Sierra Global Updates Basic Training Outline

Global Updates Basic Outline (Areas that will be shown and discussed during training)

How to look at Fixed and Variable fields in a record
Sierra workflow and permissions
Using Global Update to view review file information
Global Updates Function
- 1.Select Records tab
  - Review Record Types (Bibliographic, Authority, Patron, Item, Order, Checkin, Course)
  - Review drop-down menu (Review, Index, Advanced)
    - Available Index and advanced drop-down options
  - Searching using Review to show how to find a review file to view in Global Update
  - Tools>Toggle>Variable-Length Fields & Fixed-Length Fields
    - Default toggle for each record type
    - Choose Variable fields for viewing
    - Choose Fixed fields for viewing
Changing Fixed-Length Fields for Item Records
- Click the Item Record Type box from the 1. Select the records tab
  - Use Review from the drop-down menu
  - Looking for review file (typing or scrolling through the list)
  - Default toggle will be Barcode
  - Click the Search button
- 2. Command input tab
  - Click on the 2. Command input tab
  - Review of the Choose Command Type choices
  - Choose the Change fixed-length field radio button
  - Click OK
  - Review the Change Fixed-length Field (New Command) box
    - Fixed-length field choice of 88 Status
    - Find section will default to <any>
      - This can be left as <any> or switched to the status used in the review file search
    - Validate field checkbox
    - Replace section will default to - On Shelf
      - Change to the status of m Missing
      - Click OK
    - Replace section will now be m Missing
    - Click OK
    - View the Command field information
- 3. Preview
  - Click the 3. Preview tab
  - The records should display the Old and New information
    - Check to make sure the information is correct (status will be shown with a letter and a dash)
    - If everything looks good, click the Process button
    - Process Changes warning box will appear
    - Click Yes
- Statistics
  - The Cataloging Global Update Summary will show the following fields:
    - Records Changed
    - Records w/no Changes
    - Busy Records
    - Total # of Changes
Creating a Command to Change a Fixed Field Back to the Original Command
- 2. Command input tab
  - Click on the Command input tab
  - Click to the command line to highlight it
  - Click on the Edit button
  - Double click on the box with the Replace command of m Missing
    - This will bring up the Select Me box
  - Click on the - On Shelf button
  - Click the OK button
    - This should change Replace command to -ON SHELF
  - Click the OK button
- 3. Preview
  - Click the 3. Preview tab
  - Click the Process button
  - Click Yes on the Process Changes warning box
Changing Fixed-Length Fields for Patron Records
- Check the Patron Record Type box from the 1. Select the records tab
  - Use Review from the drop-down menu
  - Looking for review file (typing or scrolling through the list)
  - Default toggle will be Patron Name
  - Click the Search button
- 2. Command input tab
  - Click on the 2. Command input tab
  - Click the Add button, if the Choose Command Type box does not appear
  - Review of the Choose Command Type choices
  - Choose the Change fixed-length field radio button
  - Click OK
  - Review the Change Fixed-length Field (New Command) box
    - Fixed-length field choice of 43 Exp Date is the default
    - Find section will be empty
      - Use the command <any>
    - Validate field checkbox will be grayed out
    - Replace section will be empty
      - Type the expiration date with the format dd-mm-yyyy
      - Click OK
    - Replace section will now show the expiration date
    - Click OK
    - View the Command field information
- 3. Preview
  - Click the 3. Preview tab
  - The records should display the Old and New information
    - Check to make sure the information is correct
    - If everything looks good, click the Process button
    - Process Changes warning box will appear
    - Click Yes
- Statistics
  - The Cataloging Global Update Summary will show the following fields:
    - Records Changed
    - Records w/no Changes
    - Busy Records
    - Total # of Changes

What is Sierra Global Update?

The Global Update function in Sierra allows you to make complex changes to large numbers of records. It’s a powerful tool that enables simultaneous edits of many records. However, using Global Update incorrectly can make far-reaching, unintended changes to the records in the Sierra database.

We have to warn you that Global Update has no undo option. If you process the list of commands, the records are altered. If you process a list of commands by mistake, you must design a new Global Update to restore the records to their original state. For this reason, we at Marmot suggest that you make one change to your records at a time when you are new to Global Update.

The key features of Global Update are:

"Find and replace" logic
You can change a field’s data, MARC tag, indicators, subfield codes, or field group tags
Add or delete MARC and non-MARC fields
Change fields from MARC to non-MARC and vice versa
Change fixed-length fields
Change elements of special fields (MARC Leader, 006, 007, and 008)
Identify and delete duplicate fields
The ability to preview changes and deselect entries before processing
The ability to view data from a review file broken down by a field group tag

Records with No Change (2 reasons)

The records were already updated, so they remain unchanged.
Sometimes, if you input incorrect information in your command, the preview will show as “no changes detected.” If you process the command, those records will display in the Statistics tab as Records w/no changes. Unfortunately, if you miss this issue before processing, it can be challenging to determine why there were no changes.