System Generated Review Files (Create Lists)

System-generated files are created from various Sierra applications that automatically create review files as part of their operation. You can also create these manually in Data Exchange with the Use Review Files checkbox. They have to be copied into Create Lists to use them.

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Table of Contents

Files the System Generates Automatically

  • Items on Search - the system does an automatic search of all the Marmot records to find any that have the status of “Missing” or “Claims Returned”.  This system-generated file contains all the Marmot member items with these statuses.

  • Items with Holds - Items currently checked out with outstanding item level holds. This is neither a list of all titles that have holds nor a list of all holds. Because this file is updated once per night, it can contain items that are no longer on hold (for example, if the hold has been canceled or filled). This file cannot be emptied.

  • OverDue items - All overdue items, including those that do not require overdue notices at this time are on this list. Because this file is updated once per night, it can contain items that are no longer overdue (for example, items that have been renewed). This file cannot be emptied.

  • Others:

    • Purchase orders

    • Claims

    • Spine labels

    • Pull slips

Here are some of the examples of files that are system generated.

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Files Created by Loading Records

These files can also be created by using Data Exchange.  When loading a file, in the load window you would choose Use Review Files to create a system-generated file(s).

Here are examples of overlaid and inserted records that the system generated from Data Exchange. The process separates the two groups of records into separate files automatically. 

Label Printing Batches

Still, other examples are the monographic labels that can be printed from the edit display or summary display of items records. These labels are sent to the system-generated files. Here are some examples of these files. Each one will end with the Sierra login of the person who generated the labels.

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Move "hidden" files to empty review files & remove the "hidden" files

  1. In Create Lists, select an empty review file that matches the number of records from the "hidden" file.

  2. Click the “copy” icon in the group on the top right of the screen.

    1. This opens a smaller window with the list of files that contain records.

  3. Scroll to the bottom and the system-generated files are listed.

  4. Find your file – it is helpful to know the name of the file of records that you loaded since that is the only identifying piece of information.  The files created during record loads are divided into “Inserted records” and “Overlaid records.”  The files of “Labels for batch printing” do include the login that was used.  The name of the files created during Global updating start with “Global Update.” The number in parenthesis ( ) is the number of records in the file.

  5. Highlight the file you want to copy and click “OK.”

  6. Answer “YES” to the warning message “Do you want to remove the file being copied from?”  This is the only way to remove or delete this file from the list.

  7. Now find the file in the list of Marmot review files, either by number or by name.

  8. At this point, you can rename the list so that it has some meaning, more than “Load: Inserted records for…” or you can empty the review file.