Create Lists - Items In Transit

  1. Go to Create Lists from the Function drop down menu.  
  2. Pick an empty review file, or change All to Empty.  Click the arrow next to Max Records to display the available buckets in order by size.  Pick a review file that will work for the search.  Highlight the review file by clicking on it.  Click Search Records.
  3. This will bring up the Boolean Search box.  Label the Review File Name to include the two or three identifying letters of your library.  The rest of the file name should match the search term.  
  4. The Store Record Type will default to BIBLIOGRAPHIC b.  
  5. Click on the dropdown menu next to BIBLIOGRAPIC b to change the type of review file.  In this example, we are going to use ITEM i.
  6. The review file will be items that have the status of In Transit.   Double click in the box under Type.  This will bring up the Select Me box.  The first line of the search will be the Type of ITEM, Field of LOCATION, Condition of starts with, and Value A would be the 1st two letters of a library’s home library code. Click on Value B to make sure the information is listed.  

       Or

  1. This search can also be done using Agency.  Value A would be the agency number for your library.
  2. Click Append Line to add a new line at the bottom.  Insert Line will put a line at the top.
  3. Double click in the box under Type to start the 2nd line.  This will bring up the Select Me box again.  The second line of the search will be the Type of ITEM, Field of STATUS, Condition of equal to, and Value A would be t for In Transit.
  4. Click Search located at the bottom of the Boolean Search box.
  5. To find the review file, make might need to change Empty to Complete in the dropdown menu.  Finding the review file can be done by File, Name, Login or Created [date/time].  Highlight the review file to view it.
  6. Once the review file has been highlighted, viewing the review file records can be done several ways.  
    1.  Click on Show Records.   Or   2. Double click on the review file.
  7. A review file can be sent by email or exported by using Excel.  The List Records will let you email the file to yourself or someone else.  The Export Records will allow you to export the file to Excel.  You can also sort your review file using Sort Records.
  8. The Sort Records button will allow the viewing of the review file records by different fields of information.  Click Sort Records. This will bring up the Sorting Fields box.  Click on Type and Field to see the options for sorting the review file.  For example, a sort can be done by call number. This will also help with the order when exporting.  
  9. Export Records - The Export Records button will allow exporting of a review file to Excel.  
  10. Find the review file to be exported and highlight it.  In this example, we are using an Item Type Review file.  Note: Items have the i in the Type box.  A patron review file will have the letter p.  A bibliographic review file will have the letter b.  Click on Export Records.
  11. Decide what fields to export.  This will be the way the review file will be displayed in Excel. Double click in the box under Type to get the Select Me box.  The review file is an item review file, so pick ITEM for Type. Click OK. The Type is now ITEM.  
  12. Double click in the box under Field, this will bring up the Select Me box again.  Pick the information to be shown about the item.  For example, CALL #.   Click OK.
  13. Repeat this process until all the information is included that will be exported.  Click on Append to put a line at the bottom.  Click Insert to put a line at the top unless there are 3 or more lines, after the Insert can be included wherever the cursor is located. Note: The title of the item can be found using Bibligraphic and Title.   Another way to find the title is to use Bibliographic and MARC tag 245.  This will give you a cleaner look for your titles. You will need to type in the 245 into the box.  Click OK.
  14. One of the most important fields to export is the item message. The item message will show when the items went IN TRANSIT.  I will also give the From and To library information as well.
  15. Once all the Fields have been chosen to be exported, click Browse. This is located at the towards the bottom of the export box. This will open the Choose output file located on the computer or laptop.  You can save the file as Text file (.txt), or saving the file with a .csv extension may save a few steps when exporting to Excel.  Pick where to save the file from the Save In: dropdown.  Change the Files of Type to All Files.  Make sure to name the file ending in .csv.  Click Save.    
  16. This will automatically put the file in the file box next to Browse.  Click OK.
  17. This will bring up the Exporting message.  The message will go away as soon as the file has exported to the destination on the computer or laptop.
  18. See Create Lists - Exporting a Review File to Excel for more information on how to clean up your data if you used the .csv method of exporting your file.