subfield indicators
insert new variable-length fields
find and replace data within variable-length fields and subfields
add to the beginning of variable-length fields
add to the end of variable-length fields
copy variable-length fields
delete variable-length fields and subfields
change the value of special fields
delete duplicate fields
copy MARC fields to non-MARC fields and vice versa
Please note that Global Update does not allow you to update all records simultaneously. Updating all records at once could result in serious performance issues for your system.
Use review files to create a search or query to process record changes using Global Update.
Changes to Variable Fields in Patron Records
Changing Variable-length Fields
Go to the Global Update function from the drop-down menu.
Change the Select records section from the Record Type of Bibliographic to Patron by unchecking the box for Bibliographic and checking the Patron box.
Search for the review file that contains the patron records whose variable length field you want to change.
Tip: you can type the number of your Create List review file to find it faster.
Choose Change variable-length field from the Choose Command Type dialog box to open the Change Variable-length Field dialog box. Click the OK button.
Options Check Boxes
From the Change Variable-length Field (New Command) display, you can select the Use Displayed Field, Match Case, Match Whole Field, and Match Whole Subfield check boxes as desired.
Use Displayed Field: This feature allows you to limit changes to the field displayed on the Select Records tab. It has no advantage since you can set the same limit in the command input tab. If you select the "Use Displayed Field" option and attempt to change a field other than the one displayed in "Select Records," you cannot make the change. For patrons, Global Update displays the Barcode field by default. To display a different field in the browse list as the target for change, toggle to the desired field.
Note: You should compare searches with the "Use Displayed Field" option, both checked and unchecked, to see if there is a difference.
Match Whole Field: The information in the Find data text box must match the entire field, or Global Update will make no change.
Match Case: The information in the Find data text box must match the text case found in the corresponding record field, or Global Update makes no change.
Match Whole Subfield: Information in the Find data text box must match the entire subfield, or Global Update will make no change.
To change variable-length field data:
Using the data you enter in the Find data fields, Global Update locates all selected records containing the specified tag, indicators, and data. It replaces the corresponding data in those records with the tag and data you specify in the Replace data fields.
In the Find text boxes, enter the field group tag, and data you want to change. The system updates only the fields in the selected records that meet all of the specified criteria.
Enter the field group tag and data you want to replace in the Replace data fields. The system does not change fields with the default value of <no change>.
By leaving the Replace Data field blank, you can delete all or a portion of the variable-length field data. The system then deletes the field or subfield you entered in the Find Data field.
Note that you must enter data in the Find Data field. You cannot search for the "existence of a subfield" without specifying its contents.
Required Input
To change variable-length field data, select (check) the Use Displayed Field or enter the Find Field Group Tag field. After specifying the Find and Replace data, choose OK to close the dialog box and return to the Command input tab.
Here is an example of the variable-length field of message being changed.
The command row includes a Command column and an Action column. The Command column indicates the type of command you specified. (Change = change variable-length field.) The Action column indicates the target data criteria and the data to change in the format target criteria ==> change data. A wild card character or word, such as a period ('.'), an equal sign ('='), or <any>, might represent some data fields with unspecified (default) content.
The command you created appears as a single line. Here is an example.
You can view the effects of your commands by selecting the Preview tab. Then, you can apply the changes by selecting the Process button.
Here is an example of the Preview tab.
The system displays the Process Changes box, asking if you are sure you want to process updates to selected records. Click Yes to proceed. Click No to cancel the process.
Once you click Yes, the changes will be made, and the system will display the number of records changed in the Statistics tab.
Here is an example for the Statistics tab.
Copying a Variable-length Field
Go to the Global Update function from the drop-down menu.
Change the Select records section from the Record Type of Bibliographic to Patron by unchecking the box for Bibliographic and checking the Patron box.
Search for the review file that contains the patron records whose variable length field you want to change.
Tip: you can type the number of your Create List review file to find it faster.
Choose Copy variable-length field from the Choose Command Type dialog box to open the Copy a Variable-length Field dialog box.
Options Check Boxes
You can select the Use Displayed Field, Match Case, Match Whole Field, and Match Whole Subfield check boxes as desired from the Copy Variable-length Field (New Command) display. The following checkboxes appear in the Copy Variable-length Field dialog box.
Use Displayed Field: This feature allows you to limit changes to the field displayed on the Select Records tab. It has no advantage since you can set the same limit in the command input tab. If you select the "Use Displayed Field" option and attempt to change a field other than the one displayed in "Select Records," you cannot make the change. For patron records, Global Update displays the Barcode field by default. To display a different field in the browse list as the target for change, toggle to the desired field.
Note: You should compare searches with the "Use Displayed Field" option both checked and unchecked to see if there is a difference.
Match Whole Field: The information in the Find data text box must match the entire field, or Global Update will make no change.
Match Case: The information in the Find data text box must match the text case found in the corresponding record field, or Global Update makes no change.
Match Whole Subfield: Information in the Find data text box must match the entire subfield, or Global Update will make no change.
To copy variable-length field data:
Global Update uses the data you enter in the Find text boxes to identify the field in the selected records to copy to the field specified by the Add text boxes.
In the Find text boxes, enter the field group tag and data defining the field you want to copy. The system copies only the fields in the selected records that meet all of the specified criteria.
Required Input
In the Add data text boxes, identify the destination field for the copy.
After specifying the Find and Add criteria, choose OK to close the dialog box and return to the Command input tab.
The command row includes a Command column and an Action column. The Command column indicates the type of command you specified. (Copy = copy variable-length field.) The Action column indicates the copy target field criteria and the destination criteria in the format target criteria ==> destination criteria.
The command you created appears as a single line, for example:
You can view the effects of your commands by selecting the Preview tab. Then, you can apply the changes by selecting the Process button in the Preview tab.
The system displays the Process Changes box, asking if you are sure you want to process updates to selected records. Click Yes to proceed. Click No to cancel the process.
Once you click Yes, the changes will be made, and the system will display the number of records changed in the Statistics tab.
Deleting Variable-length Fields
Go to the Global Update function from the drop-down menu.
Change the Select records section from the Record Type of Bibliographic to Patron by unchecking the box for Bibliographic and checking the Patron box.
Search for the review file that contains the patron records whose variable length field you want to change.
Tip: you can type the number of your Create List review file to find it faster.
Choose the Delete variable-length field from the Choose Command Type dialog box to open the Delete Variable-length Field dialog box. Click the OK button.
Options Check Boxes
You can select the Use Displayed Field, Match Case, Match Whole Field, and Match Whole Subfield check boxes as desired from the Delete Variable-length Field (New Command) display. The following checkboxes appear in the Delete Variable-length Field dialog box.
Use Displayed Field: Use Displayed Field: This feature allows you to limit changes to the field displayed on the Select Records tab. It has no advantage since you can set the same limit in the command input tab. If you select the "Use Displayed Field" option and attempt to change a field other than the one displayed in "Select Records," you cannot make the change. For patron records, Global Update displays the Barcode field by default. To display a different field in the browse list as the target for change, toggle to the desired field.
Note: You should compare searches with the "Use Displayed Field" option, both checked and unchecked, to see if there is a difference.
Match Whole Field: The information in the Find data text box must match the entire field, or Global Update will make no change.
Match Case: The information in the Find data text box must match the text case found in the corresponding record field, or Global Update makes no change.
Match Whole Subfield: Information in the Find data text box must match the entire subfield, or Global Update will make no change.
To delete variable-length fields:
In the Delete text boxes, enter the Field Group Tag, and data that define the fields you want to delete. The system deletes only the fields in the selected records that meet all of the specified criteria.
After specifying the data to delete, choose OK to close the dialog box and return to the Command input tab.
Required Input
The command row includes a Command column and an Action column. The Command column indicates the type of command you specified. (Delete = delete variable-length field.) The Action column indicates the target data criteria and the data to delete in the format target criteria ==> delete data.
The command you created appears as a single line, for example:
You can view the effects of your commands by selecting the Preview tab. Then, you can apply the changes by selecting the Process button in the Preview tab.
The system displays the Process Changes box, asking if you are sure you want to process updates to selected records. Click Yes to proceed. Click No to cancel the process.
Once you click Yes, the changes will be made, and the system will display the number of records changed in the Statistics tab.
You can check your work by going back to the Select records tab and using the toggle feature to search for the records in the review file by message to see if it was removed. Blank results mean the information in the record does not exist.
Inserting Variable-length Fields
Go to the Global Update function from the drop-down menu.
Change the Select records section from the Record Type of Bibliographic to Patron by unchecking the box for Bibliographic and checking the Patron box.
Search for the review file that contains the patron records whose variable length field you want to change.
Tip: you can type the number of your Create List review file to find it faster.
Choose the Insert variable-length field from the Choose Command Type dialog box to open the Insert variable-length field dialog box. Click the OK button.
To insert variable-length fields:
Global Update uses the data you enter to insert a variable-length field into each selected record.
The Field Group Tap has the Insert field defaults to the first field available.
Once you click to open the Insert choices, the Select Me box will display a list of patron variable-length fields you can insert in the patron records.
In this example, we will be inserting the Shoutbomb Notice Preferences
MLN1 Libraries Shoutbomb Voice or SMS Notices
Use the w Shoutbomb Notice Preference from the Insert menu in a patron record.
You would choose one of the following letters for the Shoutbomb notice preferences. The field is a variable length field, and you can set it to one of the following;
v = voice
s = SMS
vs = voice and SMS
The Insert fields were chosen, and you must type the Data information. Once done, click the OK button.
The command row includes a Command column and an Action column. The Command column indicates the type of command you specified. (Insert = Insert variable-length field.) The Action column indicates the data for insertion.
The command you created appears as a single line, for example:
You can view the effects of your commands by choosing the Preview tab. Then, you can select Process to apply the changes.
The system displays the Process Changes box, asking if you are sure you want to process updates to selected records. Click Yes to proceed. Click No to cancel the process.
Once you click Yes, the changes will be made, and the system will display the number of records changed in the Statistics tab.
Returning to the Select records tab, you can toggle to the Shoutbomb Notice Preference Note to see what information was removed from the patron records in the review file. Blank results mean the information in the record does not exist.
Adding to the Beginning of Variable-length Fields
Go to the Global Update function from the drop-down menu.
Change the Select records section from the Record Type of Bibliographic to Patron by unchecking the box for Bibliographic and checking the Patron box.
Search for the review file that contains the patron records whose variable length field you want to change.
Tip: you can type the number of your Create List review file to find it faster.
Choose Add to beginning of variable-length field from the Choose Command Type dialog box to open the Add to beginning of variable-length field dialog box. Click the OK button.
Options Check Boxes
You can select the Use Displayed Field, Match Case, Match Whole Field, and Match Whole Subfield check boxes as desired from the Add to Beginning of Variable-length Field (New Command) display. The following checkboxes appear in the Add to Beginning of Variable-length Field dialog box.
Use Displayed Field: Use Displayed Field: This feature allows you to limit changes to the field displayed on the Select Records tab. It has no advantage since you can set the same limit in the command input tab. If you select the "Use Displayed Field" option and attempt to change a field other than the one displayed in "Select Records," you cannot make the change. For patron records, Global Update displays the Barcode field by default. To display a different field in the browse list as the target for change, toggle to the desired field.
Note: You should compare searches with the "Use Displayed Field" option, both checked and unchecked, to see if there is a difference.
Match Whole Field: The information in the Find data text box must match the entire field, or Global Update will make no change.
Match Case: The information in the Find data text box must match the text case found in the corresponding record field, or Global Update makes no change.
Match Whole Subfield: Information in the Find data text box must match the entire subfield, or Global Update will make no change.
Global Update uses the data you enter in the Find text boxes to identify the corresponding fields in the selected records and inserts the data from the Add text box at the beginning of those fields.
How Global Update defines the beginning of a field depends on whether you specify the subfield and delimiter in the Add text box.
After specifying the Find criteria and Add data, choose OK to close the dialog box and return to the Command input tab.
The command you created appears as a single line, for example:
Required Input
The command row includes a Command column and an Action column. The Command column indicates the type of command you specified. (AddBegin = add to beginning of variable-length field.) The Action column indicates the target field criteria and the data for insertion in the format target criteria ==> add data.
Choose the Preview tab to view the effects of your commands. Choose the Process button in the Preview tab to apply the changes.
The system displays the Process Changes box, asking if you are sure you want to process updates to selected records. Click Yes to proceed. Click No to cancel the process.
Once you click Yes, the changes will be made, and the system will display the number of records changed in the Statistics tab.
Adding to the End of Variable-length Fields
Go to the Global Update function from the drop-down menu.
Change the Select records section from the Record Type of Bibliographic to Patron by unchecking the box for Bibliographic and checking the Patron box.
Search for the review file that contains the patron records whose variable length field you want to change.
Tip: you can type the number of your Create List review file to find it faster.
Choose Add to end of variable-length field from the Choose Command Type dialog box to open the Add to end of variable-length field dialog box.
Options Check Boxes
You can select the Use Displayed Field, Match Case, Match Whole Field, and Match Whole Subfield check boxes as desired from the Add to End of Variable-length Field (New Command) display. The following checkboxes appear in the Add to End of Variable-length Field dialog box.
Use Displayed Field: Use Displayed Field: This feature allows you to limit changes to the field displayed on the Select Records tab. It has no advantage since you can set the same limit in the command input tab. If you select the "Use Displayed Field" option and attempt to change a field other than the one displayed in "Select Records," you cannot make the change. For patron records, Global Update displays the Barcode field by default. To display a different field in the browse list as the target for change, toggle to the desired field.
Note: You should compare searches with the "Use Displayed Field" option, both checked and unchecked, to see if there is a difference.
Match Whole Field: The information in the Find data text box must match the entire field, or Global Update will make no change.
Match Case: The information in the Find data text box must match the text case found in the corresponding record field, or Global Update makes no change.
Match Whole Subfield: Information in the Find data text box must match the entire subfield, or Global Update will make no change.
Global Update uses the data you enter in the Find text boxes to identify the corresponding fields in the selected records and inserts the data from the Add text box at the beginning of those fields.
How Global Update defines the beginning of a field depends on whether you specify the information in the Add text box Data.
After specifying the Find criteria and Add data, choose OK to close the dialog box and return to the Command input tab.
The command you created appears as a single line, for example:
To add to the end of variable-length field data:
In the Find text boxes, enter the field group tag, and data that define the fields you want to change. The system updates only the fields in the selected records that meet all of the specified criteria. After specifying the Find criteria and Add data, choose OK to close the dialog box and return to the Command input tab.
The command you created appears as a single line, for example:
You can view the effects of your commands by selecting the Preview tab. Then, you can apply the changes by selecting the Process button in the Preview tab.
The system displays the Process Changes box, asking if you are sure you want to process updates to selected records. Click Yes to proceed. Click No to cancel the process.
Once you click Yes, the changes will be made, and the system will display the number of records changed in the Statistics tab.
Toggling Between Record Fields
The
Toggle displays certain aspects of the records in a Review file using Global Update. The available fields depend on the Store record type used in the Create Lists review file search.
To toggle to a field:
Click on the Tools and Toggle
Select the desired field from the offered list of fields.
Patron Variable-Length Fields are available for making changes, copying, deleting, and inserting fields.
Patron Fixed-Length Fields are available for making changes, copying, deleting, and inserting fields.
FAQ
Unable to update bib records in Global Update as they are grayed out
You must contact Marmot to obtain additional permissions for your Sierra login.
What does the number of entries mean in Global Update, and why is the number different from the number of records?
The "entries" that Global Update refers to are related to the field you are viewing. You can toggle between these fields by right-clicking and using the toggle menu.
Please take note of the following information:
The number of entries corresponds to the number of fields within the group of records. For example, if you view records by title, some records may have more than one title, so the number of entries will be higher than the number of records.
The groupings bring together duplicate fields. If all fields were different, the number of entries and groups would be the same. However, if some fields are duplicates, they will be grouped, resulting in fewer groups than entries.
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