Bringing single bib records into Inventory
Summary: This page covers methods that exist as of July 2022 for moving a single record from OCLC into the FOLIO Inventory app. Expect changes to these methods when MSUL moves to the Morning Glory release of Folio, probably in September 2022.
Contact | |
Team | CMS |
Updated | January 2023 |
Created | February 2022 |
Current methods – comparison chart
Method | Carries over local edits made in Connexion | Creates new instance | Overlays on existing instance | Creates attached holdings and item records |
|---|---|---|---|---|
Export from Connexion | ||||
Single record import from within Folio Inventory | Select "CAT single record import + HI" from dropdown | |||
Upload .mrc file into Data Import |  | Values populated via 9XX fields in the .mrc record. Use one of the following job profiles as appropriate:
|
1. Export from Connexion ("push")
The "Push" method is a viable way of creating new Instances only from records in Connexion client, but in the first several months of Folio implementation at MSU has been largely unused. If you're interested in using the "Push" method, please consult with your supervisor and Head of Cataloging.
"Push" could be a viable method for Acquisitions, cataloging, and CatMan processes that don't require overlay or holdings/item generation.
Set up a new Connexion export option
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
Choose a record and make your desired edits
Export as usual
VIDEO: Export from Connexion
Click here to view this video with closed captioning.
Note: This video was created when these processes were more theoretical. Some slight differences exist between the demo and current practice but the principles are the same.
2. Single record import in Inventory ("pull")
Could be used for several purposes: creating an uncataloged instance with no holdings/item, creating a new cataloged instance with generic holdings/item, or overlaying an existing uncat instance to catalog it and generate a new holdings/item.
In Connexion:
If you can enhance the master record with any of your edits, do so first
Remember that local edits can also be made later in QuickMarc
Copy the OCLC number
To bring in an uncataloged instance only:
In Inventory main window, click the blue Actions button in the top right
Choose Import from the dropdown
Choose the OCLC WorldCat target
Enter the OCLC number
To generate a new cataloged instance plus generic holdings/item:
In Inventory main window, click the blue Actions button in the top right
Choose Import from the dropdown
Choose the CAT Single record import +HI target
Enter the OCLC number
To overlay an existing uncataloged instance plus generate a generic holdings/item
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 the CAT Single record import +HI target
Enter the OCLC number
VIDEO: Import command in Inventory (creating an uncat instance only)
Click here to view this video with closed captioning.
VIDEO: Import command in Inventory (creating a new instance, holdings, and item)
Click here to view this video with closed captioning.
VIDEO: Overlay command in Inventory (updating an uncat instance, adding holdings/item)
Click here to view this video with closed captioning.
Note: These videos were created when these processes were more theoretical. Some slight differences exist between the demos and current practice but the principles are the same.
3. Upload .mrc file into Data Import
SETUP
Open Windows File Explorer and check View tab; make sure “File name extension” is checked
Set up export to file in OCLC
Tools → Options → Export tab
Select “File: (Prompt for filename)” and click “Apply”
Create 9XX constant data in OCLC, using template below
947 OCLC number ǂb POL number ǂc Instance HRID 948 perm loc 949 mat type [Printed Material - Audio/Visual - Electronic Resource] ǂb copy number ǂc volume ǂd loan type [Can Circulate - Non-circulating - 14 Day Loan - 21 Day Loan] ǂe temp loc ǂf workstat ǂg status [In Process - Available - Restricted]Modify the constant data from this template to match common values for your cataloging (e.g. if you only catalog print, 949$a will always be: Printed Material)
Optionally, you can repurpose your constant data as text strings in Connexion client, and map these text strings to keystroke combinations
If it's not on your machine already, download MarcEdit to be able to view/edit .mrc files saved to your computer
PREPARING THE .MRC FILE
Create/edit Connexion record as usual
Don't add local fields (e.g. those with $5 MiEM) to the master record
Be sure to update holdings in WorldCat before exporting
Apply constant data and fill in appropriate 9XX values
Export file, locate in file folder, and change extension from .dat to .mrc
If desired, view and edit .mrc file in MarcEdit, then overwrite/save
DATA IMPORT
In the Data Import app, upload your .mrc file
From the list of job profiles, choose "CAT overlay on uncat instance, create new HI from 9XX values"
Actions → Run → Run
VIDEO: Uploading a .mrc file in Data Import (updating an uncat instance, adding custom holdings/item with specified values)
Click here to view this video with closed captioning.