Using SmartPort with WorkFlows
Please note: buttons and on-screen menu choices are in bold; keyboard function keys are bracketed by greater than/less than signs (< ); words to be typed in to the screen are in italics. "Click" denotes mouse use; "hit" denotes key stroke
I: Setting Options for Loading Bib Records
Before using SmartPort with WorkFlows, configure preferences for SmartPort by following these steps, so that you won’t have to reconfigure for each subsequent SmartPort session.
1. Choose Cataloging from the WorkFlows Preference menu.
2. Click the Verify options box.
3. Click Match and load in the Bibliographic Record Load Option form. Depending on your workflow, fill in the rest of the form as follows:
CATALOGING: type olis/o in the Match points line; type LC,90,,N/LC, 50,,N/ASIS,99,, in the Call sources line; type GENERAL in the Library line.
RECEIVING, SEARCH/ORDER/SORT: type olis in the Match points line; type ASIS,99,, in the Call sources line; type GENERAL in the Library line.
4. Click the OK button.
II: Adding the Search Source Icon to the Toolbar
1. From the WorkFlows Preference menu, choose Desktop, choose Toolbar, and then choose Modify. The Modify Toolbar window will appear.
2. Click the Add button. The Add wizard to toolbar window will appear.
3. Scroll to Search Source in the menu and click it, then click the OK button. The Select Function Key window will appear with NONE as the menu default. Click the OK button and this window will disappear.
4. Click OK in the Modify Toolbar window. The lightning bolt icon for Search Source will appear at the far left of your toolbar. To save this configuration, return to the Preference menu, choose Desktop, choose Toolbar, and choose Save as. Click OK to save without renaming or rename if you wish.
If you've added the Search Source icon to your toolbar, click on it and proceed to step 2. Otherwise:
1. From the WorkFlows Command menu, choose Objects, then choose Source, then choose Search, or choose Verbs, then choose Search, then choose Source. This will open the Z39.50 Servers window.
2. First time users will need to reset the Z39.50 search mode in order to search by title, author, etc. In the Preference menu on the toolbar, choose Search mode. The Setup Search Mode window will appear. In the Search type area, click the button to choose Word search. Click OK to exit. The system will save this choice for all future sessions.
3. In the Z39.50 Servers menu, click the check box to the left of the server you wish to search. A check mark will appear in the box. You may choose multiple servers.
4. Click the Lightning Bolt icon to connect to the selected server(s). A confirmation box will appear.
5. Click the Search button. The Search Window will appear.
6. Type in search word(s) (see OCLC Z39.50 Search Tips and Searching Tips for SmartPort on the CatsDoc web site for examples) and click the Submit Search button (at right).
7. To view a record in the results list, click the Magnifying Glass icon beside it.
8. Once you have decided on the appropriate record, click the Camera icon to capture it. The Load Bibliographic Record Options window will appear. Proceed as follows:
8a. If you are replacing the current record, be sure the record you want to replace is the record displayed in your WorkFlows window. Click the button to choose Replace current record. Click OK.
8b. If you are NOT replacing a record choose Match and load.
8c. Click OK. The system will respond in one of two ways:
9. Look over the record and make sure it's the one you want. You can make edits now, if desired, while the fields are displayed in their proper order. The fields will display in reverse order in WorkFlows after loading, but the display for patrons is not affected. Now is a good time to remember to remove the 948 field.
10. If you want to keep the record, hit <RETURN> or click the OK button.
11. If you don't want to keep the record, click the CLOSE button.
12. If you keep the record, you can now edit or continue editing as needed.
To exit, click the red EXIT button at the bottom left of the Z39.50 screen. CaTS DQM/Tech group recommends using this exit option to insure that all servers are disconnected as you leave.
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