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Summary: Instructions for catalogers overlaying bib records using either Data Import or the single-record import command in Inventory. Includes a breakdown of the 949 codes used to create or update values in instance/holdings/item records when using Data Import.

Table of Contents



Page Properties
idpage-info


ContactAutumn Faulkner
TeamCMS
UpdatedMarch 2024
CreatedMarch 2024




Import & overlay options


Data Import (preferred) (thumbs up)Single-record import in InventoryPush from Connexion (not recommended) (thumbs down)
Carries over local Connexion edits?(tick)(error) Only imports the OCLC master record.(tick)
Allows overlay?(tick)(tick)(error)
Auto-generates holdings/items?(tick) Can be fully customized for different types of cataloging.

(warning) Yes, but generic; must be edited after.

Use macros, copy/paste text strings, etc., instead of typing in values to reduce errors.

(error)
Multiple records at once?(tick)(error)(error)
Process

Prepare the MARC file

  • Perform usual cataloging in Connexion, including
    • Local edits to records
    • Addition of 949 string
    • Update holdings
    • Save to save file
  • Select records from save file that you wish to export
  • Select export command
  • Locate your export file on your desktop; change the file extension from .dat to .mrc
Warning

The first time you export in your Connexion session, you'll be asked to choose a file location; subsequent exports continue to use this same location instead of asking you.

Additionally, if you do not change the file extension after each export, Connexion will add records to that same .dat file instead of creating a new one.

For best results, just delete your .mrc file after each import!


Import into FOLIO

  • Open Data Import app
  • Drag and drop or upload your .mrc file
  • Choose desired job profile from the menu
  • Actions → Run → Run

In Connexion

  • For any edits appropriate for the master record, replace and update
    • Remember that local edits can also be made later in QuickMarc
  • Copy the OCLC number


In Inventory

  • To create a new instance, with or without generic holdings/item records
    • Actions → Import
    • Choose your unit, and then your desired "target" from the dropdown menu
    • Paste OCLC record number
    • Click "Import"
  • To overlay on an existing instance
    • Open the instance record you intend to overlay
    • Click the blue Actions button in the top right of the instance record pane
    • Choose Overlay on source bibliographic record
    • Choose your unit, and then your desired "target" from the dropdown menu
    • Paste OCLC number
    • Click "Import"

In Connexion

  • Ensure this export option is the default (Tools→ Options → Export)
  • Create/edit your record as usual
  • Update holdings and export

In Inventory

  • Locate new instance
  • Create new holdings record with appropriate values
  • Create new item record with appropriate values
Notes

This method can be used both to import new or overlay on existing instance records, regardless of whether they are source MARC or FOLIO.

Set up on your desktop and in Connexion

  • Open Windows File Explorer and check View tab; make sure "File name extension" is checked
  • Set up export to file in OCLC Connexion
    • Tools → Options → Export tab
    • Select "File: (Prompt for filename)" and click "Apply
  • Create 949 constant data in Connexion, using template below

The list of target job profiles you can select from accommodate the following scenarios:

  • Overlaying on an uncataloged instance and keeping it uncataloged
  • Overlaying on an uncataloged source MARC or FOLIO instance, and generating a generic holdings/item
  • Overlaying on a cataloged instance only, with no updates to existing holdings/item

Set up in Connexion

  • Tools → Options → Export
  • Create → OCLC Gateway Export
    • Host name = https://michstate-lm.folio.ebsco.com/
    • Port = 8443
    • Timeout = 90
    • Retries = 3
    • Delay = 10
    • Logon ID = can be shared upon request – contact Joshua Barton or other CMTF members
    • Send Local System Log On ... → make sure this is checked
    • After you click OK, name it something useful for you
  • Double click your new FOLIO export option in the list and click Apply

949 field mapping

Using a 949 field in an imported MARC to populate values in FOLIO is only an option when using Data Import.


Info

This configuration is a change from the initial practice of using 947, 948, and 949 fields for instance / holdings / item data respectively. As of the Poppy release installed in March 2024, Data Import cannot accommodate multiple 9XX fields related to one singe instance. (The Poppy release included new functionality to create multiple holdings/items – but data for each one must have its own 9XX field.)


949 subfieldFOLIO record / field

Must be included in your 949?

Default value supplied by job profile

Other commonly used values

(See all available values in the holdings or item record edit screen for the field)

$aInstance HRID

(tick) If overlaying



$bInstance OCLC number(error) Not an option as of March 2024; reserving this for expected updates to functionality.

$cOrder POL number(warning) For Acquisitions workflows only

$dOrder vendor reference number(warning) For Acquisitions workflows only

$eHoldings type(info) OptionalDefault
  • Serial
  • Electronic
$fHoldings permanent location(tick) See Location chart for codes

$gHoldings temporary location(info) Optional

$hHoldings copy number(info) Optional1
$i$jHoldings call number type(info) OptionalLC
$j$kHoldings e-access relationship type (for 856, if present)(info) OptionalResource
$k$mItem material type(info) OptionalPrinted Material
  • Audio/Visual
  • Electronic Resource
$l$nItem copy number(info) Optional1
$m$pItem volume info(info) Optional

$qItem permanent loan type(info) Optional$nCan Circulate
  • Non-circulating
  • 14 Day Loan
  • 21 Day Loan
$rItem temporary loan type(info) OptionalCan Circulate
  • Non-circulating
  • 14 Day Loan
  • 21 Day Loan
$o$sItem permanent location(info) Optional
Inherits from the holdings permanent location unless otherwise specified.
$tItem temporary location(info) Optional

$p$uItem status(info) OptionalIn Process
  • Available
  • Restricted
$q$vItem call number type(info) OptionalLC
  • Other scheme
$r$wItem workstat(tick) See this the workstats formatting page for workstat constructiondetails


Code Block
title949 string template for copy/paste
ǂa HRID ǂb OCLC# ǂc	 POL# ǂd	VRN ǂe Holdings type ǂf	 Holdings perm loc ǂg Holdings temp loc ǂh Holdings copy # ǂiǂj Holdings call # type ǂjǂk Holdings 856 rel type ǂkǂm Item mat type ǂlǂn Item copy # ǂmǂp Item vol info ǂnǂq Item perm loan type ǂr Item temp loan type ǂo ǂs Item perm loc ǂt Item temtemp loc ǂpǂu Item status ǂqǂv Item call # type ǂrǂw Item workstat

This template is also available in our Connexion online save file for constant data, titled 949 template March 2024.