Guidelines (Create Lists)

Following these guidelines when using create lists will make life easier for all Marmots who use this functionality.

Table of Contents

Create Lists Guidelines / Best Practices

1. The number of review files is limited and they are shared throughout the consortium

2. Use only the amount of files you need for current projects. Use saved searches for repetitive reports instead of keeping the review file in use

3. The review file is a snapshot of the collection at the time the query was run. The review file will not automatically update to include or exclude records if they are updated in Sierra to meet the query parameters after the query is run. Even though the records are fixed within the review file, the information within the record can change if the records are changed.

4. If you share a login with others, make one person responsible for oversight of the Create Lists review files you share

Selecting a review file

1.  Choose a review file with a Max Record count that is close to the expected results

   1. If your results are more than the Max Record count, it means you didn't get all the records that meet your criteria and you should rerun the search in a larger file and empty the smaller one

   2. If your Current Record results are much less than the Max Record count, and you want to keep your review file, move your query to a review file with a smaller Max Record count, then empty the original

Naming a review file

1. Start the review file name with your library code

2. If you share a login, you should add your name or initials to the title

Top of page

Moving a review file

1. Only move your own files. If you need a large review file and there is not one available, contact the Marmot help desk. They will get you a larger file.

2. Learn how to move a review file here.

Top of page

Managing review files

1. Monthly, or on a regular basis that works for you, review all your review files and delete old forgotten files. 

   1. If there are old queries you want to keep, consider saving the search and emptying the review file.

   2. If you really need to keep a particular file, own it.

2. Periodically check for review files from others in your library that may have been abandoned (staff that no longer works at your library, or review files that are old).

3. Marmot will remove Review Files older than six months old. To avoid the risk of losing your query results, make sure your review files have been run in the last six months, or own them.

Top of page

Saving searches

1. There are two ways you can save a search:

   1. Select the JSON tab, click in the text of the JSON, and use select all (control-a) to select all of the JSON. Copy (control-c) everything, then paste it into a text document. When you want to rerun the query, copy the JSON from the document and paste it into a new review file JSON, replacing the brackets {} completely.

   2. Use the Save button inside the query parameters window to save the query for future use.

      1. Title the saved query with your library code, your personal name or initials, and the date you saved. For example: MARMOT(lloyd) example title (10/3/21).

      2. If you have saved searches within Create Lists, please complete an annual review of your own searches and delete ones you no longer need.

      3. Also periodically check for searches from others in your library that may have been abandoned.

Top of page

Saving Exports

Saving Sorts

Saving Lists

Related Documentation

Top of page