Summary: Procedure gives overview of heading reports and gives instructions on running heading reports for different results.

This procedure is archived and no longer valid following the June 2022 system migration from Sierra to FOLIO. It has been retained for historic value only. It is not updated or reviewed.

Overview

Under the “Report Type” column, leave all boxes checked for the types of headings to look for.
Below the “Report Type” column, the “Exclude records without a CAT DATE” box should remain UNCHECKED.
The ‘Entry Date Range’ boxes should be filled in for the day(s) you are pulling. Normally, this is just yesterday’s date. If you run the list on Monday morning, pull for the last 3 days, Friday-Saturday-Sunday.
Click on the [Create] icon in the upper right corner. The list is generated with all the headings. You can tell at this time if you’re working with a large list or not. The total number of entries can be seen at the bottom right of the screen. You may now click on the [Close] icon, but select [NO] when you are prompted to clear all entries in the report.
Duplicate report
In the “Report Type” column, click the [ALL] box once so every box is unchecked.
Now put a checkmark in the [Duplicate entries] box.
Use the same date(s) in the “Entry Date Range” box as we did in the initial setup.
[Create] this report.
Be sure you are set up to print to your email account and then click the [Print] icon to email this to yourself. Once received, forward the email to Anne Erickson: anneeric@lib.msu.edu .
Click on the [Close] icon, and select [NO] in response to “Do you want to clear all entries in this report?” prompt.
The duplicate entries are left in the system and worked on by the assigned staff member

7f report

We now have to break this list down in smaller groups. Library of Michigan handles the authority work on their records.
In the “Report Type” column, click the [All] box so every box is checked.
Uncheck the [Duplicate Entries} box.
The four white boxes on the screen are the areas where we can limit the report to various locations or users, etc. In the “Limit to these Locations:” boxes….on the right box, locate the location “7f”, highlight it, then click the arrow between the boxes that is pointing to the left. This places the 7f location by itself in the left box. Your report will now be limited to just that location.
Click on the [Create] icon again.
If you see initials in the “Init” column (second from right), you must now eliminate any initials for MSU staff. We should leave only the initials for L of M staff in this column. Note which MSU staff initials should be removed by scrolling thru the list.
Click on the [Close] icon in the upper right. At the “Do you want to clear all entries in this report?” prompt, click on the [NO] box.
In the “Limit to these Users:” boxes (second set of boxes from the top), highlight all of the names in the right box, then click the arrow between the boxes that is pointing to the left. This puts all the initials in the left box.
Now, locate the initials that you want to remove from the 7f list. As you locate each initial, highlight it, click on the arrow in the center that is pointing to the right. This will place the highlighted name back in the right box. Continue until there are no MSU initials displaying in the 7f list when you [Create] it.
If there is a report to send, you must now send the report to your email account and forward the list to Don Todaro at L of M, dtodaro@michigan.gov , labeling this report as “7f holdings for x/x/xx (the date the report was ran for).
Close this report and when prompted to “Clear” it, you may do so.
When you [Create] the list, you could end up with the response, “No entries match the requested report”. That’s OK. It means there is nothing to send for the “7f” report. Just click on the [OK] box and continue to L of M report.

L of M report (remainder of LM locs)

Back in the “Limit to these Locations” boxes, in the right box, highlight every 2-digit location for L of M. (Ex.: 7a, 7c, 7d, 7e, 7g……) You can highlight these non-consecutive locations by holding the CTRL key down before you click on the location to highlight it. Once all are highlighted, click on the arrow pointing to the left to move them over to the left box.
In the “Limit to these Users:” boxes, highlight all of the names in the lef box, then click the arrow between the boxes that is pointing to the right. This puts all the initials in the right box.
You are now ready to “Create” the list again. Repeat the steps we did above for removing any MSU staff initials from the report. Final report should just have L of M staff initials in it.
Send this report to your email account and forward this one to:
Don Todaro: dtodaro@michigan.gov
Tim Watters: twatters@mi.gov
Kevin Driedger: kdriedger@mi.gov
Deb Fuller: fullerd2@michigan.gov
If there were no “7f” headings in your earlier report, type a note at the beginning of your forwarded email letting Don know that “there are no 7f headings for X/X/XX” date.
Close this report and when prompted to “Clear” it, you may do so.
When you [Create] the list, you could end up with the response, “No entries match the requested report”. That’s OK. It means there is nothing to send for the “L of M” report. If there were no reports at all for L of M, send the four people listed above an email telling them “there were no headings reports for L of M for X/X/XX”.
In the “Limit to….” Boxes, move everything back to the right boxes.

MSU report

Under the “Report Type” column, everything should have a checkmark except for the [All] box and the [Duplicate entries] box.
The “Exclude records without a CAT DATE” should NOT be checked.
The “Entry Date Range” should remain the same as original setup.
[Create] the report.
Send it to your email printer. Once received, open the email document. Above the FROM: line, there may be a message stating “This message has extra line breaks.” Drag your cursor over this message. A small window should pop-up that says, “Remove line breaks”. Click on this message to remove the line breaks.
Print the email but use the [File] tab, not the printer icon.
Select [Print] in the File menu.
Under the Printer description click on [Print Options].
In the “Print” window that opens, click on the [Properties] button in upper right of window. Change the “Output method:” from “Store” to “Print”. A “Printer Information” window will pop up. Just say “OK”.
On the view of the printer at the left, click on the second drawer (Drawer 2 pops up if you scroll over the drawer).
Click [OK] at the bottom of the window.
Click [Print] on the Print window.
After printing is done, the report may be cleared and the email deleted.

Contact	Don Depoorter
Team	CatMan
Updated	April 2018
Created	April 2018

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