Penn State University Libraries - OCLC 099 Generator

The OCLC 099 Generator macro is used by Special Collections Cataloging Team catalogers for generating an 099 field from a CAT record in the Symphony WorkFlows Client. This macro calls an additional OCLC macro that searches WorldCat for the corresponding bibliographic record and inserts the 099 field when found. It also inserts an appropriate 049 field. Technically speaking, the OCLC 099 Generator macro is a group of four different macros, but for simplicity's sake, the instructions will refer to it as just a "macro." Specific technical details are located further down in this document.

These instructions assume you are finished cataloging the item and it is safely in the CAT.

1. First, make sure you have the Connexion Client running and are logged on. The macro will start the client if it isn't running and prompt for a logon, but it runs smoother when these actions have already been taken.
   
   
2. Place your cursor in the call number field of the Call Number/Item folder in the Symphony WorkFlows Client.
   
   
3. If you are in the Modify Title wizard type in the macro shortcut key: Ctrl+Keypad 7. If you are in the Call Number and Item Maintenance wizard type in the macro shortcut key Ctrl+Keypad 8.
   
   
4. Watch the macro run. It will copy and highlight the call number, tab through several fields and grab the current location, then move to the Bibliographic folder, issue a print screen command which opens a browser, grab the file name of the print screen, process what it finds there, switch to Connexion, and perform a search to find the record in WorldCat.
   
   
5. When the macro finishes, you will have one of four results:

• A single bibliographic record with the 099 already in place
• The results of a search of WorldCat
• An error message indicating the record could not be found
• An error message indicating something is wrong

If there is one record with an 099 and 049 already in place, please check it over to make sure you have the correct record and that the 099 and 049 fields are correct. Make any additional changes that are needed before you produce a card.

If you see the results of a WorldCat search, choose the correct record for the 099 field, then run the Paste099 macro by clicking on the number assigned to it in the Connexion Client toolbar. It will insert the 099 and 049 fields. Make sure the record and the 099 and 049 fields are correct. Make any additional changes that are needed before you produce a card.

If you received a message that the macro could not find a record, please search WorldCat manually to look for the record. If you find the record, run the Paste099 macro by clicking on the number assigned to it in the Connexion Client toolbar. It will insert the 099 and 049 fields. Make sure the record and the 099 and 049 fields are correct. Make any additional changes that are needed before you produce the card.

If you received an error message, write it down and report it to the Macro Express specialist. Please include the CAT record and indicate any details of something out of the ordinary. The macro is complicated and could cause problems if it travels through the Symphony WorkFlows Client too fast.

Note: Macros available for download on this page are primarily for the use of the Cataloging and Metadata Services department of the University Libraries at the Pennsylvania State University. They are publicly available for users elsewhere, however please read the Copyright and Disclaimer Notice at the bottom of this page.

1. Download the symphony-speccoll.mex (see above) file and store it in your My Documents folder. This macro file will contain more than the OCLC 099 macros. You may ignore the other macros.
   
2. Import the OCLC 099 Generator and OCLC 099 Generator CN macros into your default set of macros.
   
3. Download the Generate099.mbk (see above) file and store it in C:\Program Files\OCLC\Connexion\Program\Macros folder.
4. Open the Connexion Client (if it is already open, close it, then open it again).
5. In Connexion, from the Tools menu, select Keymaps
6. In the Keymaps dialog box, select Macro in the Display Commands for Category section if it is not already selected.
7. In the left panel that lists available OCLC macros, click on the plus sign before Generate099. This opens a tree sublevel to reveal two macros: Generate099 and Paste099.
8. Select the Generate099 macro from the sublevel by clicking on it once. This should highlight it.
9. In the Press New Shortcut Key box, type in F7. Then click on the Assign button. Finally, click the OK button.
10. Next, from the Tools menu, select User Tools, then select Assign.
11. At the top of the User Tools dialog box, select Macro in the Display Commands for Category section.
12. In the left panel listing available macros, select Generate099!Paste099 by clicking on it. It should now be highlighted.
13. From the drop-down box, select one of the user tools you don't have assigned (assigned tools will display to the right of the drop-down box).
14. Click on the Assign Tool button, then click on the OK button.
15. Next, from the Tools menu, select Toolbar Editor. Scroll down to the icons that look like blue numbers. They will be called ToolsUserTools1, ToolsUserTools2, etc. Click on the number you assigned in step 13 above and drag it with your mouse to the right side of your toolbar and drop it there. Clicking on this button will run the Paste099 macro noted in the instructions above.

• The OCLC 099 Generator macro is assigned the key combination of Ctrl+Keypad 7 and is set to a scope of Windows title SirsiDynix Symphony WorkFlows so that it can only be run when that program has focus. It is designed to run from the Modify Title wizard.
• The OCLC 099 Generator CN macro does essentially the same thing as the OCLC 099 Generator macro, but runs from the Call Number and Item Maintenance wizard and is assigned the key combination of Ctrl+Keypad 8. The reason for this is because the Call Number and Item Maintenance wizard has a different number of navigable tabs than the Modify Title wizard. Remember, Macro Express is unable to determine which wizard you are in.
• It highlights and copies the call number and current location into macro variables. It cannot read from the home location field because it is "uncopy-able."
• It begins creating a string of data that will be passed to the Connexion client. Each piece of data will be stored between tags. The call number will be placed between "call:" and "#call" indicating where the call number begins and ends.
• It opens a text file in W:\Macro Express\SpecColl\ called Locations.txt. This file is formatted as <Home Location>=<Location Description>%<049 Code> . The Location Description is what will appear as a suffix to the call number. The ^ character is used for producing line feeds in the suffix in case it needs to be written in two or more lines. If the Location Description is ~, then no suffix is desired for that location. Users outside of PSU Libraries will need to remove this code or rewrite for their own local uses. Using a text file for this data will ensure that the macro does not need to be rewritten every time a new location is added or edited.
• The Location Description with the 049 Code will be added to the data string with "loc:" and "#loc" tags. If no Location Description was present, a single space will be added to the string between the tags.
• The macro will navigate to the bibliographic tab and then issue a print screen command. The print screen command will open the default browser. The macro will obtain the file for this print screen from the browser's address bar. The file will be in html format and will be much easier to read data from than tabbing through a Symphony WorkFlows Client screen which is often problematic. The macro has only been coded for Firefox 2.x and Internet Explorer 7.
• The macro will gather the following data if found in the record: 008Date1, 001, 020, 022, 035, 100, 110/111, and 245. If will only retrieve data from 001 and 035 if it contains an OCLC number. This is identified in the 001 with a prefix of either ocm or ocn. The 035 will contain the text "(OCoLC)" followed by the number. It is capable of reading in both 8- and 9-digit OCLC numbers. It is capable of reading in both 10- and 13-digit ISBNs. For the 100 field, it will only gather data preceding the first comma, pipe, or < character, whichever comes first. For the 110/111 field, it will only gather data preceding the first pipe, <, or ( character, whichever comes first. The < character in the 1xx fields only appears in the HTML file and simply means you are at the end of the data for that field. It will only gather the 245a subfield from the 245 field.
• Once the macro compiles all of this data into a single string, it saves it into the clipboard for the OCLC Generate099 macro to make use of.
• The macro then activates the OCLC Connexion Client window. If not active, it will launch it and wait for 18 seconds for it to load. Once Connexion is the window in focus, The OCLC 099 Generator macro will type the F7 key and end. This will cause the OCLC macro Generate099 to run. Generate099 will log on the user using their default login if they are not logged on. If they don't have a default login, Connexion will prompt for the login.
• The Generate099 macro first retrieves the data string from the clipboard and begins to process it.
• It scans for diacritics and replaces them with non-diacritical letters.
• It strips any ISBD punctuation found at the end of 245a to prevent searching difficulties in WorldCat.
• It converts the call number into a string with subfield a appearing everywhere there should be a line break. It should handle most LC call numbers, but has not been tested with DDC call numbers.
• It replaces all ^ characters in the Location to subfield a's.
• It separates the 049 data from the location data. If the location is blank, it means that the location was not found in the Locations.txt file. In this case, 049 is assigned a code of UPMM.
• Before searching WorldCat, the formatted 099 field is stored in the clipboard with the 049 data appended to the end. If a search fails for any reason, the user can manually search WorldCat and use the Paste099 macro to insert the 099 and 049 fields that were stored in the clipboard.
• Next, the Generate099 macro searches WorldCat, first only if an OCLC number was retrieved from the CAT record making it a quick one-to-one correspondence. If found, the 099 field is inserted into the record, the 049 field is replaced with the 049 data (UPM3, UPM5, UPM8, etc.), and the macro ends.
• If no OCLC number was present in the CAT record, the Generate099 macro searches using the other data elements that were retrieved from a search string it constructs.
• It starts searching with all the data elements it has gathered. If no hits are returned, it successively removes search terms until it gets results. In succession, it removes search terms in the following order: ISBN, ISSN, Corporate/Conference Name, Personal Name, and Date. The last remaining search term is the Title.
• If no results are achieved after only the Title remains, the macro will notify the user that it cannot find the record and that the user should manually look for it. A possible cause of this could be erroneous data in the CAT record or the item was only cataloged in the CAT and had not yet been input into WorldCat.
• The macro will not use the date found in 008Date1 as a limiting term if the date contains "u" characters.
• The macro may return more than one record. At this point the macro ends . The user must then manually choose the best record and run the Paste099 macro.
• For records with multiple ISBNs, ISSNs, 035 fields, and 001 fields (which does erroneously occur in the CAT), all applicable fields will be read in with the Macro Express OCLC 099 Generator macro. However, the Generate099 macro will only search on the first of each of these terms. If there is a need for it to search multiple values of these fields simultaneously, it will be implemented in a future version of the Generate099 macro.
• In addition to adding the 099 field, the Paste099 field also adds an 049 field for the corresponding location.

The macros on this site have been written by Ken Robinson and are owned and copyrighted by The Pennsylvania State University. They may be freely used and modified for non-commercial usages as long as the author statement in each macro is retained. These macros may not be reproduced for profit or distributed in part or as a whole with any product for which a charge is made.

The Pennsylvania State University and the University Libraries disclaim any warranties of any kind, express or implied, that these macros are error-free or fit for a particular purpose. By downloading any of these macros, users accept all risks for the implementation and use of these macros.