FAQs: Working with Formats

To add or remove an entry ID from the synonym list, select the entry ID, then click the Right or Left Arrow to move the entry ID from one list to another.

Click OK, then Save.

How do I add or remove entries from a cataloging template?

You can add or remove entries from the cataloging template used by the cataloging wizards, such as Add Title wizard or Add Brief Title wizard, by following these steps.

To modify a cataloging template

In the Cataloging Configuration wizard group, click the Entry ID wizard to display a list of entry IDs.

Select the template synonym list entry ID you want to modify, such as MARC-TEMPL, and click Modify.

Click the gadget in the Entries box, and a list of simple entry IDs appears.

To add or remove an entry ID from the list, select the entry ID, then click the Right or Left Arrow to move the entry ID from one list to another.

Click OK, then Save.

How do I make a certain field appear in the detailed view of a record?

To make a given bibliographic entry appear in the detailed view of a record, do the following.

In the Cataloging Configuration wizard group, click the Entry ID wizard icon to display a list of entry IDs.

Select the MARC-FULL synonym list entry ID, and click Modify.

The Entries box contains the list of entries to display in a single-item view. To add an entry to the record display, click the gadget in the Entries box. A list of simple entry IDs included in MARC-FULL appears. Click an entry in the List to Choose From column and then the Right Arrow to add the entry to the full display. Click an entry in the List Selected box, then the Left Arrow to remove an entry from the full display. When you have finished selecting entries, click OK, then Save.

Entries appear in the order that they are listed in the Entries box. Entries added through the gadget are added at the end of the list, which means they appear at the end of the record regardless of their entry number. To change the position of the entry ID in the list, select the entry ID in the List Selected box, and click either the Up or Down Arrows.

Halt and run the workstation server to put these modifications into effect.

It may be necessary to repeat these steps to add entries to the full display for other formats such as SERIAL or VM.

How do I change the way MARC tags are labeled?

The following procedure describes how to change the labels of entries (tags) in formats. For this example, the 590 tag of the MARC Format policy will be modified.

Click the Cataloging Configuration wizard group button, then click the Catalog Format wizard icon.

Select the MARC format, and click Modify.

On the Entries tab, select the entry to be modified, and click Modify. For this example, select the 590 entry.

On the Display tab, click the Display Variation for the 590, and the attributes for this display variation will appear.

In the Label box, change the text to “Library Notes.”

Click Modify.

Click Save, and your changes will appear in the catalog after the next halt and run of the workstation server.

The tag you modify must be included in the Full, Brief, and Template synonym lists in order for your changes to appear.

SirsiDynix recommends this method only for sites which do not use multiple languages. If your site uses multiple languages, an API user should make these modifications in the Language files. If no one at your library has received API training, contact SirsiDynix Customer Support for assistance.

How do I make a field browseable?

Making a field browseable causes SirsiDynix Symphony to include this field with the existing browse criteria. When viewing browse results in the e-Library, headings for the new field as well as headings for the existing browse fields will be retrieved. For example, assume that only the 100 field is currently browseable in the author index, and you want to add the 700 field. When the search retrieves a browse list of authors, titles are retrieved in the e-Library for the author searched, whether he was the main author or a contributor.

The process for making a tag browseable involves modifying the appropriate Format policies to add a browse index variation.

The following steps are required.

Click the Cataloging Configuration wizard group button, then click the Catalog Format wizard icon to display a list of catalog-purpose Format policies.

Select the MARC format, then click Modify.

Click the Entries tab to display a list of entries used in the MARC Format policy.

Find the entry that you are making browseable, scrolling down if necessary, and select it. Click Modify. The attributes of this entry are listed.

Click the Browse tab to create a Browse Index Variation. Browse index variations control which indexes are used when an entry is indexed.

Select whether this variation should be used regardless of whether there are other variations, or whether all variations should be considered when indexing this entry. Click In Addition to Others.

Select whether the values in the Indicator 1 and Indicator 2 positions should be used to determine how to index this field. Use the Display Indicator List gadget to select whether the indicator should be considered, and if so, which indicator value should be used. A list of valid indicator values is provided.

From the list, select the Browse Index to which this entry should be added. The browse index corresponds to the type of browse that should be used to retrieve records which contain the entry you are making browseable. SirsiDynix delivers six browse indexes, which for most sites is sufficient. If you wish to create a new browse index, first ask SirsiDynix Customer Support to make internal configuration changes necessary to create a new browse index. SirsiDynix Customer Support will notify you of the new index name.

Indicate which subfields should be posted to the index. In the Subfields box, click the gadget and select the subfields to be included, or click All to include all subfields. Only valid subfields appear. To include a subfield in the index, click Include and select the corresponding check box. To exclude a subfield from the index, click Exclude and select the corresponding check box. Click OK.

Non-filing initial articles should not be used when browsing. Specify how the non-filing initial articles should be processed by making a selection in the Leading Article box. Non-filing articles can be identified by values in either of the indicator positions, by checking the list of articles used in the Language policy for any matching language code in the record, or from the list of articles used in the default language of the Language policy. This only applies to title entries. The default is NONE.

It is possible to create combined browse index variations for a main catalog-type entry. For instance, a combined 100/240 browse index variation can be created. When creating a new browse index variation for an entry, the “combination” fields will display only if the entry is a Main entry type, such as the 100 tag. If the Would the Browse Index Be Used Based on an Entry Combination? check box is selected, the remaining fields become active. Make the appropriate selections.

Click Create to add the browse index variation.

Repeat these steps if additional browse index variations are needed, based on different values in the indicators, then click Save to finish adding browse index variations.

Halt and run the workstation server for these modifications to take effect.

After changing the MARC Format policy, it may be necessary to repeat these steps to add browse index variations for other catalog-purpose Format policies, such as SERIAL or VM.

Schedule the Rebuild Heading Databases report for the appropriate indexes to apply this change to records already in the database.

How do I change which fields are searched in a particular type of search?

To add an entry to the list of entries searched in a title, author, subject, or series search, one of the index configuration files for the appropriate library or libraries must first be modified. Contact SirsiDynix Customer Support to have the index configuration files modified. The appropriate Format policies must be changed so that the entry is indexed correctly. Newly-added records will reflect these changes as soon as the workstation server has been halted and run, but it is necessary to run the Rebuild Text Database report for the appropriate indexes to apply this change to records already in the database.

The entry being added to the title, author, subject, or series search must have previously been defined as searchable by having a Keyword Index policy created for it. Also, the entry must exist in one or more catalog-purpose Format policies.

When the index configuration steps are completed by SirsiDynix Customer Support, the remaining steps are performed using the WorkFlows client.

In the following steps, you will be adding a keyword index variation to the entry in the Format policy.

Click the Cataloging Configuration wizard group button.

Click the Catalog Format wizard icon to display a list of catalog-purpose Format policies.

Select the MARC format, then click Modify.

Click the Entries tab to display a list of entries used in the MARC Format policy.

Find the entry that should be added to a search, scrolling down if necessary, and select it. Click Modify. The attributes of this entry are listed.

Click the Keyword tab to create a Keyword Index Variation.

Select whether this variation should be used regardless of whether there are other variations, or whether all variations should be considered when indexing this entry. Typically, In Addition to Others should be selected.

Indicate whether the values in the Indicator 1 or Indicator 2 positions are significant in determining how to index this field. Use the Display Indicator List gadget to select whether the indicator should be considered, and if so, which indicator value should be used. A list of valid indicator values is provided.

Select the Keyword Index policy used when sorting this entry from the list. Select from the following.

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Author – SAU

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Title – STI

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Subject – SSU

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Series – 440

Indicate which subfields should be posted to the index. Click the Display Subfields gadget and select subfields for inclusion, or click All to include all subfields. Only valid subfields appear. To include a subfield in the index, click Include and select the corresponding check box. To exclude a subfield from the index, click Exclude and select the corresponding check box. Click OK.

Click Create to add the keyword index variation.

Repeat this process if additional keyword index variations are needed, based on different values in the indicators, then click OK to finish adding keyword index variations.

After changing the MARC Format policy, it may be necessary to repeat these steps to add keyword index variations for other catalog-purpose Format policies, such as SERIAL or VM.

Halt and run the workstation server to put these modifications into effect.

Schedule the Rebuild Text Database report for the appropriate indexes to apply this change to records already in the database.

How do I make a field searchable in a general keyword search?

The process for making a tag searchable under a general keyword search requires a Keyword Index policy to be created and added to the entry in the Format policy.

The following steps are required.

Click the Cataloging Configuration wizard group button.

Click the Keyword Index wizard icon to display a list of Keyword Index policies.

Click Create.

In the Name box, type the index name or number of the entry. In the Description box, type information that describes the use of this index.

Under Type, click Searchable.

In the Internal Name box, SirsiDynix delivers several reserved values which can be used for newly-indexed entries. These values are in the range AL01-AL36 or NM01-NM06. Select the next available Internal Name value from the list. If uncertain which Internal Name to use, contact SirsiDynix Customer Support.

In the Sort Index box, re-type the policy name used in Step 4 for this Keyword Index policy.

In the Use Attribute box, type the appropriate Z39.50 attribute that best describes this entry from the Z39.50 standard. If this entry should not be searchable in Z39.50 clients, leave this text box empty.

For a list of suggested Z39.50 attributes, go to FAQ: Library of Congress MARC Tag Mappings for SmartPORT from the Z39.50 information link on the SirsiDynix Customer Support Web site (http://clientcare.sirsidynix.com/index.php?goto=Product&pid=14 ).

Click Save to save the new Keyword Index policy.

Halt and run the workstation server to put these modifications into effect.

Now that the Keyword Index policy has been created.

Follow these steps to add a keyword index variation to the entry in the Format policy.

Click the Cataloging Configuration wizard group button.

Click the Catalog Format wizard icon to display a list of catalog-purpose Format policies.

Select the MARC format, then click Modify.

Click the Entries tab to display a list of entries used in the MARC Format policy.

Find the entry that you are making searchable, scrolling down if necessary, and select it. Click Modify. The attributes of this entry are listed.

Click the Keyword tab to create a Keyword Index Variation. Keyword index variations control which indexes are used when an entry is indexed.

Select whether this variation should be used regardless of whether there are other variations, or whether all variations should be considered when indexing this entry. Click In Addition to Others.

Indicate whether the values in the Indicator 1 or Indicator 2 positions should be used to determine how to index this field. Use the Display Indicator List gadget to select whether the indicator should be considered, and if so, which indicator value should be used. A list of valid indicator values is provided.

Select the Keyword Index policy that was just created from the list.

Click Create to add the keyword index variation.

Repeat these steps if additional keyword index variations are needed, based on different values in the indicators, then click Save to finish adding keyword index variations.

After changing the MARC Format policy, it may be necessary to repeat these steps to add keyword index variations for other catalog-purpose Format policies, such as SERIAL or VM.

Halt and run the workstation server to put these modifications into effect.

Schedule the Rebuild Text Database report for the appropriate indexes to apply this change to records already in the database.

What do these messages mean: “error, minimum size” and “data validation error?”

These messages usually appear when a note is changed in the extended information section of a record. A Format policy defines which entries are used for every type of record in SirsiDynix Symphony. Format policies also define characteristics of each entry. One attribute, Minimum Size, can be used to define the minimum number of characters required to be present in a field, if the field is used. The system message occurs when an entry is present in a record but does not contain the minimum number of characters specified in the Format policy. The most common cause of this message is using SPACE BAR, DELETE, or BACKSPACE to remove all information from an extended information field. Users should instead remove the field by positioning the insertion point in the field, then clicking the Delete helper.

How do I create a hypertext link in a bibliographic record?

To create a hypertext link for a MARC or other catalog-purpose format field, you will need to do the following.

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Modify the Entry Type of the entry (field) to a type of Hypertext

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Create a browse index variation for the specific entry

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Create a keyword index variation for the specific entry

For this example, an entry of the MARC Format policy will be modified.

Modifying the Entry Type of an Entry

To modify the entry type of an entry, do the following.

Click the Cataloging Configuration wizard group button, then click the Catalog Format wizard icon to display a list of catalog-purpose Format policies.

Select the MARC Format policy from the list, and click Modify.

Click the Entries tab.

Select the entry you want to modify, such as 785, and click Modify.

On the Basic tab, in the Entry Type box, click the Display Entry Type gadget and select Hypertext Entry. A check mark will appear when selected.

Click OK.

Repeat these steps to create hypertext links for other entries, if desired.

Click Save.

In order for the hypertext links to appear, the entries selected must be included in the synonym list for the full display of the format. For this example, the 785 must be included in the synonym list of the MARC-FULL Entry ID policy, which is the full display of the MARC format.

Making a Browse Index Variation for the Hypertext Entry

If the entry you have modified does not have a browse index variation, you will need to create one. Refer to the preceding FAQ How do I make a field browseable?. For this example, modify the 785 entry.

Making a Keyword Index Variation for the Hypertext Entry

If the entry you have modified does not have a keyword index variation, you will need to create one. Refer to the preceding FAQ How do I make a field searchable in a general keyword search? . For this example, modify the 785 entry.

After you have completed the preceding tasks, hypertext links will appear after the next halt and run of the workstation server. E-Library links will appear as blue-highlighted text, and WorkFlows links will appear as underlined text.

How do I remove bibliographic fields from the e-Library display?

To remove fields from the display in either the e-Library or WorkFlows, you will need to modify the synonym list for full display of the MARC format. The MARC-FULL Entry ID policy is delivered as the full display of the MARC format.

For this example, the 505 tag will be removed from the e-Library display. This is done by removing the 505 tag from the synonym list of the MARC-FULL entry.

Click the Cataloging Configuration wizard group button, then click the Entry ID wizard icon to display a list of entry IDs.

Select the MARC-FULL entry ID from the list, and click Modify.

Click the Policy List gadget in the Entries box. A list of entry IDs appears.

In the selected list, click the 505, then click the Left Arrow to remove this tag from the synonym list.

Select other entry IDs to remove, if desired.

Click OK, then Save.

Halt and run the workstation server, and the 505 tag will no longer appear in the full record.

How do I create a new entry (field) in a format?

To add new entries to a format policy, you need to check the Entry ID policy list within a format to see if the entry you want to add is available. If not, you will need to create a new Entry ID policy. This new entry ID should now be added to the format.

To create an Entry ID Policy, use the Entry ID Policy Helper.

To add an entry ID to a format, see Entries Tab for the Format Policy. This topic describes the fields required when adding an entry to a format policy. For each entry ID, sub-tabs such as Basic, Display, and Punctuation display fields to be completed based on the purpose of the format. After adding an entry to a format, you will need to halt and run the workstation server for format changes to appear.

Changes to keyword index variations will only affect records indexed after you make changes. To implement changes to keyword indexes in records already keyword indexed, run the Rebuild Text Database report to re-index all your bibliographic records. Keyword searching and browsing will be disrupted while this report runs.

In addition, changes to browse index variations will only affect records indexed after you make changes. To implement changes to browse indexes in records already browse indexed, run the Rebuild Heading Databases report followed by the Rebuild Text Database report to re-index all your bibliographic records. Searching for bibliographic records will be disrupted while this report runs.

If changes are made to authority index variations, they will only affect records indexed after you make changes. For information on implementing changes to authority control in records already indexed, see FAQs: Making Authority Index Changes Retroactive.