[version 2008.12.18.a]
Rapid Update
Rapid Update is available in several modules, and is used for the fixed fields (the boxes at the top of the record).
For example, the Exp Date field in a patron record is a fixed field that can be used in Rapid Update.
Using Rapid Update, consider changing the Exp Date in a file of records.
* Select Rapid Update
* Select Review for the method of selection (far left box)
* Select Record Type to Modify as Patron
* Select your specific file of records
* Double-click in the Field box to get a listing of fixed fields you can update.
* Select 43 EXP DATE and it fills in a partial date which you can complete.
* Click on the Start button to make the updates.
The progress will show in the History section of the window.
The Clear History button will remove the listed records changed so you can call up another file.
The Clear All Commands button will clear out the commands just used if you don't need to use them again on a different file.
Global Update
Global Update can handle fixed or variable (numbered & indexed) fields, add or delete, replace specified text, and other functions.
this is one of the most powerful functions in Millennium. Be sure you understand it and have the proper actions listed, and check the Preview for the proper results before you use this.
* Select Global Update
* Select your Record Type and have that type only checkmarked
* Select Review to use a List you've already created (far left box)
* VERY IMPORTANT: click on the Search button so you see your list in the lower part of the window.
(If you see no records changed in the Preview tab later, be sure you go back and do this step.)
Now that you've selected the file and pulled in the records from it, you can decide what to do with them.
* Click on the Command input tab and get the list of possible command types.
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The first command is to Change variable-length field which lets you substitute this for that. You need something to exchange, and it must be exactly that.
Delete variable-length field lets you select a specific field, or a field containing something specific in it, and delete it.
Insert variable-length field allows you to add a field. It will go in according to the field number order.
Change fixed-length field is possible here, although it usually is faster using Rapid Update.
Change special field is for special purposes - ignore this.
Delete duplicate field is useful for getting rid of fields which might be duplicated by, for example, importing records from Banner. The barcode fields in patron records are often duplicated. This removes all except one of the specified fields which are the same.
Add to beginning/Add to end of variable length field are used only in special situations.
Copy variable-length field is used only within each record; otherwise use the Insert field command.
The other commands are not normally used here.
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Delete Duplicate Field
* To Delete duplicate field, for example, select that and get the command box.
* Uncheck the Use displayed field box (in fact, you almost always uncheck this box).
* Enter the Field Group Tag for the field, such as b for barcode.
* It is not necessary to enter anything in the second box unless you need to match a specific situation.
Notice the Use Displayed Field still needs to be unchecked.
* Click on the Preview tab and see which, if any, records will be affected and how they are affected.
This is your chance to see if your change worked properly, and -- especially important -- if it affected anything you did not intend to affect.
In this example, some records were not changed, and one was. Two duplicate fields would be deleted if you continued. This is acceptable.
* At the far upper right, click on the Process button to proceed. The records are changed and the results are displayed.
Sometimes records may not be changed after all because they are still "in use", meaning the system has them open for someone/something else. If this should not be the case, you may need to track down these records and close them properly in order to be able to change them.
Insert Variable-Length Field
* Follow the steps to select a list of faculty and staff Patron records which have no special field
* Select Insert variable-length field from the drop-down menu.
* Uncheck the Use displayed field box (in fact, you almost always uncheck this box).
* Enter the Field Group Tag for the field, such as s for a Special field (this is a custom field for this library's catalog alone, for use in patron record only.
* There are no regular field numbers or indicators for the s field since it is not a standard MARC field.
* From another record or from a text file, you should have the special note with the login and password for faculty and staff that begins "Use this authorization and password to connect to all First Search databases" (paste the complete field including the password into the blank). Enter this in the last field in the line (not all of it will be visible but it will function).
* Click the OK button.
* Click on the Preview tab and see which, if any, records will be affected and how they are affected.
They should all have the s field added with the complete text you entered.
* If all looks good, click on the Process button, confirm it with Yes and let it run.
The result should be to put this field in all the faculty and staff records so it can be viewed when they log into their personal records.
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